Importing Vehicle Changes in Bulk

Modified on Fri, 21 Feb at 9:04 AM

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 NameDescriptionExample
Stock (Required)Vehicle Stock Number123
MakeVehicle MakeFord
ModelVehicle ModelFocus
RegRegistration NumberAB12DEF
ColourColourRed
MileageMileage12,345
RegDateRegistration Date01/02/14
TypeVehicle Type (Car, Commercial)Car
RetailRetail Price10,000.00
WebPriceWeb Price9,750.00
PreviousPricePreviously Advertised Price9,850.00
GuideRetailPriceSuggested Retail Guide Price10,250.00
ChassisNoChassis NumberSFAXX112415315366676
EngineNoEngine Number1345112215
TrimTrim LevelLeather
ManufacturerOrderCodeManufacturer's Order NumberC12345
OrderStatusManufacturer's Order StatusIn Transit
KeyTagNoKey Tag Number132
AdvertisingTextText for Website AdvertisingOne Owner, Full Service History
AdvertiseOnWebAdvertise on Website (1=Yes, 0=No)1
AvailableForSaleIs the Car Available for Sale (1=Yes, 0=No)1
LocationVehicle LocationOn display
IgnitionKeyNoIgnition Key Number312442
ImmobiliserCodeImmobiliser Code1234
AlarmCodeAlarm Code2314
DoorKeyDoor Key Number23422
BootKeyBoot Key Number234
RadioCodeRadio Code3333
EstimatedPrepCostsEstimated Preparation Costs500.00
PreparedForSalePrepared for Sale (1=Yes, 0=No)1
NoOfPreviousOwnersNumber of Previous Owners2
AttentionGrabberShortShort Headline for WebsiteFull Service History
AttentionGrabberLongLong Headline for WebsiteFull Service History - One Owner
SubHeadlineSub Headline for WebsiteLeather
VideoUrlLink to Vehicle Videohttp://www.youtube.com/4363ege5
PreparationStatusPreparation Status (offset 1,2,3)1
ImageStatusImage Status (offset 1,2,3)2
AdvertisingCategoryAdvertising Category (offset 1,2,3)4
ManagersCommentsManager’s CommentsUnique car with high spec
OptionsList of OptionsLeather, Cruise Control
FeatureUpgradeNon-Standard FeaturesBose Stereo
OriginVehicle Origin (e.g., UK, Import)UK
ServiceHistoryFull Service History (1=Yes, 0=No)1
SpecialOfferSpecial Offer Flag (1=Yes, 0=No)0
DeliveryCostIncludedDelivery Cost Included (1=Yes, 0=No)0
ExDemoEx-Demo Vehicle Flag (1=Yes, 0=No)0
TaxIncludedRoad Tax Included (1=Yes, 0=No)0
HPICheckHPI Check Completed (1=Yes, 0=No)1
FranchiseApprovedFranchise Approved (1=Yes, 0=No)1
HasV5V5 Available (1=Yes, 0=No)1
RegFeeIncludedFirst Registration Fee Included (1=Yes, 0=No)0
DealerApprovedDealer Approved Vehicle (1=Yes, 0=No)1
PreRegisteredPre-Registered Vehicle (1=Yes, 0=No)0
CarDataCheckCar Data Check Completed (1=Yes, 0=No)0
CommentComments for WebsiteFord Focus, Full Service History
SourceOfSupplyVehicle 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

  1. Open the Vehicle Administration Toolkit.
  2. Select the Import/Export menu tab.
  3. Click on the Update Vehicles button.
  4. When prompted, select the spreadsheet file you prepared.
  5. 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.

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article