Managing Sale Entry
The process for adding and editing a sale uses the same interface. The only difference is whether the form is opened empty or pre-filled with existing details.
- Click the + Sale button to open a blank sale entry form and record a new vehicle sale.
- Click the Edit icon on a sale card in the Sales list view to open the same form with all previously saved sale data pre-filled for editing.
This consistent experience allows you to easily manage both new sales and updates to existing ones.
Invoice Numbering in Sales
Dealersip provides flexibility to manage invoice numbering while ensuring compliance with common accounting and legal practices.
You can start your own invoice number sequence. When adding a sales entry, if the Invoice Number field is left blank, Dealersip will automatically assign the next sequential invoice number. If you manually enter an invoice number, Dealersip will accept it only if the number is unique within the dealership and within the selected invoice prefix.
An invoice number is considered unique based on two conditions:
- It must be unique within the same dealership
- It must be unique within the selected invoice number prefix
Once a sales entry is saved, the invoice number cannot be modified. This restriction is intentional to maintain accounting integrity.
If a sales entry is deleted from the list, Dealersip does not auto-renumber existing invoices. It also does not automatically reuse or consume the skipped invoice number. This ensures that invoice numbers remain consistent and traceable.
You can modify the invoice prefix at any time. The prefix plays an important role in managing different invoice sequences.
Starting a New Invoice Number Sequence
If you want to start a new invoice number sequence, for example at the beginning of a new financial year, you must change the invoice number prefix. Dealersip does not automatically restart invoice numbers because, in most countries, accounting laws do not allow skipping or reusing invoice numbers.
To start a new sequence:
- Change the invoice number prefix to a new value (for example, based on the new financial year)
- Enter any starting invoice number for the first sale under the new prefix
- For subsequent sales, leave the invoice number field blank
Once the first invoice is saved under the new prefix, Dealersip will automatically generate the next invoice numbers sequentially.
Dealer Buying Price
The Dealer Buying Price is only visible to admin users. For non-admin users, this field is hidden to restrict access to sensitive financial details. Here's how it is calculated:
- If the Net Buying Price is entered (greater than zero) while recording a purchase for the selected vehicle, the system calculates the Dealer Buying Price as: Dealer Buying Price = Net Buying Price + Expenses
Expenses are the costs recorded in the Expense Grid during the purchase process.
Margin
The Margin field is only visible to admin users. For non-admin users, this field is hidden to restrict access to sensitive financial details.
Margin Calculation: The margin is calculated as:
Margin = Net Sale Price - (Net Buying Price + Expenses)
This calculation ensures transparency in profit tracking for admin users while keeping sensitive data secure. Margin can affect tax calculations depending upon the country and region. Please refer to this link for more information on tax calculations.
How to Hide Dealer Buying Price from Purchase and Sales Pages for Other Users
The Dealer Buying Price is designed to be visible only to admin users to protect sensitive financial information. If you want to hide this price from other users across both Purchase and Sales pages, follow the steps below.
Steps to Restrict Dealer Buying Price Visibility
- Expand the Admin sidebar.
- Select Users from the list.
- Open the desired user in edit mode by clicking the edit icon in the Action column.
- Change the User Type to Standard.
- Save the changes.
Once the user is set as a Standard user, the Dealer Buying Price and other sensitive financial details will be hidden from them on both purchase and sales screens.
Important Note About Login
This permission change takes effect only after the user logs out and logs in again. If the user is already logged in, they must re-authenticate to see the updated access restrictions.
Exception You Should Be Aware Of
There is one important exception to this restriction. If taxes are calculated on margin, the Dealer Buying Price can still be derived mathematically from the Net Sale Price, even if the field itself is hidden.
For a detailed explanation of this scenario, please refer to this link: Tax Calculations (Margin-Based Taxes)
Trade in Value
The Trade-In Value input is only populated if a trade-in vehicle is selected during the sale process. This value is always equal to Net Buying Price. It does not include expenses recorded in the Expense Grid in the purchase window.
This ensures that the Trade-In Value reflects the base purchase price of the trade-in vehicle without additional adjustments.
Sending Feedback Request to Customer
Dealersip allows you to send a feedback request email to your customer after a vehicle sale. This helps you collect Google reviews and improve your dealership’s online presence, especially on your Google Business Profile.
How to Enable Feedback Request While Creating a Sale
While creating a sale, locate the Feedback Request option in the Buyer Detail section.
By default, this option is set to Send Feedback Request on Save. If selected, the system will automatically schedule a feedback email for the customer when the sale is saved.
If you do not want to send a feedback request, you can change the option to Do not send Feedback Request.
When is the Feedback Email Sent
The system does not send the feedback email immediately after the sale is saved.
Instead, the email is scheduled for the next day at 6:00 AM. This is done intentionally to improve the chances of the customer reading and responding to the email.
On the day of delivery, customers are usually busy and excited about their new vehicle. Sending the email the next day ensures it appears at the top of their inbox when they are more likely to check their emails.
Sending Feedback Email Immediately
If you want to send the feedback request immediately, you can do so manually.
