Manually updating multiple vehicle records can be time-consuming and prone to errors. The bulk import feature allows you to streamline this process by preparing a structured spreadsheet and importing it into the system. This method is particularly useful for:
- Bulk price updates (e.g., adjusting sale prices for multiple vehicles).
- Stock list management, including new vehicle additions and status changes.
- Ensuring data consistency by reducing manual input errors.
- Quickly synchronising stock records with external sales platforms or internal databases.
To successfully import vehicle updates, follow these steps:
Step 1: Format the Spreadsheet
Before importing, ensure your spreadsheet is properly formatted to match the system’s requirements:
✅ The first row must contain column headings.
✅ Required fields are indicated in red.
✅ All data should be structured accurately to avoid import errors.
Possible Fields in Your Spreadsheet
Field Name | Description | Example |
---|---|---|
Stock (Required) | Vehicle Stock Number | 123 |
Make | Vehicle Make | Ford |
Model | Vehicle Model | Focus |
Reg | Registration Number | AB12DEF |
Colour | Colour | Red |
Mileage | Mileage | 12,345 |
RegDate | Registration Date | 01/02/14 |
Type | Vehicle Type (Car, Commercial) | Car |
Retail | Retail Price | 10,000.00 |
WebPrice | Web Price | 9,750.00 |
PreviousPrice | Previously Advertised Price | 9,850.00 |
GuideRetailPrice | Suggested Retail Guide Price | 10,250.00 |
ChassisNo | Chassis Number | SFAXX112415315366676 |
EngineNo | Engine Number | 1345112215 |
Trim | Trim Level | Leather |
ManufacturerOrderCode | Manufacturer's Order Number | C12345 |
OrderStatus | Manufacturer's Order Status | In Transit |
KeyTagNo | Key Tag Number | 132 |
AdvertisingText | Text for Website Advertising | One Owner, Full Service History |
AdvertiseOnWeb | Advertise on Website (1=Yes, 0=No) | 1 |
AvailableForSale | Is the Car Available for Sale (1=Yes, 0=No) | 1 |
Location | Vehicle Location | On display |
IgnitionKeyNo | Ignition Key Number | 312442 |
ImmobiliserCode | Immobiliser Code | 1234 |
AlarmCode | Alarm Code | 2314 |
DoorKey | Door Key Number | 23422 |
BootKey | Boot Key Number | 234 |
RadioCode | Radio Code | 3333 |
EstimatedPrepCosts | Estimated Preparation Costs | 500.00 |
PreparedForSale | Prepared for Sale (1=Yes, 0=No) | 1 |
NoOfPreviousOwners | Number of Previous Owners | 2 |
AttentionGrabberShort | Short Headline for Website | Full Service History |
AttentionGrabberLong | Long Headline for Website | Full Service History - One Owner |
SubHeadline | Sub Headline for Website | Leather |
VideoUrl | Link to Vehicle Video | http://www.youtube.com/4363ege5 |
PreparationStatus | Preparation Status (offset 1,2,3) | 1 |
ImageStatus | Image Status (offset 1,2,3) | 2 |
AdvertisingCategory | Advertising Category (offset 1,2,3) | 4 |
ManagersComments | Manager’s Comments | Unique car with high spec |
Options | List of Options | Leather, Cruise Control |
FeatureUpgrade | Non-Standard Features | Bose Stereo |
Origin | Vehicle Origin (e.g., UK, Import) | UK |
ServiceHistory | Full Service History (1=Yes, 0=No) | 1 |
SpecialOffer | Special Offer Flag (1=Yes, 0=No) | 0 |
DeliveryCostIncluded | Delivery Cost Included (1=Yes, 0=No) | 0 |
ExDemo | Ex-Demo Vehicle Flag (1=Yes, 0=No) | 0 |
TaxIncluded | Road Tax Included (1=Yes, 0=No) | 0 |
HPICheck | HPI Check Completed (1=Yes, 0=No) | 1 |
FranchiseApproved | Franchise Approved (1=Yes, 0=No) | 1 |
HasV5 | V5 Available (1=Yes, 0=No) | 1 |
RegFeeIncluded | First Registration Fee Included (1=Yes, 0=No) | 0 |
DealerApproved | Dealer Approved Vehicle (1=Yes, 0=No) | 1 |
PreRegistered | Pre-Registered Vehicle (1=Yes, 0=No) | 0 |
CarDataCheck | Car Data Check Completed (1=Yes, 0=No) | 0 |
Comment | Comments for Website | Ford Focus, Full Service History |
SourceOfSupply | Vehicle Source of Supply (e.g., Auction) | Auction |
⚠ Important: Ensure your column headers exactly match the import file format. If you're exporting a stock list and re-importing, verify the headers before proceeding.
Step 2: Import the File
- Open the Vehicle Administration Toolkit.
- Select the Import/Export menu tab.
- Click on the Update Vehicles button.
- When prompted, select the spreadsheet file you prepared.
- The system will begin processing the file and updating stock records accordingly.
Step 3: Review Errors
After the import is complete:
- Any errors or mismatches will be reported on-screen.
- Check for missing required fields, incorrect formats, or mismatched headers.
- Correct errors in the spreadsheet and reattempt the import if needed.
Why This Process is Important
✅ Saves time by automating bulk updates instead of manual entry.
✅ Reduces errors and ensures data consistency.
✅ Enables seamless pricing updates, vehicle listing modifications, and stock synchronisation.
✅ Helps maintain an accurate and up-to-date inventory for both internal records and public sales listings.
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