Systime Support

Uploading Vehicles to Websites

Vehicles currently can be uploaded to Car Sales (Autogate) and Dealer Solutions

These uploads can be scheduled to run daily (multiple times) and can also be run manually at any time.  However, although the website host will receive the uploaded file immediately, whether the changes made will be applied immediately is dependent on the website provider. 

The selection criteria for used vehicles can be determined by various parameters and combinations thereof.  Contact a consultant if you would like these changed.

Progress Codes 

A/C statuses

Locations (physical or selling)

Franchises

Previous Usages

Minimum Kilometres

Exclude 0 sell price

Available Date (Number of letters sent date – figure below)

The extracts can also be setup to include New & Demo vehicles.  

These can be controlled by Progress code & Sale type on the Sales Brief tab.

Other parameters available to be set:

New Vehicles – don’t upload Memo / Notes field

Selling Price (Retail) 

For Used vehicles, This is the Gross Sales Value (Specification Tab) or this is overidden by  Internet Selling Price field on the Purchase Brief tab if populated

For New vehicles the this is the Gross Sales Value (Specification Tab) or this is overridden by  Internet selling price on in the Vehicle menu under More Details. 

Notes can be entered into the Features box on the Identity tab for Used vehicles to upload to websites and the Memo/notes field for New vehicles.

In addition there are an additional 1000 characters that can be made available for both New & Used vehicles, however these require an additional module to be added to the system and therefore incurs a one-off setup fee (CV Module).   This then makes the Supplier Notes box available, selected by right clicking on the Vehicle price (selling price) spec line:

In addition vehicle options can also be ticked to send to the web.

These options can be defined in Vehicle administration / Vehicle Menu / Tick Sheet.

Also specification line descriptions will also be sent unless excluded in parameter EXCLVSPC

Certain Previous usage types for Used vehicles can be configured to be either included (Identity tab):

Certain Physical Locations can also be selected.

An email address can be specified so that a copy of the uploaded text / csv file is emailed to a recipient.   (the photos are not emailed as too large)

The extract can be set to access multiple VSB companies and combine into one file for upload.

Run the Web Extract Program

Select the required extract from the Vehicle Stockbooks menu:

You can alter the Last download date – this is used to determine which vehicles’ photos are uploaded.   Only vehicles which have been added / modified since the last download will have their photos re-uploaded.

Click the Upload button.

This will process the extract.

When the Vehicle transfer complete pop-up is displayed the process is complete.  

Click OK.

To Add Photos for Autoline Extracts

Save the photos on your PC into the C:\rev8work directory.

Go to Vehicle administration, choose Amend.

On the Definition tab click the ellipsis next to Picture.

Select Manage pictures.

Select the Picture name in the left pane (Pictures on PC):

Then click the Transfer button. 

Note: Do not name the photos beginning with the stock number – precede the name with a letter N or U.

Click the Picture name in the right pane (Pictures on Server): 

Then click the Assign picture(s) to vehicle button.

This will copy the image and rename it XXXXXX-NNN.jpg, where XXXXXX = stock number and NNN = picture number.

Click Close when complete – then Save the vehicle.

Note:  To be able to use the Delete option, an access level of 8 or higher is required.

Running the extract.

The extract can be run manually from the VSB menu at any time.   It can also be added to the timed operations menu to run automatically once or multiple times per day.

This is covered in the setup manual.

When running the extract manually, the email to field can be overwritten with a different email address for this particular time. 

No Photos can be ticked so the extract will run considerably quicker.

All Photos can be ticked so all photos for all vehicles being uploaded are sent – not just those vehicles added / modified since the last extract was run.

The parameters are accessible through Country Specific / AK / Vehicle Stockbook / Vehicle Extract Parameters 

Troubleshooting

1)    Vehicle is not on the internet, run the extract and enter your email address to ensure the vehicle is being selected.

2)    Vehicle is not selected.

Ensure the VIN is 17 characters long.

Check the A/C Status / progress code / sale type / locations are valid for selection according to parameters.

3)    Website is not updating – call site and check if they are receiving the file.

Try making an FTP connection from your PC or server using the details in the parameters.