Keep the supplier invoice and related payment document with the correct saved cost, then open and inspect them.
Before you start
Section titled “Before you start”Access: Administrator or Accounting access.
- An existing saved cost on the correct vehicle.
- The matching invoice or payment document as an image or PDF.
Where to go
Inventory → Choose the stock list → Actions → Open detail → Costs
Watch the walkthrough
Section titled “Watch the walkthrough”18:39 · English narration · Fictional demonstration
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Record and correct costs, review Paid and Pending, attach matching invoices and payment documents, and recover from failures. English captions are included in the picture; a selectable caption track is also available.
All 19 video chapters
- Record and review vehicle costs
- Open the vehicle from Inventory
- Identify the work and supplier
- Check the amount and tax
- Record references and payment status
- Save and inspect the recorded cost
- Edit, cancel or mark a cost Paid
- Review a possible duplicate
- Remove an incorrect extra entry
- Use or create a shared cost type
- Select or create the supplier
- Attach the supplier invoice
- Read and close an attachment
- Attach payment evidence and understand Cancel
- Recover from an attachment failure
- Recover from validation or a failed save
- Handle an incomplete type list or missing access
- Reach cost controls on a phone
- Confirm the complete cost record
Read the video transcript
0:04 · Record and review vehicle costs
In this Carvio walkthrough, we'll record a service cost against an existing vehicle, check the saved amounts, update its payment status, and keep the supporting invoice and cheque document with that cost.
Have the correct stock number, the supplier's invoice, the date and amounts, and any payment reference ready. Costs are available to administrators and accounting staff. If your role does not show Costs or Add cost, ask your dealership administrator to review your access.
Our example is the twenty twenty-three Toyota Corolla S E, stock D E M O zero two four. All names and documents are fictional. We'll finish with one five-hundred-dollar service cost, sixty-five dollars tax, Paid status, and matching attachments. Nothing in this tutorial transfers money.
0:55 · Open the vehicle from Inventory
Start in Inventory, then choose In Stock for a vehicle that is still in stock. If the vehicle is in a later stage, use its matching In Progress or Delivered list instead. You are recording a cost on the vehicle, not creating another inventory record.
Open Search and enter the stock number. You can also search by V I N or model. Here, D E M O zero two four finds our Corolla. Match the stock number and vehicle before continuing.
Open the row's Actions menu and choose Open detail. Confirm the vehicle heading again. Find Costs, then choose Add cost. When there are no entries yet, the section says No costs recorded for this unit yet. An empty section is different from not having access to Costs.
1:43 · Identify the work and supplier
Add cost groups the information under What it was, Money, Paperwork and Documents. Field edits stay in this form until you choose Add. You can cancel an unfinished cost.
Choose an existing Cost type, such as Reconditioning. A cost type is a reusable category of work. Search the list before creating another category. System identifies a built-in category, and Recent identifies a choice you recently used. Neither badge means the current cost has been saved.
Choose the Vendor that supplied the work. Search by name and select the matching vendor; don't create another record just because a name is not near the top of the list. In Description, explain what the charge was for. We use Demo Service Centre and Brake service, fictional training example.
You need an Amount greater than zero and at least one of Cost type, Vendor or Description. An empty submission shows the missing information next to the fields. Add a useful description even when a category or vendor already meets that minimum.
2:48 · Check the amount and tax
For this service invoice, enter two hundred dollars in Labour and three hundred in Parts. The form shows Amount five hundred and Tax sixty-five. Compare these displayed figures with the invoice before you save.
Labour and Parts are useful when you have a breakdown. If you only need to record a single charge, you can enter Amount directly. In this alternate unsaved example, Amount is five hundred while Labour and Parts are blank.
Tax is editable. Here we change it to sixty just to show the field can be corrected; this is not the amount on our service invoice. Cancel this alternate example. For the actual service entry, keep the invoice's five hundred amount and sixty-five tax.
Recheck Amount and Tax after changing Labour or Parts, because their displayed values can change. The form's suggested tax is not a decision about which tax applies to your invoice. Use the figures that are correct for the transaction.
3:49 · Record references and payment status
Under Paperwork, enter the invoice date. Our example uses the twenty-fifth of October, twenty twenty-six. P O number means purchase order number: it connects the charge with the order your dealership issued. Invoice number identifies the supplier's invoice. Cheque number records the cheque reference when it applies.
We enter D E M O P O zero two four, D E M O S V C zero two four, and D E M O C H Q zero two four. Use your own document references, and leave references that do not apply empty.
Open Payment type and choose the method you are recording: Cash, Cheque, Credit card or Store credit. We choose Cheque. This records a method; it does not issue a cheque or charge a card.
