# Managing Purchase Entry

Url: https://dealersip.com/KnowledgeBase/Inventory/Purchase/Managing-Purchase-Entry-50085/
Last updated: 2026-08-22
Section: Inventory > Purchase > Managing Purchase Entry

To enter a new purchase expand Inventory section in the sidebar and select Purchase link. This opens the purchase list page. Click on the **+ Purchase** button at the top right side on header bar.

The process for **adding** and **editing** a purchase uses the same window. The difference lies in whether the form is empty or pre-filled with existing data.

- Click the **+ Purchase** button to open a blank purchase entry window for adding a new vehicle. 
- Click the **Edit** icon on a purchase card in the list view to open the same window with all existing details pre-filled for modification. 

This unified interface ensures a consistent experience whether you're entering new data or updating an existing record.

## How to Find a Purchase Entry to Edit

To edit a purchase entry, follow these steps:

1. Navigate to the **Purchase** section from the sidebar. 
2. Click on the **Search** link also located in the sidebar. 
3. In the search window, enter relevant details such as stock number, VIN, model, or seller name to locate the vehicle. 
4. When the **Purchase** list is open, each search result will display an **Edit Purchase** link. 
5. Click on the **Edit Purchase** link to open the entry in edit mode. 

**Note:** The *Edit Purchase* link is only visible when the **Purchase** section is currently open.

## Status

Status drop down has following three values:

1.  

**Draft**: When the status is set to “Draft,” the vehicle does not appear in the front portal. You should keep the status as “Draft” if you are still collecting information about the vehicle. For example, if the vehicle is in the workshop for touch-up and you are waiting for total expenses to calculate the sale price, then keep the status as “Draft.”

2.  

**Published**: Changing the status to “Published” will list the vehicle in the front portal.

3.  

**Inactive**: If you no longer need an inventory item but still want to keep it as a record, set the status to “Inactive.”

*Please do not forget to change status to “Published” if you want to see your vehicle in the front portal.*

## Transaction Type

The **Transaction Type** field defines the nature of the vehicle entry and determines how the purchase is processed by the system.

### Purchase

Select **Purchase** when the dealership is purchasing a vehicle.

When **Purchase** is selected:

- The vehicle is treated as dealership-owned inventory. 
- An accounting voucher is automatically posted to the Accounting module. 
- The **Seller Party** field becomes mandatory. 
- Additional fields such as **Taxes**, **Payment Details**, and other purchase-related inputs become available and are required where applicable. 

### Listing

Select **Listing** when the dealership is only listing a vehicle for sale without purchasing it (for example, a consignment or customer-owned vehicle).

When **Listing** is selected:

- The vehicle is treated as a listing only and is **not** added as dealership-owned inventory. 
- No accounting voucher is created. 
- The **Seller Party**, **Taxes**, and **Payment Details** sections are hidden or disabled, as they are not applicable. 
- For consignee sales, sales entry window changes accordingly. It prompts for dealer commission and calculates amount payable to the original owner. In this accounting entry is also changed. Instead of crediting sales account, Owner Payable account and Commission Income account is credited. Both accounts can be configured in Admin -> Setup - Accounting Settings. 

### Note

Transaction type is editable for unsold vehicles only. Once the vehicle is sold you cannot edit transaction type.

## Registration Certificate (RC)  Report

The RC (Registration Certificate) Report module is a premium feature, currently available only in India on a pay-as-you-go basis. To use this feature, Admin users must add funds via the Manage Accounts option in the Admin section of the sidebar.

RC verification helps automatically fetch vehicle details or view a full RC report during purchase and sale processes. In the Purchase entry window, you can enter the RC Number and click on two available links, Fill and Rpt, appear next to it. Clicking:

- **Fill** will auto-fill the purchase form with vehicle details from the government database. 
- **Rpt** will open the complete RC report for verification. 

### Important Note

RC verification services can only be used if there is **sufficient balance** in your software wallet. Please ensure your wallet is funded before attempting to use Fill or Rpt functions.

### How Are Charges Applied for RC Reports?

Charges for using this feature are deducted on a pay-per-usage basis:

- Rates can be verified by contacting your account manager or creating a support ticket. 
- Charges apply regardless of whether the RC number is valid or invalid. 
- If you enter an invalid RC number and click **Fill** or **Rpt**, you will still be charged. 
- Note: Charges occur only the first time the system retrieves details from the government database for a specific RC number. Subsequent clicks for the same RC number are not charged. 

