Related Articles
- For information on how to request and verify Sale Counts with a dealer, see Verifying Sale Counts
- For the customer-facing article that explains why sale counts may not match, see: Why Don't My Sale Counts Match the Clarivoy Dashboard?
MTSA Pro and Pro+ Dealers
If a dealer's New and Used RETAIL sale counts do match those shown in our DMUI Executive Summary page, there can be several causes. Please follow these steps to investigate.
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Check to ensure we have a full range of data for the month - check line chart Sales by Day on the Sales Dashboard to ensure we have sales for every day of the month (often times dealers are closed on Sundays and Holidays, but we should have fairly consistent sales otherwise - compare to prior months)
- This is a typical issue for new CDK API clients. We may need to run CDK backdata for a specified date range if we are missing data.
- This is a typical issue for new CDK API clients. We may need to run CDK backdata for a specified date range if we are missing data.
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Verify how the dealer is pulling their sale counts:
2a. Source - The dealer needs to pull their sales counts from the same source we are using - usually their DMS (occasionally the CRM). The dealer cannot use financial or accounting reports that do not come directly from their DMS. Check the dealer's DMS task on the SA + TVA Ops Monthly Tasks board to find where Clarivoy is sourcing the dealer's sales data.
2b. Date Field - The dealer needs to pull their sales counts using the same date field we are using (see decision tree below). If the dealer wishes to use a different date field (such as Delivery Date), they need to switch to sending us a Sales file every month (COLLECT).
Choose the dealer's DMS + integration method for information on how Clarivoy pulls sales:
1. Note the source of the Collect sales file, as found in the DMS task name.
2. Find the dealer's sales file in our Data Archive:
2a. Open the Dropbox Sales Data Archive folder
2b. Locate the property's specific folder and open it
2c. Sales files are named with the year first followed by the month number(s).
3. Open the sales file and note which Date field is included in the file. Clarivoy uses the date field that you found in their Sales file.
If there are multiple date fields in the dealer's Sales file, check with the Ops Team to see which one is mapped to sales_date.
Is the dealer pulling sale counts from the same source as their Collect file, using the same date field that is in their Collect sales file?
Proceed to step 2 below.
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from the same source as their collect file, using the same date field that is in their Collect sales file.
Clarivoy pulls Sales data from the F&I side of their Reynolds & Reynolds DMS and counts using DEAL-DATE. We only take in Finalized Sales. (DealerVault does not have access to the Accounting side of R&R DMS)
Is the dealer pulling counts from the F&I side of their Reynolds & Reynolds DMS?
Is the dealer counting using DEAL-DATE or Sale Date?
Is the dealer counting only Finalized Sales?
For Reynolds & Reynolds via DealerVault , we only count deals where Deal Status = F
Proceed to step 2 below.
Problem: Clarivoy does not report on sales that are not yet finalized. You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from the F&I side of their Reynolds & Reynolds DMS using DEAL-DATE (may appear as Sale Date) and count only Finalized Sales. For instructions on how the dealer can create a sales report in R&R DMS, click here.
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from the F&I side of their Reynolds & Reynolds DMS using DEAL-DATE (may appear as Sale Date) and count only Finalized Sales. For instructions on how the dealer can create a sales report in R&R DMS, click here.
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from the F&I side of their Reynolds & Reynolds DMS using DEAL-DATE (may appear as Sale Date) and count only Finalized Sales. For instructions on how the dealer can create a sales report in R&R DMS, click here.
Clarivoy gets sales from DealerVault, who pulls the sales from the dealer's DMS.
The date field varies by DMS, but it is typically Contract Date.
Reference this article: How We Count Sales to find the exact date field being used for their DMS. If the dealer's DMS is not listed, ask Ops team to request that DMS's mappings from DealerVault Support.
We only take in Finalized Sales.
Is the dealer pulling sales from their DMS using the same date field as listed on How We Count Sales ?
Is the dealer counting only Finalized sales?
For DealerVault, we only count deals where Deal Status is marked as follows:
- ACS = F
- Advent = CLSD
- Automate = C
- AutoSoft = 1
- DealerBuilt = CLOSED
- DealerTrack = U
- Reynolds & Reynolds = F
Proceed to step 2.
Problem: Clarivoy does not report on sales that are not yet finalized. You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their DMS using the correct date field and count only Finalized sales.
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their DMS using the correct date field and count only Finalized sales.
