Purchase

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.

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 .

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.

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.

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.

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

Note: Fields under the "Visible to Admins Only" category are not displayed to non-admin users, ensuring sensitive information is restricted to authorized personnel only.

The Net Buying Price is the amount a dealership pays to purchase a vehicle. It is visible to admin users only. This price should be entered after all taxes and additional charges have been accounted for. It represents the final net amount paid to the seller by the dealership.

If net buying price is not entered then "0 Buying Price" badge is shown to the admin users in the purchase list.

If a margin percentage is entered, the system will automatically calculate the minimum selling price based on that margin. It is visible to admin users only.

For more information on how the minimum selling price is calculated, please refer to this section.

The Minimum Selling Price is the lowest price at which a vehicle can be sold. This field can be calculated automatically or set manually:

• If a margin is specified, the system automatically calculates the minimum selling price, and in this case this field becomes read-only.
• To manually set the minimum selling price, the margin must be set to zero.
• If a margin is specified, then expenses entered in the Expenses Grid are automatically added to the minimum selling price.

The Expenses Grid is used to record all expenses incurred to make a vehicle ready for sale, such as denting, painting, or other repairs. These expenses are handled as follows:

• If a margin is specified, the expenses are automatically added to the Minimum Selling Price.
• If no margin is specified, users must manually account for these expenses when setting the minimum selling price.

For more information, please refer to this section.

The Maximum Selling Price is used to set the highest list price for a vehicle to manipulate vehicle pricing. It serves multiple purposes:

• It can be used as the list price for the vehicle.
• It acts as a reference price that can be adjusted to offer discounts, with salespersons allowed to offer discounts down to the Minimum Selling Price.
• It can also be used for promotional purposes, such as generating deals. For example, if the Maximum Selling Price is higher than the Minimum Selling Price, an instant discount can be highlighted on a QR card to entice customers.

Default Behavior: By default, the Maximum Selling Price is read-only. The system calculates it by adding 10% (or a configurable percentage) to the Minimum Selling Price.

Manual Adjustment: Users can manually adjust the Maximum Selling Price by unchecking the checkbox located before this input field.

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.

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.

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

Photo Requirements

Photos play a crucial role in attracting customers, whether through promotional content or on your front website. To ensure the best results, follow these guidelines:

Photo Quality Requirements

• Use high-quality images to enhance visual appeal.
• The minimum recommended width is 1280px.
• The aspect ratio must be 16:9.

Using the Image Editor

• The photo editor displays a blue rectangular area to indicate the required aspect ratio.
• Ensure the image fits within this area for optimal display.
• If the image is too large, use the mouse wheel to zoom in or out and adjust it within the highlighted area.

Avoiding Quality Loss

• Do not transfer photos via social media apps (e.g., WhatsApp) as they significantly reduce image quality.
• Use the system's built-in media transfer option or transfer photos directly from a phone using a USB cable.
• Alternatively, email the photos to yourself and download them on a computer.

What is a Cover Photo?

A Cover Photo is the main image representing a vehicle. It is the first image displayed in search results, advertisements, and listings. A well-chosen cover photo enhances the vehicle's visibility and appeal.

Why is a Cover Photo Important?

• Search Results: Displayed in both the admin and front portals.
• Featured Section: Shown as the primary image in vehicle cards.
• Vehicle Detail Page: Appears as the first image before users view other images.
• Mobile Sharing: When a link is shared (e.g., via WhatsApp), the cover photo is displayed in the post.
• Search Engines: Google and other search engines use the cover photo in search results, making it crucial for SEO.

Cover Photo Requirements

• Mandatory: At least one cover photo is required.
• High-Quality: The image must be clear, bright, and visually appealing.
• Auto-Selection: The system automatically sets the first uploaded image as the cover photo.
• Manual Selection: Users can change the cover photo by hovering over an image and clicking the checkmark icon.

To upload images, open purchase in Edit mode and select Photos tab and then click on Upload Photos link. Please note that while entering new purchase you cannot upload images until purchase entry is saved. Clicking the Upload Photos button in the Photos section (in Purchase window) opens the Image Editor. This tool allows users to upload photos from the same device or another device, such as a mobile phone.

Uploading Photos from the Same Device

To upload photos from the device where the software is open:

• Click on the Select Images button.
• Choose the images from your device.

Uploading Photos from Another Device (e.g., Mobile Phone)

To upload photos from a mobile phone or another device:

1. Click on the From Other Device button.
2. A QR code will appear. Scan this QR code with your mobile phone.
3. Once scanned, you have two options:
• Capture a Photo: Take a photo using your mobile camera and upload it one at a time.
• Select Files: Tap on the Select Files button to open your device’s media picker. This option allows you to upload multiple photos at once.

Important Note

The Image Editor must remain open during the upload process. If it is closed, any photos uploaded from another device will be lost.

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.

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.

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

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.

The Purchase Register report lists all vehicle purchase entries in the system. It allows you to filter, view, and manage your purchase data efficiently.

Key Features

• Filter by Date Range: Select a start and end date to view purchases within a specific time period.
• Filter by Dealership: Narrow results by selecting a specific dealership (if applicable).
• Custom Filters: Use the dropdown to apply saved or system-defined custom filters to the report.
• Instant Filters: Hover over column headers in the table to quickly apply filters on the fly.
• Entry Number Navigation: Click on any Entry Number in the first column to instantly open the purchase record in Edit Mode. You can make changes without leaving the report view.
• Download: Use the Download link to export the report.

How to View the Report

1. Open the Purchase Register from the Data Reports section in the sidebar.
2. Set the desired filters using the panel on the right.
3. Click View Report to generate the filtered list.

For more information on how custom filters work, please refer to Data Reports.