Clarivoy receives your Sold vehicle records from your dealership each month (preferably from your DMS system) with sold date, customer data, and detailed vehicle information. For information on DMS Sales collection, see DMS Sales Data (What/Why/How).
Collecting Sales
This chart explains how Clarivoy collects your Sales data from your DMS.
| DMS | Data Connection Method | Data Source | DMS Setup Required | Date Field Used | Gross Fields |
|---|---|---|---|---|---|
| CDK | Secure API Connection | F&I Side of your CDK DMS | Dealer must have separate -FI accounts for each store. |
Accounting Date *If Accounting Date is blank we use Contract Date |
• Total gross = pulls from deal.TotalGross • Back gross = pulls from deal.BackGross • Front gross = uses the following rule: ◆ If deal.frontEndGrossProfit is not blank, it is used. ◆ If deal.frontEndGrossProfit is blank, deal.frontGross is used instead If you wish to use gross fields other than those listed here, we ask that you notify us in advance and we can setup custom mappings for your dealership. |
| DealerTrack | Secure FTP Connection | DealerVault connection to your DMS | Dealer must have separate DMS accounts for each store. | Deal Date |
• Total gross = pulls from House Gross • Back gross = formula which adds: Svc Cont Inc 1 + Svc Cont Inc 2 + Svc Cont Inc 3 + Finance Reserve + Other Income + Life Income + A&H Income + Aftermarket Inc • Front gross = Calculated using Total Gross - Back Gross [see above for how these 2 are calculated] |
| Reynolds & Reynolds | Secure FTP Connection |
DealerVault connection to the F&I Side your Reynolds & Reynolds DMS. Requires dealer to manually push data to DealerVault weekly.
DealerVault does not have access to pull data from the Accounting Side of Reynolds & Reynolds DMS. |
Dealer must have separate F&I DMS accounts for each store. | Deal Date from the F&I side (FIMAST.DEAL.DATE) |
Gross values are pulled from F&I side of Reynolds & Reynolds DMS • Total gross = pulls from GROS-PFT • Back gross = pulls from NET-FI • Front gross = uses the following logic: ◆ If DEAL-CATE = L (lease), then pulls from VEH-GRS ◆ If DEAL-CATE = (anything else), then pulls from ACCTG-GROSS
*If you wish to use gross fields other than those listed here, you will need to send your sales files manually instead. |
| Tekion | Secure FTP Connection | Tekion DMS | Dealer must have separate DMS accounts for each store. | Contract Date |
• Total gross = pulls from Total Gross Profit • Back gross = pulls from Backend Gross Profit • Front gross = pulls from Frontend Gross Profit |
| Most other DMS | Secure FTP Connection | DealerVault connection to your DMS | Dealer must have separate DMS accounts for each store. | varies by DMS but typically Contract Date |
Gross mappings vary by DMS, but are typically pulled from fields named: • Front Gross • Back Gross • Total Gross |
| Upload option | Dealer Provided Sales File |
Varies DMS is preferred, but some dealers export sales data from their CRM* |
Dealer must provide: • 1 file per store • OR a combined multi-store file if there is a column included that indicates the store name |
Varies We use whatever date file the dealer provides in the file |
Varies We use whatever Gross fields the dealer provides in the file |
INTERNAL ONLY
If a DMS is not listed here and we are pulling their sales from DealerVault, you can ask Ops Team to request the DMS-specific mappings from DealerVault to find out which fields we map for Sale Date, Front Gross, Back Gross, and Total Gross.
Filtering
After collecting your raw Sales data, we perform filtering on the data before we report on it.
Data Quality Filtering
We perform several quality checks on each Sale before it is included in your reporting. The following reasons could cause a sale to be excluded from your Clarivoy Sales Attribution data:
- Duplicate Sales - DMS Integrations send us updated sales data every day. We use the combination of VIN and Slaes Date to identify and remove duplicate sales within each dealership.
- Missing or Invalid VINs - The Vehicle VIN is required to help us identify duplicate sales.
- Missing or Invalid Sales Date - The Sales Date is required to help us identify duplicate sales.
- Missing or Invalid Vehicle Year - The Vehicle Year is a required value on each sale.
- No PII - Personally Identifiable Information helps us match Sales to Leads. We are unable to match a Sale if it does not contain customer contact information.
B2B Sale Filtering
We filter out B2B Sales and they are not included in your Sales Attribution reporting as we focus on your marketing efforts designed to drive Retail sales.
B2B Sales include:
- Wholesale
- Dealer Trade
- Fleet
- Commercial
How we identify B2B Sales
- We use the Sale Type field in your DMS sales file to identify sales that are considered B2B.
- It is important that you mark all Wholesale, Dealer Trade, and Fleet sales as such using the Sale Type field in your DMS.
- If you do not identify B2B sales in the Sale Type field, we are unable to exclude these sales from your Sales Attribution reporting. This will negatively affect your attribution results.
- If the Sale Type field is blank, we attempt to identify B2B Sales based on the customer name. For example, sales to another dealership are considered B2B.