Choose Pending while payment is still outstanding, or Paid when the payment has been made and you are recording that fact. We'll start with Pending, save the cost, and then demonstrate changing it to Paid.
4:49 · Save and inspect the recorded cost
Review the vehicle, supplier, work, amount, tax, references and status. Documents says Save this cost to attach documents, because an unsaved cost cannot receive attachments yet. Choose Add once the information is ready.
The drawer closes and Cost added confirms the save. Costs now shows one entry, five hundred dollars, with sixty-five tax shown separately. The Reconditioning row identifies the supplier and date and shows Pending. Open the row whenever you need the full details.
Notice the projected margin has moved from six thousand four hundred to five thousand nine hundred in our example. The five-hundred-dollar cost is now reflected in that displayed projection. It is not a guarantee of final net profit. The list price remains twenty-eight thousand four hundred.
Before entering the same invoice again, check the saved row. A saved entry in Costs is the result you are looking for; an open form with filled fields is not that confirmation.
5:54 · Edit, cancel or mark a cost Paid
Select the saved Reconditioning row to open Edit cost. The original information is filled in. This form uses Save and Cancel; changing a field does not immediately update the saved cost.
For example, change Labour from two hundred to two hundred fifty. Amount now shows five hundred fifty and Tax seventy-one fifty. Those are draft edits. Choose Cancel and the saved row still shows five hundred with sixty-five tax. We have not changed the invoice.
Open the cost again. This time, select Paid under Status and choose Save. Cost updated confirms the change, and the row now shows Paid. The amount is still five hundred, with sixty-five tax.
Use Pending again if that is the accurate status you need to record, then Save. These labels track the payment status of the cost. Selecting Paid does not move money, and selecting Pending does not reverse a payment. Check your payment records before changing either.
6:56 · Review a possible duplicate
If you start another entry that resembles a cost already on this vehicle, the form can show Might already be entered, with a summary of the possible match. In this example, the same supplier, five-hundred amount and invoice reference point back to our service entry.
Choosing Add opens This may already be entered. Read the matching cost before you continue. Cancel returns to the draft without adding it. Add anyway is available for a legitimate separate charge, but use it only after checking that you need another cost.
We cancel the confirmation, then cancel this duplicate draft. The original Paid entry remains the only service cost. A duplicate warning helps you review; it is not proof that two similar charges are always the same invoice.
7:45 · Remove an incorrect extra entry
Delete cost removes an entry; it is different from cancelling unsaved edits or changing Paid and Pending. First open the exact cost you intend to remove and check its description and amount.
Here we have deliberately added a separate twenty-dollar mistake called Incorrect extra entry, demonstration. Costs shows two entries and five hundred twenty dollars, with sixty-seven sixty tax. The correct five-hundred service entry is still present.
Open the incorrect extra entry, then choose the trash control, Delete cost. The confirmation says twenty dollars will be removed from this unit. Cancel keeps the entry. Confirm Delete only when that is the cost you mean to remove.
We delete the demonstration mistake. Cost deleted appears and the section returns to one cost, five hundred dollars and sixty-five tax, Paid. Do not use Delete cost to say a supplier has been paid.
8:44 · Use or create a shared cost type
For the next two optional examples, we open another unsaved cost while keeping the original service entry. We will cancel this new cost rather than add another charge.
Start with an existing Cost type. Recent marks a choice you used recently, and System marks a built-in category. If you need a new category, type its name in the picker and choose Create. Here we type Bodywork.
New cost type explains that categories are shared with everyone at the dealership. Name a category, not an invoice number, a part number or an amount. If the name resembles one that exists, the warning offers Use it instead. We show that with Reconditioning, then reuse the existing choice.
For a genuinely new category, enter the intended name and choose Create cost type. Our separate Bodywork example is added and selected in the cost form. Creating the category does not save a cost. It creates a reusable choice, which remains available even if you later cancel this cost draft.
9:48 · Select or create the supplier
Vendor means the business that supplied the work or goods. Search and select an existing vendor whenever possible. If a list says only some vendors are shown, narrow your search instead of assuming the missing name must be new.
If the supplier genuinely needs a new record, use the plus control beside Vendor. New vendor explains that saved vendors also appear in cost, warranty and insurance pickers. This is a reusable record, not a one-off label for this cost.
Enter the vendor's Name and the contact information you have. Category, Phone, Email and Address are available, with Add website, Add contact, Add fax and Add H S T for additional information. We enter Demo Glass Workshop, a fictional phone number and service at example dot com. Don't invent missing contact or tax information.
Choose Create vendor. The new vendor is selected in the cost form. Cancel the cost draft for this optional example. The reusable vendor and category were already created; cancelling the cost does not delete them. We return to the original service entry for the documents.