### Error Messages

If the system displays the message **"Government's RC verification is down,"** please wait at least 30 minutes before retrying. This happens when government's RC text API is either under maintenance or down due to unforeseen reasons .

## Make Model and Trim

**What is Make?**

The "make" or "brand" of a vehicle refers to the manufacturer or brand of the vehicle. For example, Toyota, Honda, Ford, and BMW are all makes of vehicles. 

**What is Model?**

The "model" of a vehicle refers to a specific product line within the make. This is the particular type or design of the vehicle produced by the manufacturer. For example: Toyota Camry, Honda Accord, Ford Mustang. In this example Camry, Accord and Mustang are model names. Each model can have different variations and versions over the years, but the model name remains the same.

**What is Trim or Variant?**

The "trim" (or "variant") of a vehicle refers to the specific version of the model with particular features and equipment. Trims can include variations in interior and exterior features, engine types, technology packages, and more. Trim levels help differentiate between the base version of a vehicle and versions that come with additional features or upgrades. For example, Honda Accord LX or Honda Accord EX. In this example LX and EX are trims (or variants) of Honda Accord.

The **Make, Model, and Trim** dropdowns allow you to specify the exact vehicle you are purchasing.

- If you cannot find the required trim or variant, click the **"Create New"** link to add it manually. 

### Smart Auto-Fill Options

- **India (Premium Users):** Enter the **RC Number** and click **Fill**. The software will automatically populate the entire purchase form with vehicle and owner details. 
- **Other Countries:** Enter the **VIN** to automatically fetch and fill in the vehicle’s Make and Model.

## Check List

The **Check List** box in the **Purchase** module is used to manage tasks related to a specific purchase. It helps ensure all required actions are completed, such as collecting documents or performing inspections.

### Use Case Example

- If you need to collect certain documents during the purchase process, you can create a checklist using the Check List to track their collection. 

### Creating Check Items

Every individual task in check list is called a check item.

- Click on the **Manage Check List** link at the bottom of list to create or update tasks. Please note that Manage Task List option is not accessible when you open a purchase entry in edit mode. In Edit mode Check List window shows this message "Managing check lists not allowed in edit mode." 
- If the link is not immediately visible, **scroll down** to the end of the task list — the link appears after the last task item.

## Stock Number

The **Stock Number**, also known as **SKU**, is your internal unique identifier for each vehicle.

- Each stock number must be **unique**; duplicate stock numbers are not allowed. 
- If you do not use internal SKUs, you can **leave this field empty**. 
- As an alternative, you may enter the **last 5 characters** of the **VIN** or **Chassis Number** for easier identification.

## Pricing

The Pricing Section allows you to set vehicle prices, such as the buying price or selling price.

See: https://dealersip.com/KnowledgeBase/Inventory/Purchase/Managing-Purchase-Entry/Pricing-49989/

## VIN

The VIN (Vehicle Identification Number) can refer to either the actual vehicle identification number or the chassis number. The chassis number is always a part of the VIN. In a valid VIN, the last eight characters represent the chassis number.

It’s worth noting that you can enter the same VIN multiple times. This situation occurs when the same vehicle returns for sale at the same dealership

### Fill Vehicle Details Automatically Using the VIN

**This feature is available in Canada and the USA as of August 1, 2026.**

In India, vehicles are identified using the RC Number. Therefore, the **RC Number** field appears instead of the VIN field.

While creating a purchase entry, you can enter the VIN and let Dealersip automatically fill in the available vehicle details.

The VIN field appears at the top of the **Transaction** tab with two options:

- **Decode:** Enter the VIN manually and retrieve the vehicle details. 
- **Scan:** Scan the VIN barcode using a phone, tablet or supported computer. 

#### Enter the VIN Manually

Enter or paste the 17-character VIN and click **Decode**.

A VIN does not contain the letters **I**, **O** or **Q**. If you enter any of these letters, the system automatically reads them as the similar-looking numbers **1**, **0** and **0**.

If the VIN does not contain 17 valid characters, the system will ask you to correct it before decoding.

The ninth character of a VIN is normally a check digit calculated using the other characters. If the check digit does not match, the system will display a warning so that you can confirm the VIN.

Some vehicles manufactured outside North America may not follow this check-digit rule. Therefore, this is only a warning. You can still continue and decode the VIN.

#### Scan the VIN Using a Phone or Tablet

Most vehicles have a VIN barcode on the sticker inside the driver-side door jamb. This sticker is normally easier to scan than the VIN plate located under the windshield.

Whenever possible, scan the barcode from the driver-side door jamb.

