How to Verify Sale Counts
This applies to PRO and PRO+ Dealers only.
The CSL Accounting Survey is a task in Rocketlane Onboarding in a phase called Sale Count Verification. This phase of the project will not appear until all data integration tasks have been completed.
After data integration tasks are completed, CSL calls dealer to complete the CSL Accounting Survey. This is an additional opportunity to make contact with the dealer during Onboarding.
Find Our Sale Counts
- Pull up the Looker board Sales Count Verification and filter for the property.
- Note the counts that we currently have:
- In the New or Used from Sales Standardized table, you will find:
- Total NEW RETAIL (*This includes Leases and Excludes Fleet and Dealer Trade)
- Total USED RETAIL (*This includes Leases and Excludes Wholesale)
- In the Sales Raw Summary table at the bottom, if the dealer is using the correct Sale Type values in their DMS, you will find:
- Total WHOLESALE
- Total DEALERTRADE (some dealers may denote these as “New Wholesale”, Sale Type X, Sale type DT, or Sale Type TRADE)
- Total FLEET (some dealers may denote these as “New Wholesale”)
- In the New or Used from Sales Standardized table, you will find:
- On the SA + TVA Ops Monthly Tasks board, locate the property's DMS task. Note:
- The source of the Sales data (DMS or CRM name)
- The integration METHOD that is being used.
Contact The Dealer
- Request the Sale Counts
Request the dealer's sale counts
Choose the dealer's Sales Source + integration method for instructions:
Find the dealer's sales file in our Data Archive:
1. Open the Dropbox Sales Data Archive folder
2. Locate the property's specific folder and open it
3. Open the sales file and note which Date field has been included.
The Dealer should pull sales from the same source as indicated on the Monthly Task board (usually the DMS) using the date field that you found in their Sales file. The dealer should filter by New/Used and Sale Type to get the counts.Ask the dealer to provide Sale Counts in the following format:
Please pull the sales counts from [fill in the source of their sales data as indicated by the task - usually the DMS].
Please count using [fill in the date field from their Sales file] Date.
WHOLESALE =
FLEET + DEALER TRADE =
NEW (excluding Fleet/DT) =
USED (excluding Wholesale) =
What date field did you use to count? (Contract Date, Accounting Date, etc.) =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
Dealer should pull Sales data from the F&I side of their Reynolds & Reynolds DMS and count using DEAL-DATE (sometimes listed as Sale Date). The dealer should filter by New/Used and Sale Type to get the counts.
Ask the dealer to provide Sale Counts in the following format:
Please pull the sales counts from the F&I Side of your Reynolds & Reynolds DMS.
Please count using DEAL-DATE.
WHOLESALE =
FLEET + DEALER TRADE =
NEW (excluding Fleet/DT) =
USED (excluding Wholesale) =
What date field did you use to count? (DEAL Date, Delivery Date, Accounting Date, etc.) =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
Dealer should pull sales directly from their DMS and count sales using Contract Date. The dealer should filter by New/Used and Sale Type to get the counts.
Ask the dealer to provide Sale Counts in the following format:
Please pull the sales counts from your DMS.
Please count using Contract Date.
WHOLESALE =
FLEET + DEALER TRADE =
NEW (excluding Fleet/DT) =
USED (excluding Wholesale) =
What date field did you use to count? (Contract Date, Accounting Date, etc.) =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
Dealer should pull sales directly from their CDK DMS and count sales using AccountingDate. The dealer should filter by New/Used and Sale Type to get the counts.
Ask the dealer to provide Sale Counts in the following format:
Please pull the sales counts from your CDK DMS.
Please count using Accounting Date.
WHOLESALE =
FLEET + DEALER TRADE =
NEW (excluding Fleet/DT) =
USED (excluding Wholesale) =
What date field did you use to count? (Contract Date, Accounting Date, etc.) =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
Dealer should pull sales directly from their Tekion DMS and count sales using Contract Date. The dealer should filter by New/Used and Sale Type to get the counts.
Ask the dealer to provide Sale Counts in the following format:
Please pull the sales counts from your Tekion DMS.
Please count using Contract Date.
WHOLESALE =
FLEET + DEALER TRADE =
NEW (excluding Fleet/DT) =
USED (excluding Wholesale) =
What date field did you use to count? (Contract Date, Accounting Date, etc.) =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
The Dealer should pull sales from the same source as indicated on the Monthly Task board (usually the DMS).
Check with the Ops team to see which date field is being used for the specific integration.Ask the dealer to provide Sale Counts in the following format:
Please pull the sales counts from [fill in the source of their sales data as indicated by the task - usually the DMS].
Please count using [fill in the date field we are using] Date.
WHOLESALE =
FLEET + DEALER TRADE =
NEW (excluding Fleet/DT) =
USED (excluding Wholesale) =
What date field did you use to count? (Contract Date, Accounting Date, etc.) =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
If we are pulling sales using the Scraper, this means we are pulling from the dealer's CRM.