Clarivoy pulls sales from CDK DMS and count sales using AccountingDate.
If the AccountingDate is empty on a Finalized sale, we use ContractDate instead (this is rare).
We only take in Finalized Sales.
Is the dealer pulling sales counts from their CDK DMS using AccountingDate?
Is the dealer counting only Finalized sales? (FIWipStatusCode=F)
Proceed to step 2.
Problem: Clarivoy does not report on sales that are not yet finalized. You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their CDK DMS using Accounting Date and count only Finalized sales. For instructions on how the dealer can create a sales report in CDK DMS, click here.
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their CDK DMS using Accounting Date and count only Finalized sales. For instructions on how the dealer can create a sales report in CDK DMS, click here.
Clarivoy pulls sales from Tekion using Contract Date. We only take in Finalized Sales.
Is the dealer pulling sale counts from their Tekion DMS using Contract Date?
Is the dealer counting only Finalized sales?
For Tekion integration, we only receive deals where Deal Status = CLOSED_OR_SOLD
Proceed to step 2.
Problem: Clarivoy does not report on sales that are not yet finalized. You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their Tekion DMS using Contract Date and count only Finalized sales.
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their Tekion DMS using Contract Date and count only Finalized sales.
Clarivoy receives sales data from the vendor or dealer directly to our Secure FTP server.
We only take in Finalized Sales.
Check with the Ops team to see which date field is being used for the specific integration. The sales files are copied from the SFTP server to Dropbox and after being ingested by the system, the files end up in the Dropbox Data Archive/Sales folder and in a subfolder for the specific property or dealer group.
After checking with Ops: Is the dealer pulling sales counts from the same source as the SFTP data, using the same date field that is in their SFTP Sales files?
Is the dealer counting only Finalized sales?
Proceed to step 2
Problem: Clarivoy does not report on sales that are not yet finalized. You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from the same source as the SFTP data, using the same date that is in the SFTP files, and count only Finalized sales.
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from the same source as the SFTP data, using the same date that is in the SFTP files, and count only Finalized sales.
If we are pulling sales using the Scraper, this means we are pulling from the dealer's CRM.
Choose the dealer's CRM:
Clarivoy pulls sales from the dealer's DealerSocket CRM → Marketing Tools → List Builder
We use Purchase Date as the sales date.
We pull the most recent 5 days of sales every day from the dealer's CRM, then dedupe it based on SoldDate, VIN, and Property ID.
Is the dealer pulling their sales count from their DealerSocket CRM's “List Builder” using Purchase Date?
There are other potential issues that could cause sale count discrepancies when pulling sales using the CRM Scraper, including, but not limited to:
- Blank VINs - Often times CRMs include sales with no VIN number. Clarivoy does not take in any sales without a VIN. (This is because the VIN is used to “dedupe” sales data)
- Date changes - If a dealer enters a sale, then later changes the date on that sale, both entries count as Sales in the dealer's data. We have no way of identifying that the new date is a sale that was changed (instead of just the same car being sold multiple times within a month). We dedupe based on same VIN, same Sale Date, same Property ID.
- Data updates > 5 days after finalizing sales - We only receive updates on sales for the first 5 days after the sale is entered into the CRM. If the dealer is updating sales more than 5 days after the sale was first entered, we will not receive the updates. The dealer should switch to providing a COLLECT file instead in this case.
- Dealer is slow to finalize sales - We pull the most recent 5 days of sales every day from the dealer's CRM. If a dealer takes more than 5 days to finalize a sale, we will not receive it.
- B2B Filtering - Most CRMs do not have a Sale Type field to indicate if a sale is a B2B sale. If there is no Sale Type field, we attempt to filter B2B sales using the Customer Name. It's possible we are filtering out sales as B2B but the dealer is including those in their CRM sales count.
Please utilize this form to request an investigation from the Ops Team: Sale Count Discrepancies
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their DealerSocket CRM “List Builder” tool, using Purchase Date.
Clarivoy pulls sales from the dealer's DriveCentric CRM → Mining → Mine Deals.
We use Sold Date as the sales date.
We pull the most recent 5 days of sales every day from the dealer's CRM, then dedupe it based on SoldDate, VIN, and Property ID.
Is the dealer pulling their sales count from their DriveCentric CRM's “Mine Deals” using Sold Date?