11:00 · Attach the supplier invoice
Open the saved Reconditioning cost. In Documents, Invoice is for the supplier's invoice; Cheque is the separate area for the related payment document. Save a new cost before you try attaching either. Cost attachments belong inside the cost you opened. The vehicle's separate Documents section shows purchase paperwork. It does not list these cost attachments.
Choose Attach under Invoice, then select the correct image or P D F from your device. Our fictional file is D E M O S V C zero two four invoice. Wait until it appears as a document row. A failed upload is not a completed attachment.
Open the attached file to compare its amounts. The service invoice records two hundred labour, three hundred parts and sixty-five tax, for five hundred sixty-five in total. The five-hundred Amount and separate sixty-five Tax in Edit cost match that document. Attach the invoice to the matching cost and vehicle, not just to any open record.
12:02 · Read and close an attachment
Select the invoice's document row to open it. The viewer identifies the file and its Invoice category. Confirm its stock number and invoice number, then inspect the amounts.
Use Zoom out, Zoom in or Fit to width to reach a useful reading size. If a page extends below the view, scroll to read the rest. We use fifty percent to see the whole example, then look more closely at its amounts. A download control is available in the viewer header when you need a copy.
Close the viewer with its close control, or Escape. You return to Edit cost. Opening and closing an attachment does not replace checking the cost's saved fields, and viewing an invoice does not change Pending to Paid.
12:47 · Attach payment evidence and understand Cancel
Under Cheque, choose Attach for the related payment document. This is separate from the supplier invoice and from the Cheque number field. Our example document uses D E M O C H Q zero two four and refers to the same service invoice and five-hundred-sixty-five-dollar total.
The attached file appears in the Cheque area. Select it to review the reference and amount. This is a fictional training payment record, not a real cheque or bank confirmation. Recording Paid and attaching this file do not cause a payment to happen.
There is an important difference from ordinary field edits: attaching a document to an existing cost takes effect when the upload finishes. It does not wait for the form's Save button. If you choose Cancel afterward and reopen the cost, the attachments remain. Use Cancel to discard unsaved field edits, not to remove documents that already uploaded.
We reopen the original service cost and confirm both document rows, the original five-hundred Amount, sixty-five Tax and Paid status.
13:55 · Recover from an attachment failure
If an upload fails, the document row shows an error instead of a completed attachment. Read the error before continuing. Do not treat the selected filename alone as proof that the file is stored.
Use Retry on the failed row to try those files again. When it succeeds, the error controls disappear and the invoice becomes a normal document row. Select that row if you need to confirm it opens.
If you want to abandon the failed attempt, use its small cross control, labelled Cancel upload. That clears the failed attempt; it does not remove other attachments that already uploaded. You can choose Attach again when you have the right file or are ready to retry.
The upload error and normal cost Save are separate. Keep track of whether you are retrying a document or saving changes to the cost's fields.
14:48 · Recover from validation or a failed save
If Add points out missing information, correct the fields in the form. Amount must be greater than zero, and provide a Cost type, Vendor or Description so the charge can be identified. Date, references and status should still be accurate even when they are not the reason the form is blocked.
If saving returns an error, read the message. In this example, the entered amounts and references remain in the form. Correct a reported field problem or try Add again when appropriate. In Edit cost, the corresponding button is Save.
After a retry succeeds, look for Cost added or Cost updated and check the saved row. Here there is one five-hundred-dollar entry, not two. If you are unsure whether an earlier attempt completed, review Costs before entering the invoice again. Cancelling a draft is not the same as deleting a cost that already saved.
15:43 · Handle an incomplete type list or missing access
If Cost types didn't load, the form explicitly says the list is incomplete and offers Retry. Retry the list before deciding a missing category needs to be created. Once it loads, search the existing choices again.
If Costs is present but its figures are masked, check Hide dollars. Use the eye control labelled Reveal Costs to show that cost group, or turn Hide dollars off when appropriate. The values are still recorded. Revealing a protected group does not grant a different role access to it.
An access message is different from a loading failure. Costs are available to administrators and accounting staff. In this separate sales-role view, Costs and Add cost are absent. Reloading or creating another category is not a way to gain access. Ask your dealership administrator to check the role you need for the work.
Likewise, an empty vendor search is a reason to check the spelling and narrow the search, then verify whether the supplier already exists. Keep shared categories and vendors recognizable so another person can find the same record later.
16:53 · Reach cost controls on a phone
When you are working on a phone, open the same vehicle record and use the Costs shortcut to reach its cost entries. Choose Add cost for a new entry or select the existing row to review it.
In Edit cost, scroll to Documents to reach Invoice and Cheque Attach. Check which area you selected before choosing a file. Save commits changes to the cost fields; Cancel discards those unsaved field changes. Completed document uploads are still retained, as we saw earlier.
