Why Is a Vehicle Missing from the Handover Diary?

The handover diary is a vital tool used by teams to manage and track upcoming vehicle handovers. When a vehicle does not appear in the diary as expected, it can cause confusion and disrupt scheduling and customer communication. This article explains the most common reason why a vehicle might be missing from the handover diary and how to resolve it.

Primary Cause: Incorrect Branch Selection

The most common reason a vehicle does not appear in the handover diary is due to a mismatch between the branch selected on the Sales Screen and the branch the vehicle is actually being sold from.

How This Happens

When a sales user creates a deal or logs a vehicle handover, the branch field in the sales system determines where the record will appear. If the user selects Branch 2 on the Sales Screen, but the vehicle is actually being sold under Branch 1, the system will register the deal under Branch 2. As a result:

• The vehicle will appear in Branch 2's handover diary.

• It will not appear in Branch 1's diary, where it was expected.

This often happens due to oversight, especially when sales staff work across multiple branches or use templates from previous deals without updating the branch field.

How to Fix It

1. Check the Sales Record: Open the deal and review the branch selected in the Sales Screen.

2. Confirm the Correct Branch: Determine which branch should actually be managing the handover.

3. Update the Branch (if needed): If the wrong branch is selected, update the deal to reflect the correct branch.

4. Check the Diary Again: After saving the correction, the vehicle should now appear in the handover diary for the appropriate branch.

Common Scenarios

• Cross-branch Sales: A salesperson enters a deal for a vehicle located at another branch and forgets to change the branch dropdown.

• Template Reuse: Copying an old deal that was done under a different branch without updating the details.

• Multi-site Operations: Staff assigned to multiple locations may default to their "home" branch, even if the sale is from another.