There are other potential issues that could cause sale count discrepancies when pulling sales using the CRM Scraper, including, but not limited to:
- Blank VINs - Often times CRMs include sales with no VIN number. Clarivoy does not take in any sales without a VIN. (This is because the VIN is used to “dedupe” sales data)
- Date changes - If a dealer enters a sale, then later changes the date on that sale, both entries count as Sales in the dealer's data. We have no way of identifying that the new date is a sale that was changed (instead of just the same car being sold multiple times within a month). We dedupe based on same VIN, same Sale Date, same Property ID.
- Data updates > 5 days after finalizing sales - We only receive updates on sales for the first 5 days after the sale is entered into the CRM. If the dealer is updating sales more than 5 days after the sale was first entered, we will not receive the updates. The dealer should switch to providing a COLLECT file instead in this case.
- Dealer is slow to finalize sales - We pull the most recent 5 days of sales every day from the dealer's CRM. If a dealer takes more than 5 days to finalize a sale, we will not receive it.
- B2B Filtering - Most CRMs do not have a Sale Type field to indicate if a sale is a B2B sale. If there is no Sale Type field, we attempt to filter B2B sales using the Customer Name. It's possible we are filtering out sales as B2B but the dealer is including those in their CRM sales count.
Please utilize this form to request an investigation from the Ops Team: Sale Count Discrepancies
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their DriveCentric CRM “Mine Deals” section, using Sold Date.
Clarivoy pulls sales from the dealer's VinSolutions CRM → CRM tab → Dashboard menu → Sold Log.
We use the SoldDate column as the sale date.
We pull the most recent 5 days of sales every day from the dealer's CRM, then dedupe it based on SoldDate, VIN, and Property ID.
Is the dealer pulling their sales count from their VinSolutions CRM's “Sold Log” using Sold Date?
There are other potential issues that could cause sale count discrepancies when pulling sales using the CRM Scraper, including, but not limited to:
- Blank VINs - Often times CRMs include sales with no VIN number. Clarivoy does not take in any sales without a VIN. (This is because the VIN is used to “dedupe” sales data)
- Date changes - If a dealer enters a sale, then later changes the date on that sale, both entries count as Sales in the dealer's data. We have no way of identifying that the new date is a sale that was changed (instead of just the same car being sold multiple times within a month). We dedupe based on same VIN, same Sale Date, same Property ID.
- Data updates > 5 days after finalizing sales - We only receive updates on sales for the first 5 days after the sale is entered into the CRM. If the dealer is updating sales more than 5 days after the sale was first entered, we will not receive the updates. The dealer should switch to providing a COLLECT file instead in this case.
- Dealer is slow to finalize sales - We pull the most recent 5 days of sales every day from the dealer's CRM. If a dealer takes more than 5 days to finalize a sale, we will not receive it.
- B2B Filtering - Most CRMs do not have a Sale Type field to indicate if a sale is a B2B sale. If there is no Sale Type field, we attempt to filter B2B sales using the Customer Name. It's possible we are filtering out sales as B2B but the dealer is including those in their CRM sales count.
Please utilize this form to request an investigation from the Ops Team: Sale Count Discrepancies
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their VinSolutions CRM “Sold Log”, using Sold Date.
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.
After checking with Ops: Is the dealer pulling sales counts from their CRM, using the same date field that we are using?
Is the dealer counting only Finalized sales?
There are other potential issues that could cause sale count discrepancies when pulling from a CRM, including, but not limited to:
- Blank VINs - Often times CRMs include sales with no VIN number. Clarivoy does not take in any sales without a VIN. (This is because the VIN is used to “dedupe” sales data)
- Date changes - If a dealer enters a sale, then later changes the date on that sale, both entries count as Sales in the dealer's data. We have no way of identifying that the new date is a sale that was changed (instead of just the same car being sold multiple times within a month). We dedupe based on same VIN, same Sale Date, same Property ID.
- B2B Filtering - Most CRMs do not have a Sale Type field to indicate if a sale is a B2B sale. If there is no Sale Type field, we attempt to filter B2B sales using the Customer Name. It's possible we are filtering out sales as B2B but the dealer is including those in their CRM sales count.
Please utilize this form to request an investigation from the Ops Team: Sale Count Discrepancies
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their CRM, using the same date field that we are using, and count only Finalized sales.
Problem: You are trying to compare “apples to oranges”.
Solution: The dealer needs to repull their sales counts from their CRM, using the same date field that we are using, and count only Finalized sales.