After Save, confirm the saved row. Our phone example still shows one five-hundred-dollar service cost, sixty-five tax and Paid. The entry route and confirmation matter whichever device you use.
17:38 · Confirm the complete cost record
We finish by opening the original Reconditioning cost for stock D E M O zero two four. It identifies Demo Service Centre, the brake service, invoice and cheque references, two hundred labour and three hundred parts, five hundred Amount and sixty-five Tax, with Paid selected.
Both the supplier invoice and the payment document are attached to that cost. Their reference numbers and five-hundred-sixty-five-dollar example total agree with the saved entry. The optional category and vendor examples did not add another charge, and the deliberately incorrect extra entry was removed.
Close the drawer and check the vehicle's Costs section: one service cost, five hundred dollars and sixty-five tax, Paid. You now have the saved charge, its recorded payment status and the supporting paperwork together. Use the written guide and chapter links to return directly to adding, correcting or attaching documents when you need them.
Attach and inspect supporting documents
Section titled “Attach and inspect supporting documents”Open the saved cost
Watch 11:00Open its row in Costs. In Documents, Invoice is the supplier-invoice area and Cheque is the separate payment-document area. A new unsaved cost says Save this cost to attach documents.
The vehicle’s separate Documents section shows purchase paperwork. It does not list cost invoices or cheque attachments. “No documents yet” there does not mean this cost has no attachments.
Open a saved cost to attach documents. · Fictional example Select image to enlarge. Attach the invoice
Watch 11:00Choose Attach under Invoice and select the correct image or PDF from your device. Wait for a normal document row. Our fictional invoice DEMO-SVC-024 has $200 labour, $300 parts and $65 tax: $565 total, matching the saved $500 Amount plus separate $65 Tax.
Wait for a normal document row after upload. · Fictional example Select image to enlarge. Open and read the document
Watch 12:02Select its document row. Confirm the filename, vehicle and reference. Use Zoom out, Zoom in, Fit to width and scrolling as needed. The viewer header provides a download control. Close the viewer or press Escape to return to Edit cost.
The external training invoice agrees with the saved cost. · Fictional example Select image to enlarge. Attach the related payment document
Watch 12:47Choose Attach under Cheque for the corresponding image or PDF. Our fictional DEMO-CHQ-024 payment record refers to DEMO-SVC-024 and $565. Open the attached row and check the reference and amount. It is a training document, not evidence of a real payment.
Match both attachments to the saved cost. · Fictional example Select image to enlarge. Understand what Cancel leaves in place
Watch 12:47Uploads to a saved cost take effect when they finish; they do not wait for the form’s Save button. Cancel discards unsaved field edits but does not remove completed document uploads.
After Cancel and reopening the cost, our invoice and cheque document remain. Confirm both attachments and the saved fields before you finish.
Completed uploads remain after Cancel. · Fictional example Select image to enlarge.
Recover a failed upload
Section titled “Recover a failed upload”Retry or abandon a failed upload
Watch 13:55A failed document row offers Retry and an × control labelled Cancel upload. Retry attempts the selected files again. Cancel upload clears the failed attempt and leaves already completed attachments intact. A filename on a failed row is not proof of a completed attachment.
Retry the selected files or abandon that failed attempt. · Fictional example Select image to enlarge.
Expected result
Section titled “Expected result”The correct files appear as normal document rows and can be opened from the saved cost.
Open the fictional service invoice
Training example only: $500 service charge plus $65 tax, $565 total. No real invoice or payment is represented.
If something isn’t right
Section titled “If something isn’t right”Costs or Add cost is missing
Costs requires Administrator or Accounting access. Confirm the correct dealership and ask your administrator to review your role. A missing section does not mean zero costs.
Attach is unavailable on a new cost
Choose Add to save the cost first, then open its saved row. The new-cost form explains Save this cost to attach documents.
I cancelled but the attachment remains
Completed uploads to a saved cost are retained immediately. Cancel discards unsaved field edits, not already uploaded documents.
The file is on a failed row
Use Retry, or Cancel upload to abandon that attempt. Confirm a normal document row and open it before treating the attachment as complete.
The attachment is a training document
The downloadable invoice and shown payment record are fictional examples. Use actual matching documents in your dealership record.
Related guides
Section titled “Related guides”- Record and review vehicle costs
Record a cost, verify its amounts, update Paid or Pending, correct mistakes and keep the supporting documents with the vehicle.
- Update or remove a vehicle cost
Correct fields, record Paid or Pending, review duplicates and remove an incorrect saved cost.
- Recover a vehicle cost save or upload
Resolve missing fields, failed saves, incomplete cost-type lists and failed attachment attempts without entering the invoice twice.