If you are using Dealersip on a phone or tablet:

1. Click **Scan**. 
2. Allow the browser to access your camera. 
3. Point the camera at the VIN barcode. 
4. Confirm the VIN displayed on the screen. 
5. Click **Use This VIN**. 

If your device has a flashlight, a **Torch** button will also appear. You can use it when scanning inside a dark door jamb.

#### Scan the VIN While Using a Computer

If you are using Dealersip on a computer, click **Scan**. A QR code will appear on the screen.

1. Scan the QR code using your phone camera. 
2. The VIN scanning page will open on your phone. 
3. Scan the vehicle's VIN barcode. 
4. The VIN will automatically be sent to the purchase entry on your computer. 
5. Dealersip will then decode the VIN and fill in the available vehicle details. 

Keep the purchase entry open on your computer while scanning the VIN.

You can also bookmark the scanning page on your phone for future use.

#### Browser Requirements

VIN scanning requires a browser that supports barcode scanning.

- Google Chrome on Android supports VIN scanning. 
- Google Chrome on a computer supports VIN scanning when a camera is available. 
- Safari on iPhone and iPad does not currently support this feature. 
- Firefox does not currently support this feature. 

If your browser does not support barcode scanning, the **Scan** option will not be displayed. You can still enter the VIN manually and use the **Decode** option. Your browser will ask for camera permission the first time you use the scanner. If camera permission is declined or your device does not have a camera, you can enter the VIN manually.

#### Vehicle Details Retrieved from the VIN

Depending on the information available for the vehicle, the VIN decoder may return:

- Make 
- Model 
- Year 
- Trim or series 
- Body style 
- Fuel type 
- Engine cylinders 
- Engine model 
- Horsepower 
- Engine displacement 
- Drive type 
- Transmission 
- Number of doors 

On the purchase entry, Dealersip automatically fills:

- **Year** 
- **Stock Number:** The last six characters of the VIN, but only when a stock number has not already been entered. 
- **Model and Trim/Variant** 

If the decoded make, model, trim or body style does not already exist in your dealership account, Dealersip creates it automatically. You do not need to create these records before decoding the VIN.

All automatically filled information remains editable. VIN decoders may sometimes return an incorrect or incomplete trim, so review the vehicle details before saving the purchase.

#### How AI Completes Missing Details

The vehicle database may not contain every specification for every vehicle. Information such as seating capacity and transmission may sometimes be missing. The database also does not provide certain details, including fuel tank capacity and maximum engine speed.

When information is missing, Dealersip uses AI to find only the missing details.

Information received from the official vehicle database is always kept. AI only fills the empty fields and never replaces a value returned by the VIN decoder.

#### Details Not Available from the VIN

A VIN does not contain the vehicle's exterior or interior color. These details must be entered manually.

The VIN also cannot provide:

- Odometer reading 
- Vehicle condition 
- Exterior color 
- Interior color

## Engine Hours

Entering engine hours is optional, but it can provide additional value when listing heavy equipment such as JCBs and similar machinery.

Unlike standard vehicles that are measured by kilometers, heavy equipment is typically evaluated by the number of hours it has worked. Including this information helps potential buyers better understand the condition of the equipment.

From an SEO perspective, adding engine hours can also improve the visibility of your listings, as buyers often search specifically for equipment based on hours of usage.

**Tip:** Always enter accurate engine hours if available. This builds trust with buyers and increases the chances of your listing being discovered in search results.

## History

Vehicle history includes any known details about the car, such as past accidents, repairs, or service records. This information can be extremely useful to potential buyers when making a purchasing decision. AI uses this information to create content.

## Special Highlights

**Special Highlights** contain key selling points that make a vehicle stand out. These highlights provide important details that attract buyers and enhance marketing efforts.

### Examples of Special Highlights:

- Top Model 
- Single Hand Driven 
- Scratch-Free 
- Low Mileage 
- Accident-Free 

### Importance of Special Highlights

- They make listings more attractive and increase buyer interest. 
- **AI **uses these highlights to generate rich content for your website. 
- They help in creating relevant keywords that improve search visibility and SEO rankings.

## Photos

The Photos section in Purchase is used to upload images for the front portal and promotional activities.

See: https://dealersip.com/KnowledgeBase/Inventory/Purchase/Managing-Purchase-Entry/Photos-49854/

## Featured Vehicle

If the 'Featured' option is selected, the vehicle will be prominently displayed in the featured section of the front portal.