Filtering
After we pull the sales data, our systems then filter out:
- Bad sales data - Missing or Invalid VINs, Sales Dates, Vehicle Years, Sales with no PII
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B2B Sales - B2B Sales are filtered using the Sale Type field from the dealer's DMS.
- If the Sale Type field is blank, we attempt to identify B2B Sales based on the customer name
- 💡 See B2B Sale Filtering for more details on our processes
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Check to see if the Dealer is marking B2B Sales - Is the dealer properly identifying B2B deals in their DMS Sale Type field?
What is the dealer's sales method?
Collect = dealer uploads a file to us each month
Integration = DealerVault, CDK API, Tekion SFTP integration, Other SFTP Integration
Check the dealer's sales file in Dropbox.
Click here to go to Data Archive/Sales, then look for the dealer's specific property folder. Inside that folder, sales files are named with the Year and Month number first.
Is there a Sale Type field in the collect sales file?
Look at the values in the Sale Type field. Compare with the Customer Name field.
Note if there are any sales that appear to be B2B (often to themselves or other dealerships, or rental agencies such as Enterprise) but are not identified as a B2B Sale Type in the Sale Type field.
Common Retail Sale types:
R = Retail
L = Lease (these count as retail)
(blank) = these get counted as retail
Common B2B Sale Types:
W = Wholesale
F = Fleet
X = Dealer Trade
DT = Dealer Trade
D = Dealer Trade
T = Dealer Trade
Is the dealer using B2B Sale Types to identify all B2B Sales?
If the dealer is identifying B2B sale types correctly in their Collect sales file, check the total retail counts in the file.
1. In Excel, turn on Autofilter.
2. In the Sale Type column, filter and remove all B2B Sale Types, leaving only Retail, Lease, and blank.
3. In the New/Used column, filter for only New. Note the number of New sales displayed.
4. In the New/Used column, filter for only Used. Note the number of Used sales displayed.
Do the New and Used retail counts the dealer is providing match their collect file?
If the dealer's retail sales counts match the file, and B2B sales are being properly identified, there are many other reasons that Sales Counts could be off, including, but not limited to:
- Blank or Invalid VINs - Clarivoy does not take in any sales without a valid VIN. This is because the VIN is used to “dedupe” sales data.
- Blank or Invalid data - Sales are coming through with missing or unparsable information (Blank or Invalid Sale Date, Blank or Invalid Vehicle Year, No PII) - these sales would get filtered out as they do not meet our minimum data requirements.
- Collect File Mapping Issues - Columns in the sales file may not be mapped so that the data is ingested properly. Sometimes dealers change column names without notifying us. The Ops team can review mappings to ensure they are correct.
- Other issues Ops team can identify
Please utilize this form to request an investigation from the Ops Team: Sale Count Discrepancies Investigation Request
Problem: The dealer provided this Collect sales file to us. If they are stating that the counts do not match the same source (usually their DMS), they must have sent an incorrect or incomplete Sales file to us.
Solution: The dealer will need to upload a revised sales file to our secure upload site. Tag @Ops on the dealer's monthly DMS task and let the Ops team know to expect a revised sales file to be uploaded. Ops Team can delete the original file and load the revised data instead.
Problem: The dealer is not identifying B2B Sales using a Sale Type field so we are unable to filter them out properly.
Solution: Dealer needs to properly identify all B2B Sales in their DMS using the Sale Type field moving forward.
If the dealer wants to send a revised file for the month in question, please tag Ops team on their Monthly DMS Task and let us know. We can delete the existing data and load a revised file instead.
Problem: If the dealer is using custom Sale Type values, other than those listed above (W/F/X/DT/D/T/Wholesale/Fleet/Dealer Trade), we need to set up Custom Sale Type filtering for this specific dealer and reprocess their previous sales.
Solution: Open a ticket on the Tickets board, assigning it to the Ops team.
- Include the name of the property in the name of the ticket
- Explain to Ops team that the dealer is using custom sales types for B2B sales and that we need to setup custom sale type filtering for this property.
- List out the custom sale types and what they mean (for example, 1=Wholesale)
- Note which month(s) you wish to have reprocessed (we can reprocess up to the most recent 3 complete months).
- Ops Team will setup Custom Sale Type filtering for this property and reprocess previous sales.
Problem: The dealer is not identifying B2B Sales using a Sale Type field so we are unable to filter them out properly.
Solution: The dealer needs to add a Sale Type field to their COLLECT file and properly mark the B2B Sales (see B2B Sale Types chart below).