After saving the sale, hover your mouse over the sale card. A toolbar will appear. Click on the Feedback Review Request icon to send the email instantly.
This option is useful when you want to request a review while the customer is still engaged with your dealership.
Conditions Required to Send Feedback Email
The system sends the feedback email only if all required information is available.
First, your Google Business Profile must be connected. Dealersip uses this connection to automatically generate a review link for the customer.
Second, the customer’s email address must be entered in the sale form.
When Feedback Email is Not Sent
The feedback email will not be sent in the following cases:
- If your Google Business Profile is not connected, the system cannot generate a review link.
- If the customer’s email address is missing, the system has no destination to send the email.
- In both cases, the system does not silently fail. Instead, it sends a status email to the user explaining why the feedback request was not sent.
Preview of Feedback Request Email
Below is a sample of the email your customer will receive when a feedback request is sent.
Hello {{customer_name}},
Congratulations on your recent vehicle purchase! We are thrilled that you chose {{dealership_name}} for your automotive needs, and we hope you are enjoying your new ride.
Our team is dedicated to providing an exceptional experience for every guest, and your feedback is incredibly important to us. If you have a moment, we would greatly appreciate it if you could share your experience by leaving a review on our Google page.
Your feedback is important to us, and we’d love to hear how we did. Would you mind taking 30 seconds to leave us a quick review on Google?
Thank you for your trust and support. It truly means a lot to us.
Wishing you many happy miles ahead,
The {{dealership_name}} Team
{{dealership_phone}}
Summary
The feedback request feature helps you collect customer reviews in a structured and effective way. By scheduling the email for the next day and allowing manual sending when needed, Dealersip ensures better visibility and higher chances of receiving customer feedback.
Tax Calculations
Taxes are calculated on the Net Sale Amount (excluding the Trade-In Value) after deducting any discounts. The tax structure and calculations may vary depending on the country and region (province or state). Please contact your account manager to configure tax calculations according to your local tax requirements.
Special Case
If taxes are calculated on the margin, then entering the Net Buying Price is mandatory when recording a purchase. In this scenario:
- Dealer Buying Price can be determined through reverse calculations using the tax amount.
- If you prefer not to expose your buying price under any circumstances, you will need to forego profit tracking.
- For users who do not wish to track profits or taxes, the Dealer Buying Price can be set equal to the Sale Amount. This approach results in:
- A margin of zero.
- No taxes applied.
Trade-In Id
A Trade-In Vehicle refers to a vehicle that a customer sells to your dealership while purchasing another vehicle from you.
How It Works
- Enter the trade-in vehicle details in the Trade-In input field during the sale process.
- When a trade-in vehicle is selected, the software automatically fills in the seller details based on the original purchase record.
- The seller information is locked and cannot be edited manually in this case.
- The trade-in vehicle’s value is automatically deducted from the total gross amount (before taxes).
Check List
The Check List in the Sales module helps you to manage post-sale activities and ensure no step is missed during the sales process.
Use Case Example
- Create tasks for actions like collecting final payment, delivering the vehicle, or completing documentation.
Creating and Managing Check Items
Every individual task in check list is called a check item.
- Open the sale record in Add New mode.
- 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 sales 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 visible, scroll down — it appears at the end of the task list.
Printing Dealership Invoice
Dealership sales invoice can be printed from the Sales List page. You can click on the print icon in the toolbar that appears on cards in the main sales list window, or you can open the invoice in edit mode and click on the Print Invoice button at the bottom right, beside the Save button.
Where to manage Terms and Conditions on the invoice
The terms and conditions printed on the sales invoice are managed centrally from the dealership setup.
To update them, go to:
Admin → Setup → Dealership Setup
Any text entered in the Terms and Conditions section will automatically appear on all printed sales invoices. This allows you to maintain consistent legal and business terms across every invoice without editing individual sales entries.
Where to update invoice header information
Invoice header information such as dealership name, address, phone number, email, license number, and other identification details is also managed from the dealership setup.
To update this information, navigate to:
Admin → Setup → Dealership Setup
Any changes made here will be reflected at the top of the invoice whenever the Print Invoice button is used in the Sales Entry window.
Where to update HSN codes for vehicles
HSN codes used on invoices are linked to vehicle categories in your inventory. This ensures that the correct product classification code is applied automatically based on the type of vehicle being sold.
To update HSN codes, go to:
Inventory → Lists → Vehicle Category
Hover your mouse over a vehicle category name and click the Edit icon. You can then enter or update the HSN code for that category.
Once saved, the updated HSN code will be used on all future invoices for vehicles belonging to that category. You can find more detail about HSN at this link.
Where to update dealership tax details
Tax registration details such as GSTIN, HST number, or other dealership-level tax identifiers are managed from the dealership setup.
To update tax details, navigate to:
Admin → Setup → Dealership Setup
These details are printed on the invoice header and are used for tax calculations and compliance. Updating them here ensures that all invoices reflect your latest and correct tax information.
Summary
Dealersip centralizes all invoice-related configuration to reduce errors and keep your documents consistent. Terms and conditions, invoice header details, and tax information are managed from the Dealership Setup, while HSN codes are maintained at the vehicle category level within Inventory.