## Special Features

**Special Features** refer to unique or premium features available in a vehicle. These features can serve as strong selling points, making the vehicle more attractive to buyers. Special features are individual to one specific vehicle. You can select available features while entering purchase.

### Examples of Special Features:

- Alloy Wheels 
- Bose Audio System 
- Sunroof 
- Leather Seats 
- Touchscreen Navigation 

### Managing Special Features

- You can create as many features as needed by clicking on the **"Add New Feature"** quick link in the purchase window itself. 
- To make any corrections e.g. fix spelling mistakes or change feature name, navigate to **Inventory → Lists** and select the **Special Features** tab.

## Website Content

The content entered in the **Website Content** box is displayed on your front-facing website according to its design. Your developer understands the exact implementation of how this content is treated.

**Note:** Both the **Purchase Report** and the **Stock Report** include a column labeled **"Website Content."** 

- If the *Website Content* field is left empty for a purchase entry, both reports will display an Empty label. 
- If website content is provided, an OK label will appear instead. 

### Why is Website Content Recommended?

Providing unique **Website Content** is essential for your website’s performance in search engines.

If this field is left empty, the system will automatically generate content. However, this auto-generated content is generic and often similar across all websites powered by **Dealersip**, which can negatively impact SEO.

It is **strongly recommended** to enter your own custom content or use the **"Create with AI"** feature to generate unique, optimized text.

### How Website Content is Processed:

- If the **Website Content** box is empty, the system automatically generates basic content. 
- You can manually enter custom content to match your branding and tone. 
- Alternatively, use the **"Create with AI"** feature to generate optimized vehicle descriptions. 

If you are facing any problem with aforementioned behavior then please contact your account manager.

### How AI Generates Content

AI creates high-quality, keyword-rich content using all available vehicle details along with the inputs you provide in the AI panel.

- **Content Style:** Choose between *short outlined content* (quick to read, bullet-style) or *long blog-style content* (detailed and storytelling format). 
- **Special Highlights:** Enter key selling points such as *one-owner*, *low mileage*, *sunroof*, or *no accidents*. These directly influence how attractive the listing appears. If special highlights are entered in the Purchase window, then this field is auto populated. 
- **History:** Provide background such as *service records*, *usage type*, or *ownership details*. This builds trust with buyers. If history is already specified in Purchase, then this field is auto populated. 
- **Selected Special Features:** Features like *Alloy Wheels*, *Navigation*, or *Bose Audio* are automatically considered. 
- **Trim/Variant Specifications:** AI uses standard specifications configured in **Inventory → Vehicles**. 
- **Manufacturer Specifications:** AI also uses cloud-based manufacturer data when available. 
- **Technical Specifications (Optional):** If **"Search web for technical specifications"** is enabled, AI may fetch additional technical details. This improves completeness but may take slightly longer. 
- If **Search web for technical specifications** is selected, then AI will find technical information on the web before generating content. This technical information then will be used to generate the content. 

Providing more accurate inputs (especially **Special Highlights** and **History**) significantly improves the quality and uniqueness of the generated content.

### AI-Generated Content Behavior

The system generates content with AI only **once** for each vehicle. Once created, it is permanently attached to that vehicle.

#### Understanding AI Content Generation

- If you click **"Create with AI"** again, the system will return the previously generated content. 
- If content appears instantly, it is being retrieved from existing data. 
- If it takes time, new content is being generated. 

### Important Note

Before generating content, ensure all vehicle details, highlights, and history are complete. AI relies heavily on this information. Incomplete inputs result in lower-quality output, and regenerating content is limited.

### Embedding Instagram and YouTube Videos

You can embed videos from **Instagram**, **YouTube**, and other platforms directly into the **Website Content** box.

#### How to Insert a Video

1. Click the **Video** icon in the editor toolbar. 
2. Enter the video URL. 
3. Click **Insert Video**. 

### Getting the Video Link

#### Instagram

1. Open the video in browser. 
2. Click the three dots. 
3. Select **Copy Link**. 

#### YouTube

1. Open the video. 
2. Click **Share**. 
3. Copy the link. 

### Other Supported Platforms

- Google Drive 
- Vimeo 
- DailyMotion 
- PeerTube

## Uploading Documents

The **Documents** tab in the **Purchase** module allows you to store important vehicle-related documents such as the **Registration Certificate**, insurance papers, and more.

### How to Upload Documents

1. Open the desired purchase entry in **Edit** mode. Please note that while entering new purchase you cannot upload documents until purchase entry is saved 
2. Navigate to the **Documents** tab. 
3. Click on the **Upload Document** link to add files.