If the dealer wants to send a revised file for the month in question, please tag Ops team on their Monthly DMS Task and let us know. We can delete the existing data and load a revised file instead.
Common Retail Sale types:
R = Retail
L = Lease (these count as retail)
(blank) =
Common B2B Sale Types:
W = Wholesale
F = Fleet
X = Dealer Trade
DT = Dealer Trade
D = Dealer Trade
T = Dealer Trade
We pull Sale Type from the dealer's DMS using the “Sale Type” field.
(for CDK we use deal.dealType which is displayed in the Dealer DMS as “Sale Type”)
1. Use the Sales Count Verification Looker board to determine what Sale Type values the dealer is using in their DMS.
2. Set the filters to the correct property
3. Scroll down to the Sales Raw Summary table.
The New Or Used values the dealer uses are listed across the top of the chart.
The Sale Type values are listed in the column “Sale Type”. In this example, the dealer is using sale types L, R, W, X. 
Common Retail Sale types:
R = Retail
L = Lease (these count as retail)
(blank) = these get counted as retail
Common B2B Sale Types:
W = Wholesale
F = Fleet
X = Dealer Trade
DT = Dealer Trade
D = Dealer Trade
T = Dealer Trade
Is the dealer identifying B2B Sale Types (such as Wholesale or W, Fleet or F, Dealer Trade or X or DT)?
If the dealer's retail sales counts do not match ours, and B2B sales are being properly identified, there are many other reasons that Sales Counts could be off, including, but not limited to:
- Blank or Invalid VINs - Clarivoy does not take in any sales without a valid VIN. This is because the VIN is used to “dedupe” sales data.
- Blank or Invalid data - Sales are coming through with missing or unparsable information (Blank or Invalid Sale Date, Blank or Invalid Vehicle Year, No PII) - these sales would get filtered out as they do not meet our minimum data requirements.
- Date changes - If a dealer enters a sale, then later changes the date on that sale, both entries count as Sales in the dealer's data. We have no way of identifying that the new date is a sale that was changed (instead of just the same car being sold multiple times within a month). We dedupe based on same VIN, same Sale Date, same Property ID.
- DealerVault or CDK Mapping Issues - Data is not mapped properly from the dealer's DMS to DealerVault's system. Ops team can investigate to see if we are missing certain data and escalate to DealerVault if necessary.
- DealerVault/CDK/Tekion feeds
- Other issues Ops team can identify
Please utilize this form to request an investigation from the Ops Team: Sale Count Discrepancies Investigation Request
Check one more place: In the dealer's raw sales data
- If COLLECT / DOWNLOAD, look in Dropbox Data Archive, then Sales, then the property-specific folder, and look at the corresponding month's sales file. If Sale Types appear in the file but are not showing in Looker, there may be a mapping issue.
Solution: Open a ticket on the Tickets Board and ask Ops to update mappings. - If TEKION integration, data is in Dropbox Data Archive, then Sales, then the Tekion (multi) folder. Filenames start with the Property ID then end with the date.
- If DealerVault, you can open a DV Ticket and ask DealerVault support to double check that data is mapped correctly.
Solution: If the dealer is using a custom field to enter Sale Types (and not the standard Sale Type field for their DMS), you can ask DV if they can do a custom mapping for this one specific property. - If CDK API, use the Sales Dashboard to pull CDK Raw data.
Solution: If the dealer is using a custom sale type field, look through the Original JSON column to determine the name of the custom sale type field. Open a ticket on the Tickets Board and ask Ops to add a custom CDK API mapping for this specific dealer.
Problem: The dealer is not identifying B2B Sales using a Sale Type field so we are unable to filter them out properly.
Solution: Dealer needs to properly identify all B2B Sales in their DMS using the Sale Type field moving forward.
If the dealer is using CDK, Tekion, or any DealerVault DMS, and they update previous sales, we should receive those updates from the DMS and the sales will be updated on Clarivoy's end. This can take approximately 4 days from the time the dealer updates the sale on their end.
Problem: If the dealer is using custom Sale Type values, other than those listed above (W/F/X/DT/D/T/Wholesale/Fleet/Dealer Trade), we need to set up Custom Sale Type filtering for this specific dealer and reprocess their previous sales.
Solution: Open a ticket on the Tickets board, assigning it to the Ops team.
- Include the name of the property in the name of the ticket
- Explain to Ops team that the dealer is using custom sales types for B2B sales and that we need to setup custom sale type filtering for this property.
