Importing Vehicle Changes in Bulk

Modified on Thu, 12 Sep at 4:29 PM

You can streamline the process of updating multiple vehicle records by preparing and importing a spreadsheet file, rather than manually entering each update. This method is particularly useful for bulk updates, such as changing sale prices for vehicles in stock. Follow these steps to import vehicle changes in one go:

Step 1: Format the Spreadsheet

Before importing, ensure that your spreadsheet is properly formatted. The first row should contain column headings, with the required fields highlighted in red. Below are the possible fields that can be included 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	12345
RegDate	Registration Date	01/02/14
Type	Vehicle Type (Car, Commercial)	Car
Retail	Retail Price	10000.00
WebPrice	Web Price	9750.00
PreviousPrice	Previously Advertised Price	9850.00
GuideRetailPrice	Suggested Retail Guide Price	10250.00
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, Leather, Air Con
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 Car
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 specification - reduced price
Options	List of Options	Leather, Cruise Control, Air Conditioning
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, Leather, Air Con
SourceOfSupply	Vehicle Source of Supply (e.g., Auction)	Auction

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 importing the vehicle data and updating stock records accordingly.

Step 3: Review Errors

Any errors during the import process will be reported on-screen. Ensure to review these errors and correct the spreadsheet as necessary.

By following these steps, you can efficiently import and update multiple vehicle records in bulk, saving time and reducing the risk of manual entry errors.