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Overview

The Purchase & Sales module is where vehicle transactions are documented and managed. Create contracts for buying vehicles into your inventory or selling them to customers, track contract status, and generate comprehensive reports.

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Contract Types

SGIVU supports two types of contracts:

Purchase Contracts

Document the acquisition of vehicles into your inventory. Record details about purchasing vehicles from individuals or dealers.

Sale Contracts

Document the sale of vehicles from your inventory to customers. Track customer purchases and transaction details.

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Creating a Contract

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Purchase Contract

1

Navigate to Contracts

Access the Purchase & Sales section from your dashboard. You need the purchase-sale:create permission to create new contracts.
2

Select Contract Type

Choose “Purchase” to document acquiring a vehicle for your inventory.
3

Select Vehicle

Choose the vehicle from your inventory or create a new vehicle record if this is a new acquisition. The vehicle details will be linked to the contract.
4

Select Client

Search for and select the person or company you’re purchasing the vehicle from. If they’re not in your system, create a new client record first.
5

Enter Transaction Details

Fill in the contract information:
  • Purchase Price: Amount you’re paying for the vehicle
  • Purchase Date: Date of transaction
  • Payment Method: How the transaction will be settled
  • Terms and Conditions: Any special terms or conditions
  • Notes: Additional information about the purchase
6

Set Contract Status

Choose the current status:
  • Draft: Contract is being prepared
  • Pending: Awaiting approval or completion
  • Completed: Transaction is finalized
  • Cancelled: Contract was cancelled
7

Assign Responsible User

Select the user who is handling this transaction for accountability and follow-up.
8

Save Contract

Review all details and save the contract. The contract is now part of your transaction records.

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Sale Contract

1

Start New Sale

From the Purchase & Sales section, choose “Sale” to document selling a vehicle from your inventory.
2

Select Vehicle from Inventory

Choose the vehicle you’re selling. Only vehicles marked as “Available” can be selected for sale contracts.
3

Select Customer

Search for and select the person or company purchasing the vehicle. Create a new client record if needed.
4

Enter Sale Details

Fill in the contract information:
  • Sale Price: Amount the customer is paying
  • Sale Date: Date of transaction
  • Payment Method: Cash, financing, trade-in, etc.
  • Down Payment: If applicable
  • Terms and Conditions: Warranty, return policy, etc.
  • Notes: Special arrangements or requirements
5

Set Contract Status

Track the sale progress:
  • Draft: Preparing the sale agreement
  • Pending: Awaiting signatures, payment, or paperwork
  • Completed: Sale is finalized and vehicle delivered
  • Cancelled: Sale fell through
6

Assign Sales Representative

Select the user responsible for this sale for commission tracking and follow-up.
7

Complete Contract

Review all information and save. The system updates the vehicle status based on the contract state.

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Managing Contracts

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Viewing Contract Details

Contract Summary

Each contract displays comprehensive information including all parties involved, vehicle details, pricing, payment terms, status, and associated user. Access the contract detail page to view complete information.

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Updating Contracts

1

Search for Contract

Use the search and filter tools to locate the contract you want to update.
2

Edit Contract

Select the contract and choose edit. You need the purchase-sale:update permission to modify contracts.
3

Update Information

Modify any contract fields as needed. Common updates include status changes, payment information updates, or adding notes.
4

Save Changes

Review your changes and save. All modifications are logged with timestamp and user information.

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Contract Status Workflow

Contracts typically move through these statuses:
1

Draft

Initial contract creation. All parties and terms are being determined.
2

Pending

Contract is awaiting signatures, payment processing, or paperwork completion.
3

Completed

Transaction is finalized. For sales, vehicle is delivered. For purchases, vehicle is added to inventory.
4

Cancelled (if applicable)

Transaction did not complete. Vehicle status is restored to previous state.

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Searching Contracts

SGIVU provides advanced search and filtering capabilities:

By Contract Type

Filter to view only purchase or sale contracts.

By Status

View contracts by their current status (draft, pending, completed, cancelled).

By Client

Find all contracts associated with a specific person or company.

By Vehicle

View the transaction history for a specific vehicle.

By Date Range

Filter contracts by creation date or transaction date.

By User

View contracts assigned to a specific sales representative or staff member.

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Reports and Export

Generate comprehensive reports from your contract data:

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Report Formats

PDF Reports

Generate formatted PDF documents suitable for printing and archiving. Perfect for official records.

Excel Spreadsheets

Export to XLSX format for data analysis, pivot tables, and integration with other tools.

CSV Files

Export to CSV for importing into other systems or database applications.

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Report Types

Overview of all sales within a date range, including total revenue, number of vehicles sold, and sales by status.
Details of all vehicle acquisitions, including total spending and purchase sources.
Complete transaction history for a specific client, showing all purchases and sales.
Sales and purchase activity by user, useful for commission calculation and performance review.
Overview of contracts by status, helping identify pending transactions that need attention.

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Generating Reports

1

Select Report Type

Choose the type of report you want to generate from the Reports menu.
2

Set Filters

Apply filters to narrow down the data (date range, contract type, status, etc.).
3

Choose Format

Select your preferred export format: PDF, XLSX, or CSV.
4

Generate and Download

The system processes your request and generates the report. Download the file to your device.

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Integration with Other Features

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Vehicle Management

Automatic Status Updates

When you create or update contracts, the system can automatically update vehicle availability status. Completed sale contracts mark vehicles as unavailable.

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Client Management

Transaction History

All contracts are linked to client records, providing a complete transaction history viewable from the client profile.

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User Management

User Attribution

Each contract is assigned to a user, enabling performance tracking and accountability.

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Best Practices

Regular Status Updates

Keep contract statuses current to maintain accurate inventory and reporting.

Complete Documentation

Fill in all contract fields thoroughly for complete records and easier reporting.

Verify Information

Double-check client, vehicle, and pricing information before finalizing contracts.

Use Notes Field

Document any special circumstances, verbal agreements, or follow-up requirements.

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Troubleshooting

Verify you have the purchase-sale:create permission. Ensure the selected vehicle and client exist in the system.
Only vehicles with “Available” status can be used in sale contracts. Update the vehicle status in Vehicle Management.
Check you have the purchase-sale:update permission. Some status transitions may have validation rules.
Large reports may take time to generate. Check your filters to ensure they’re not too broad. If issues persist, try a smaller date range.
Ensure all required fields were filled when the contract was created. Edit the contract to add missing information.

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