Choose the dealer's CRM:
Dealer should pull counts from their DealerSocket CRM's List Builder tool. DealerSocket does not have a Sale Type field to indicate B2B Sales, so the dealer will only be able to provide New and Used counts (which may or may not include B2B sales).
Please pull the sales counts from your DealerSocket CRM.
1. Go to the Marketing Tools button on the left side
2. Choose List Builder
3. Add a filter for Purchase Date for the month specified
4. Add a filter for VIN is not blank (Clarivoy does not report on sales with a blank VIN)
5. Export the sales file
6. Open the file in Excel
7. Filter by New/Used to get the counts below.NEW =
USED =
What date field did you use to count? (Purchase Date, Delivery Date, etc.) =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
Dealer should pull sales from their DriveCentric CRM → Mining → Mine Deals.
Filter using the Sold Date field for the month in question.
Also filter using VIN is not blank (sales with no VIN number are not shown in Clarivoy data).Dealer should pull counts from their DriveCentric CRM's Mining tool under Mine Deals. DriveCentric does not have a Sale Type field to indicate B2B Sales, so the dealer will only be able to provide New and Used counts (which may or may not include B2B sales).
Please pull the sales counts from your DriveCentric CRM.
1. Go to the Mining tool (spyglass icon at the top)
2. Choose Mine Deals
3. Add a filter for Sold Date for the specified month and click “Save” in the filter box.
4. Add a filter for VIN is not blank (Clarivoy does not report on sales with a blank VIN) and click “Save” in the filter box.
5. Add a filter for Vehicle 1 Status = New and click “Save” in the filter box.
6. Note the total deal count (top left corner) - This is total New sales
7. Change the filter for Vehicle 1 Status to Used and click “Save” in the filter box.
8. Note the total deal count (top left corner) - This is total Used sales
NEW =
USED =
What date field did you use to filter? (Sold Date, Delivery Date, etc.) =Dealer should pull counts from their VinSolutions CRM's Sold Log. VinSolutions does not have a Sale Type field to indicate B2B Sales, so the dealer will only be able to provide New and Used counts (which may or may not include B2B sales).
Please pull the sales counts from your VinSolutions CRM.
1. Go to the CRM Tab
2. Dashboard Menu
3. Sold Log
4. Select the store and month
5. Export the CSV file
6. Open the file in Excel and filter to remove any Blank VINs (Clarivoy does not take in sales with blank VINs)
7. Filter by New/Used to get the counts below.
NEW =
USED =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
Dealer should pull sales directly from their CRM and filter for VIN is not blank (sales with no VIN number are not shown in Clarivoy data).
Check with the Ops team to see which date field is being used for the specific integration.Please pull the sales counts from your CRM.
Please count using [fill in the date field we are using] Date and filter for VIN is not blank.
WHOLESALE =
FLEET + DEALER TRADE =
NEW (excluding Fleet/DT) =
USED (excluding Wholesale) =
What date field did you use to count? (Contract Date, Accounting Date, etc.) =(You MUST use this format in order for Ops Team to properly research any discrepancies. Simply requesting “total sales” or “total retail sales” is not enough information to use when researching issues.)
- Record the Counts
Are you verifying First Month Unit Counts while the dealer is still in Rockelane Onboarding?
In the Rocketlane project, find the CSL Accounting Survey task (under the Sale Count Verification phase).
Complete the Rocketlane Accounting Survey, answering all questions. All fields are required. If dealers don’t have any sales of a certain sale type, enter 0. (For Used only dealers, you will enter 0 for New.)
Groups: If this is a dealer Group, repeat all steps for each additional rooftop in the group. One survey should be completed for each property.Are the Total NEW (retail) and Total USED (retail) sales counts close?
Great! There is no Issue!
If the retail counts have a large discrepancy, see Researching Sale Count Discrepancies
In the dealer's monthly DMS task, create an update to record the sale counts in this format:
MONTH =
WHOLESALE =
FLEET + DEALER TRADE =
NEW (excluding Fleet/DT) =
USED (excluding Wholesale) =
What date field did you use to count? (Contract Date, Accounting Date, etc.) =Are the Total NEW (retail) and Total USED (retail) sales counts close?
Great! There is no Issue!
If the retail counts have a large discrepancy, see Researching Sale Count Discrepancies
DMUI Sale Counts
The dealer's RETAIL sale counts can be found in the DMUI under Sales Attribution, on the Executive Summary page.
Sales Counts displayed here are from Sales Standardized and should match the Sales Count Verification Looker board: New or Used from Sales Standardized table. (If they do not match, your filters are set incorrectly in either Looker or the DMUI)
B2B Sales are not included in these counts. B2B Sales are not displayed in the DMUI. See B2B Sale Filtering.