- List out the custom sale types and what they mean (for example, 1=Wholesale)
- Note which month(s) you wish to have reprocessed (we can reprocess up to the most recent 3 complete months).
- Ops Team will setup Custom Sale Type filtering for this property and reprocess previous sales.
Other Causes for Sale Count Discrepancies
- If DealerVault, Tekion,or CDK API: Dealer may be changing Sales Date after the sale was first set to a Finalized Status. We take in the first date it was set to Finalized.
- CDK API - FiWipStatusCode = F [for Finalized]
- Tekion - Deal Status = CLOSED_OR_SOLD
- DealerVault - varies by DMS. You would need to open a DV ticket to find out.
- If DV or CDK pushes the sale again, we would have duplicates
- If DV or CDK does not push the sale again, we would have the sale under the original date. If it is in a different month than the new date, our counts could be off vs. the dealer's
- If DealerVault, Tekion,or CDK API: Dealer may be including other deal statuses besides Finalized in their counts. See criteria below based on DMS. If the dealer wants to include any deal statuses besides Finalized deals, they must switch to providing Collect sales files.
- For CDK API, we only count deals where FiWipStatusCode = F [for Finalized]
- For DealerVault, we only count deals where Deal Status is marked as follows:
- ACS = F
- Advent = CLSD
- Automate = C
- AutoSoft = 1
- DealerBuilt = CLOSED
- DealerTrack = U
- Reynolds & Reynolds = F
- For Tekion, we only count deals where Deal Status = CLOSED_OR_SOLD
- For Collect files, we count ALL deals provided in the file
- If DealerVault, Tekion, or CDK API: We do not have all of the DV Feeds or CDK Subscriptions setup for a particular store. Sometimes stores will have more than 1 DV Feed or CDK Subscription per store, especially if they are a combo brand (e.g. Hyundai Genesis may have 2 separate DMS feeds)
- If DealerVault, Tekion, or CDK API: Dealer could be sharing a DMS with another store and we are getting too many sales.
- Check Looker Sales Dashboard - Sales Standardized Vehicle Make Summary. See if there are new vehicles for a make that does not correspond with this rooftop.
- DealerVault - If the dealer has a custom field where they are denoting which rooftop/store each sale belongs to, DealerVault has the ability to filter the sales by that field. We just need the name of the field, the values and their corresponding stores. You will need to:
- 1. Open a DV ticket and ask them to filter for only the sales we need
- 2. Once DV has made that change, delete out all existing data we have
- 3. Then ask DealerVault to repush all data back to the Start Date
- If CDK API - There is no way for CDK to split out sales within 1 subscription. Dealer will need to go COLLECT and provide a manual sales file each month.
- Tekion: Not sure if they can split stores - email Tekion Support to inquire [update this process doc and Vendor Details board if we find out the answer]
- Sales are coming through with missing information (No PII, No VIN or Invalid VIN) - these would get filtered out. Verify by looking at the sales file.
-
Dealer is including other deal statuses besides Finalized in their counts -
See criteria below based on DMS. If the dealer wants to include any deal statuses besides Finalized deals, they must switch to providing Collect sales files.- For CDK API, we only count deals where FiWipStatusCode = F [for Finalized]
- For DealerVault, we only count deals where Deal Status is marked as follows:
- ACS = F
- Advent = CLSD
- Automate = C
- AutoSoft = 1
- DealerBuilt = CLOSED
- DealerTrack = U
- Reynolds & Reynolds = F
- For Tekion, we only count deals where Deal Status = CLOSED_OR_SOLD
- For Collect files, we count ALL deals provided in the file
Requesting an Investigation from the Ops Team
After following all troubleshooting steps listed above, if you cannot determine the cause of the Sale Count Discrepancy, use this form to request an investigation from the Ops Team: Sale Count Discrepancies Investigation Request
Source Reports Dealers
Collect: Sales counts come directly from the dealer provided sales file. B2B Sales are filtered out.
Scraper: Dealer provided us a login to their CRM and we pull the sales from their CRM using our Wall-E Scraper process.
If the dealer chose to provide a login, we pull from your CRM. Every day we pull the previous 5 days and perform “Sales Row updates” using the newest versions.
- If a sale is not entered in your CRM within 5 days of the sale, we will not receive it. If you batch or delay entering sales, you may want to consider uploading a Sales file to us each month instead,