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How to Edit Contract Information

  • Updated

This article covers:

  1. Editing a finished contract's dates, fuel, odometer, repair order, customer VIN, and external deposit (jump to section)
  2. Editing a pending contract's actual start date (jump to section)
  3. Editing a started contract's actual finish date (jump to section)

Only employees with the "Edit Contracts" employee permission can edit contract details. The contract edits covered in this article are only available on the Dealerware Web application. 

Editing a Finished Contract

If you made an error on a finished contract, you can follow these steps to correct it. 

  1. Locate and select the finished contract.
    1. If the contract was just finished, it will be on the Contracts page under the Finished Today filter.
    2. If the contract was finished in the past, it will be in the Contracts report.
  2. On the Overview tab for Contract Details, scroll down to Scheduling & Service Information, then select Edit. 
  1. Edit the fields you need to update. The fields include actual pickup, actual drop-off, starting fuel, starting odometer, ending fuel, ending odometer, repair order, customer VIN, and external deposit amount (for PDP locations only).
    1. The system won't allow a date and time to be selected if it overlaps with an existing contract for the same vehicle.
    2. If the repair order was required at contract finish, it will also be required here.
    3. If the Customer VIN was required at contract finish, it will also be required here and the 17 character validation will be enforced.
  2. Provide a reason for the edits. This step is required.
  3. Select Save.
  1. At the bottom of the Overview tab, Notes will reflect the date and time of the edit, the employee that edited the contract, and the reason for the edits. 

Important notes & best practices

  • Updates to dates, fuel, and odometer will affect billing if you have billing configured in Program settings. Navigate to the Billing tab for Contract Details to apply credits to the invoice or charge after making contract edits.
  • The customer will get a text message with an updated agreement every time a contract edit is made on a finished contract.
  • We recommend you reach out to the customer letting them know you'll be making edits to their contract so they aren't surprised by the updated agreement text message or subsequent charges. 

 

 

Backdate a Contract's Actual Start Date & Time

If you were unable to start a pending contract at the intended time, follow these steps to edit and start the contract. 

  • Find the select the Contract ID on Dealerware Web from the Contracts page.
  • Select the Manage Tab.
  • Select the arrow button next to the Start Contract, then select Edit Contract from the options.
  • On the Edit Contract Start drawer, input a new Actual Start Date and Actual Start Time up to 14 days in the past.
  • The Starting Odometer and Starting Fuel Level can also be updated as needed.
  • Provide a reason for editing the Actual Start Date and Actual Start Time. This step is required.
  • If the customer hasn't signed the contract, check the box to confirm that a signature was obtained elsewhere. This contract won't have a digital signature in Dealerware. If you obtained a digital signature for this contract in Dealerware already, you can skip this step. 
  • Once all required fields are completed, you can select the Start Contract button.
  • On the Overview tab, Contract Notes will reflect the updated actual start date and time, reason, and if a digital signature wasn't collected along with the employee that took those actions. 

Backdate a Contract's Actual Finish Date & Time 

If you were unable to finish a started contract at the intended time, follow these steps to edit and finish the contract. 

  • Find the select the Contract ID on Dealerware Web from the Contracts page.
  • Select the Manage Tab.
  • Select the Finish button at the bottom of the page.
  • On the Finish Contract drawer, input the Drop-off Date and Drop-off Time up to 14 days in the past.
  • The Ending Odometer and Ending Fuel Level can also be updated as needed.
  • Select the Finish button.
  • On the Overview tab, Contract Notes will reflect the date and time the action was completed, the employee that finished the contract, and a note stating "Contract finished in the past."

 

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