Vehicle data defaults

The Vehicle data page controls the defaults every new vehicle uses: the list of makes and models you pick from, how stock numbers are generated, and where vehicles come from by default.

Before you start

• You need to be an admin.
• You're on Settings → Vehicle data.

Makes and models

Each vehicle is tagged with a make and a model. The lists your team picks from are editable:

• Add a make or add a model by typing a label and clicking Add.
• Remove a make or model when you no longer source it.

Start with the brands you actually work with. A focused list prevents typos and inconsistent casing (Toyota vs TOYOTA vs toyota) across the Vehicles list.

Existing vehicles keep whatever make or model they were created with, even if you remove that entry from the list later.

Stock number format

Every vehicle gets a stock number when it's created. The format is a prefix joined to a padded sequence number.

• Prefix: a short string at the front of every stock number. For example, IMP gives you IMP-001, IMP-002, and so on. Leave it blank to skip the prefix and use bare numbers.
• Next number: the number that will be used for the next vehicle you create. Auto-increments on each creation.

The preview under the fields shows what the next stock number will look like. Changes save automatically as you type.

A couple of good-practice notes:

• Pick a prefix you won't change. Changing prefix mid-year makes your stock list harder to scan.
• Advance the next number cautiously. Setting it lower than an existing stock number can cause the system to skip ahead automatically, but never results in a collision. Raising it is safe; lowering it is pointless because collisions are skipped.

Default vehicle origin country

Every vehicle has an origin country (where it came from). The default you set here is pre-filled when a team member adds a new vehicle, saving them a click.

Pick the country you buy from most often. Team members can always change it on a per-vehicle basis.

If your organisation's country changes (see Organisation settings in detail), the default vehicle origin doesn't change with it; set them independently.

Good practice

• Keep makes and models lean. A short list helps the search and the dropdown stay fast.
• Review your list once a quarter. Remove makes you haven't sourced in the last year and add any that have become regular.
• Use a prefix that identifies your organisation. Useful when sharing stock numbers with customers or suppliers; your prefix is the giveaway that it's your stock.