Why Does the Part Exchange Purchase Date Differ from the Host Vehicle's Invoice Date?

You might notice that the part exchange (P/X) purchase invoice date does not align with the host vehicle's invoice date. This can cause confusion when reconciling sales transactions or reviewing financial records.

Why Does This Happen?

The primary reason for this discrepancy is pre-adoption of the part exchange.

1. Pre-Adoption of the P/X Vehicle

   • If a P/X vehicle is pre-adopted, it is recorded in stock before the host vehicle is invoiced.
   • The system uses the pre-adoption date as the purchase invoice date, which may be earlier than the host deal’s invoice date.

2. Standard Processing vs. Pre-Adoption

   Process Type	How It Works	Impact on Invoice Dates
   Standard Process	The part exchange is entered into stock at the same time as the host vehicle’s sale.	P/X purchase invoice date matches the host vehicle’s invoice date.
   Pre-Adopted Vehicles	The P/X vehicle is added to stock before the host deal is finalised (e.g., to prepare it for resale sooner).	The P/X purchase invoice date reflects the pre-adoption date,

3. Impact of Pre-Adoption

   • The host deal invoice date reflects when the new vehicle sale is finalised.
   • The part exchange purchase invoice date reflects when the P/X vehicle was added to stock (if pre-adopted).

How to Verify the Discrepancy

✅ Steps to Check If the P/X Was Pre-Adopted:

1. Navigate to Stock Record and locate the P/X vehicle.
2. Check the Purchase Invoice Date recorded for the P/X.
3. Compare it with the Host Deal’s Invoice Date in the Sales Order.
4. If the purchase invoice date is earlier, the P/X was likely pre-adopted.

How to Align Dates (If Necessary)

If the difference in dates causes reconciliation issues, consider the following:

• Adjust the P/X purchase invoice date by reposting.
• Ensure finance teams are aware that pre-adoption can cause date mismatches.
• Avoid pre-adoption unless necessary—this keeps P/X dates aligned with host invoices.

Key Takeaway

• Pre-adoption of the part exchange causes the purchase date to differ from the host invoice date.
• This is normal system behaviour and does not indicate an error