Search & Filters
Start typing in the search box to find vehicles by make, model, plate, stock number, or VIN/chassis number — the list follows as you type, no Enter needed. Filters narrow results by status, make, year range, and aging bucket; the branch comes from the workspace picker in the header. By default, sold and delivered vehicles are hidden — select a specific status or 'All' to see them.
Sheet View
Inventory opens as a sheet, like the spreadsheet you kept before: one row per vehicle, one column per detail, with grid lines. Click a column heading to sort by it, click again to reverse, and a third time to clear. Use the Columns button to hide or show columns and drag the edge of a heading to widen it — the sheet remembers your layout on this device. Move between cells with the arrow keys and press Enter on a stock number to open that vehicle. The totals line underneath shows how many rows you see, the asking-price total, and the average days in stock. Switch to Table for the paged list you had before.
Editing in the Sheet
If you may edit a vehicle, you can change its everyday details right in the sheet, the way you would in a spreadsheet: double-click a cell, or move to it with the arrow keys and press Enter or F2, type the new value, and press Enter or Tab to save. Esc puts the old value back. Each cell saves on its own as soon as you leave it; a notice in the corner confirms it with an Undo button, and Ctrl+Z undoes the last save. Make, model, year, trim, colour, plate, stock number, mileage, asking price, note, purchase date and source can be edited here. Enter on a stock number still opens the vehicle — use F2 or a double-click to edit it. The status has a small arrow beside it that opens the same status menu as the vehicle page. Chassis number, branch, purchase cost and archiving are changed from the vehicle page, where their history is kept. If a colleague changed the same vehicle a moment before you, the sheet tells you and shows their value, so nobody's change is silently overwritten.
Vehicle Statuses
Each vehicle moves through statuses: Acquired (just purchased), In Recon (being prepared), Ready (available for sale), Reserved (held for a buyer), Sold (deal completed), Delivered (handed over to customer). Only Acquired, In Recon, Ready, and Reserved count as 'active' stock.
Aging Column
The aging column shows how many days each vehicle has been in your inventory since purchase. Vehicles are color-coded: green (0-30 days), yellow (31-60 days), orange (61-90 days), and red (90+ days). High aging vehicles tie up capital and should be reviewed for price adjustments.
Export to Excel
Click Export to download what the Sheet shows as an Excel file: the columns you see, in their order, and the rows as sorted and searched, with your filters and branch applied. Numbers and dates stay numbers and dates, so totals work in Excel. From the Table view, Export writes every matching vehicle, not just the page, in the columns you chose in the Sheet. Use exports for offline analysis, insurance submissions, or sharing stock lists with partners.
Adding a Vehicle
Click 'Add Vehicle' to create a new inventory record. You'll need to provide the make, model, year, and assign it to a branch. Optional fields include VIN/chassis number, color, mileage, purchase price, and photos. Vehicles start in 'Acquired' status by default.
Branch Filtering
Use the branch selector in the header to choose which branches' inventory you see. The inventory list automatically filters to show vehicles from your selected branches. Multi-branch organizations can view all branches at once or focus on a single location.
Common questions
- Why can't I see sold vehicles?
- By default, the inventory list hides sold and delivered vehicles to keep focus on active stock. To see them, pick 'Sold' in the status filter (sold and delivered vehicles), or 'All (incl. Sold)' to show everything.
- How do I transfer a vehicle to another branch?
- Open the vehicle detail page and use the Transfer action. Select the destination branch and add any notes. Transfers require manager approval at the receiving branch. The vehicle status changes to 'In Transit' until the transfer is accepted.
- What does the vehicle count at the top mean?
- The count shows 'X of Y vehicles' where X is the number currently displayed (after filtering) and Y is the total matching your current filters. If you see 'active vehicles', it means sold/delivered are excluded from the count.
- What is the vehicle capacity warning?
- Your plan has a maximum number of active vehicles. When you approach or hit this limit, a warning banner appears. You can upgrade your plan in Settings to increase the limit, or archive/sell vehicles to free up capacity.