Maybe you selected the wrong vehicle on a contract. Maybe the customer called and said the vehicle you gave them has a check engine light on. Whatever the reason, you can easily change the vehicle on a started contract following the steps in this article.
Please note, to use the Vehicle Swap feature, you must have the Edit Contracts employee permission.
How to Use Vehicle Swap
- Find the select the Contract ID on Dealerware Web from the Contracts page.
- Select the Manage Tab.
- In the Vehicle Information section, select the Swap button in the upper right corner. A window will pop up.
- Input the ending fuel and odometer for the current vehicle on the contract. If your dealership subscribes to Dealerware's Connected Car Services telemetry product, these values will auto populate.
- Search for the vehicle you would like to add to the contract.
- Input the starting fuel and odometer for the vehicle you want to add to the contract. If your dealership subscribes to Dealerware's Connected Car Services telemetry product, these values will auto populate.
- Input a reason for the vehicle swap for auditing purposes. This reason, along with the name of the user that made the swap, will display on the Contract Notes in the Overview tab.
- We recommend having the customer sign an updated agreement; they'll receive a text message prompting them to sign the updated agreement if you do nothing. If you don't want the customer to sign an updated agreement, select the checkbox that says, "Do not request new signature from customer."
- Select Save to finalize the vehicle swap.
FAQs
- How many swaps can I perform? A vehicle swap can occur twice per contract for a total of 3 vehicles on the contract.
- Can I swap a vehicle on a finished contract? No, this functionality is for started contracts only.
- Can I swap to a vehicle in a different Program? No, a vehicle can only be swapped with another vehicle in the same Program. If you need a vehicle in a different Program, you can change the Program on the contract or add the vehicle to the contract's Program.
- Why isn't the system letting me perform the swap? You may be missing the Edit Contracts permission on your profile, which can be granted by your Dealerware admin. You may have also already exceeded the maximum number of vehicle swaps, are trying to swap to a vehicle in a different Program, or the contract is finished. Make sure the vehicle you're trying to use for the swap is in the Returned, In Prep, or Staged status.
- Is this feature available in the mobile app? No, vehicle swap is a feature on Dealerware Web only at this time.
- Where can I see which vehicles have been on a given contract? All vehicles that have been added to the contract will be on the Manage tab under Vehicle Information in the Contract Details page and in the Manage section of the Contract Details drawer.
- Where can I see which employee made a vehicle swap and the reason why? This information can be found on the Overview tab under Notes in the Contract details page and in the Overview section of the Contract Details drawer.
- Does my customer have to sign a new agreement when the vehicle is swapped? We recommend your customer signs a new agreement, which will be sent automatically when finalizing the swap. If you don't want the customer to sign an updated agreement, select the checkbox that says, "Do not request new signature from customer."
- Will the new vehicle show up on the customer agreement? Yes, a new agreement is generated with the new vehicle and added at the bottom of the original contract PDF. If the customer signs, the signature will be on the new agreement as well.
- What is the billing logic after a vehicle swap? The new vehicle will inherit billing (if applicable) from the contract Program starting on the day of the swap. The billing logic tied to the previous vehicle ends the day before the swap happened. Example: When a swap is initiated, Vehicle A determines any applicable daily rates up until 11:59PM the day before the swap. Vehicle B determines any applicable daily rates starting 12:01AM the day of the swap.
- What is the billing logic after a vehicle swap when the Program utilizes Custom Daily Rate? The only layer Custom Daily Rate adds is that custom daily rate will be the daily rate for the entirety of the contract, whether there was a swap or not. Custom Daily Rate supersedes everything.
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Why isn't a daily rate appearing on the invoice since the vehicle swap? The new vehicle model didn't have applicable daily rates in the Program settings. You will need to create an adjustment on the invoice to add a daily rate charge.