Changing Chassis Numbers on Stock Records

The chassis number (also known as the VIN - Vehicle Identification Number) is a unique identifier for a vehicle. In DMS, it plays a critical role in linking vehicle stock records to sales orders, invoices, and compliance documents.

There are rare occasions where a chassis number may need to be corrected - for example, if it was entered incorrectly at the time of vehicle acquisition. However, because of the importance of this field, changes are tightly controlled to maintain audit integrity and legal traceability.

When You Can Change the Chassis Number

You can change the chassis number if the vehicle:

• Is still in stock and not yet sold,

• Has not been invoiced,

• Has not been adopted into accounts, and

• The deal is not marked as closed.

In these cases, the chassis number can be safely corrected directly in the stock record.

How to Change the Chassis Number

1. Open the Stock Record

   • Go to: Vehicle Stock Record

   • Locate and open the vehicle record in question.

2. Access the Details Section

   • Click into the Details section where the chassis number is displayed.

3. Update the Chassis Number

   • Edit the chassis number as required.

   • Save your changes.

What If the Deal Is Sold, Invoiced, Adopted or Closed?

If any of the following are true:

• The vehicle has been sold,

• An invoice has been raised,

• The deal has been adopted, or

• The deal has been closed,

then the system will not allow the chassis number to be changed. This restriction ensures legal and financial accuracy, as the chassis number is part of the customer's sales documentation and must remain consistent.

How to Correct an Incorrect Chassis Number in a Sold or Invoiced Deal

If the wrong chassis number was used and the deal has progressed past the editable stage, you must:

1. Cancel the Sales Order and Invoice

   • Reverse or cancel any associated transactions to unlock the stock record.

2. Amend the Chassis Number

   • Once the record is back in a non-finalised state, follow the steps above to update the chassis number.

3. Recreate the Sales Order

   • After correcting the chassis number, reprocess the sales order with the correct details.

Summary

The chassis number is foundational to vehicle tracking and must be correct before any sales activity occurs. If it has already progressed into a transactional state, it cannot be edited directly - the process must be reversed, amended, and recreated to preserve data accuracy.

Let me know if you'd like a linked reference article for how to cancel a sales order or reverse an invoice.