Find vehicles bought from a supplier and read its listed warranty packages.
Before you start
Section titled “Before you start”Access: Access to Vendors and permission to open the vendor. Costs, purchases, warranties, financial details and updates can require additional access. Purchased inventory, warranties and financial totals have their own viewing permissions.
- Sign in to the correct dealership.
- Have the correct person or business name and the information needed for this task.
Where to go
Vendors → Vendor record
Watch the walkthrough
Section titled “Watch the walkthrough”20:45 · English narration · Fictional demonstration
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Find and create contacts, companies and vendors; correct details; link employees; review customer history, purchases, warranty packages and vendor costs; record paid status; save notes and documents; review deletion warnings and recover from failures. Actual application UI and fictional examples. English captions are included in the picture; a selectable caption track is also available.
All 20 video chapters
- Manage customers, companies and vendors
- Find a customer contact
- Save and reuse a directory view
- Create a customer contact
- Add optional customer information
- Update a customer’s details
- Review customer history and follow-up work
- Find a company account
- Create a company
- Add or link a company employee
- Maintain company details and history
- Find a vendor
- Create a vendor
- Update vendor details and banking
- Review costs and mark a recorded cost paid
- Review vendor purchases and warranty packages
- Add and verify a note
- Upload, open and remove a document
- Delete the correct record
- Recover and confirm your result
Read the video transcript
0:04 · Manage customers, companies and vendors
Let's organize the people and businesses your dealership works with in Carvio. Contacts are individual people, including customers. Companies group related contacts. Vendors are the businesses you buy vehicles, services or other items from. The examples in this lesson are fictional.
We'll find and create records, update their details, connect an employee to a company, review customer history and vendor costs, and save notes and documents. We'll also check saved results and cover mistakes and recovery. Use the chapters or the written guides to return to a particular task.
Your available actions depend on your staff access and the features available to your dealership. A missing or disabled action is not a reason to create a second record. Check your dealership and ask your staff administrator to review access when needed.
0:58 · Find a customer contact
Expand Contact in the main navigation, then choose Contacts. Search for the person before creating another record. Choose Search, enter a name or identifying detail, and check the matching name, phone, email and company.
Without a search, the default order is Value, high to low. This is revenue from the contact's closed deals, not a quote for their next purchase. The adjacent deal count and Last deal help put it in context. Engagement shows lead activity; it does not mean the customer has purchased.
Open Sort to choose Most deals, Last deal, Last deal oldest, Most leads, Recent activity, Activity oldest, Name, or Recently added. During a search, Best match is also available. Clear the search when you want to browse the directory again. Select the customer's name to open their record.
1:51 · Save and reuse a directory view
To return to a useful directory view, set the search, sort or vendor category you need, then choose Views. Choose Save current view, enter a name and choose Save. Here we save Contacts by name.
Choose a saved view to apply it. After clearing the list controls, we choose Contacts by name again and confirm Name, A to Z. Delete saved view removes the saved shortcut, not the customer records. Recent views, when listed, can also restore an earlier selection.
These views belong to the current browser and directory. Do not rely on them to follow you to another device or browser, or to remain after browser data is cleared. Check the active search and filters whenever a list looks incomplete.
2:38 · Create a customer contact
From Contacts, choose Add contact. Enter First name and Last name. Both are required. Phone is the mobile number; Email and Address can be added when you have them. Use a ten-digit phone number and a complete email address.
For an address, choose a matching suggestion or use Enter manually, complete the address and choose Done. Check the street, city, province and postal code. If you enter other address details, include the street address too. Do not invent missing customer information just to fill every field.
Here we enter Maya Reed with a fictional phone number and email. Choose Create contact once, then wait for Contact created. The new row appears in Contacts. Use View in the success message or select the new row to confirm the saved contact. Cancel closes an unsaved form; reopening starts a fresh contact.
3:33 · Add optional customer information
The contact form keeps additional information behind Add controls. Add company links the person to an existing company. Add date of birth, Add SIN, Add driver's license and Add registration number are available when that information is relevant to your work. Home phone, Work phone and Fax are separate from the mobile number.
For a driver's license, supply Number, Province and Expiry together. If you start that group and leave part of it missing, correct the highlighted fields or remove the group before creating the contact. The remove control clears the optional field, so do not use it to collapse information you want to keep.
SIN is masked until you reveal it. Enter sensitive identity information only when your dealership needs it and you have the correct details. This lesson leaves those fields empty. A contact does not need identity documents merely to appear in your directory.
4:31 · Update a customer’s details
Open the customer record and use Contact Details. Select a contact value, enter the correction, then press Enter or select outside the field to save. Press Escape while editing to cancel. Wait for the saved value before moving on. Here we correct Maya's email and confirm it remains on the record.
The details include Company, Cell, Home phone, Work phone, Fax and Email. Identity information includes SIN, registration number, date of birth and driver's license. Address has its own editor. Changes to company, dates and address use their own controls; there is no single Save all button for this page.
Check each change after it saves. If saving fails, read the error and inspect the value still shown before retrying. The contact's name is displayed in the header, but this detail page does not provide a name editor. Do not delete a contact to correct its name or assume a change to another person's record updates it.
5:33 · Review customer history and follow-up work
Jordan's contact record brings together related work. The message history is read-only here. It shows the message, channel, date and related lead status. Select a message to open its lead when that link is available. Reply from the relevant conversation, not by adding a note to the contact.
Use Leads to open the enquiry you need. Appointments lists related visits; select one to open its details, or use Add to create a visit for this contact. Tasks works the same way for follow-up work. Check the linked customer, title, owner and date before saving a new task or appointment. The related guides explain reminders, outcomes and customer notices.
Purchased inventory lists vehicles associated with this customer. Select a vehicle to inspect its record. If that shortcut does not open, expand Inventory, choose In Stock, In Progress or Delivered, and search for the displayed stock number. Our example vehicle is Delivered. Notes and Documents hold the contact's supporting information. An empty section means there are no items shown there; it is not proof that a lead was answered or a visit completed. Confirm the status on the actual lead, task, appointment or vehicle.
6:50 · Find a company account
Expand Contact and choose Companies. This directory is for organizations, while Contacts holds the individual people who work with them. Search by company name or registration number, then check the business contact details and location.
Account value shows the company's closed-deal revenue. Contacts shows its related people. Last deal gives purchase context. Use Sort for Account value high to low, Most contacts, Name or Recently added. Best match appears while searching.
Open Lakeshore Fleet Services to review its employees and purchases. A company employee here is a customer contact linked to that company. This is different from a staff member who signs in to your dealership. Use Team and the staff access guides to invite staff or change their permissions.
7:42 · Create a company
From Companies, choose Add company. Name is required. Add the business phone, email and address when available. Optional controls let you add HST number, Registration number, Cell phone, Fax and a Note. Use the company's own business details rather than copying an employee's personal information.
Here we create Cedar Fleet Services with a fictional business number and email. Check the entered details, then choose Create company. Wait for Company created and use View or select the row to open the result.
If you included a note and see Company created, but the note could not be saved, the company already exists. Open that company's Notes and add the note there. Do not submit the creation form again just to retry the note. We will add an employee to the saved company next.
8:33 · Add or link a company employee
On Cedar Fleet Services, choose Add employee in Employees. This opens New contact with the company already selected. Enter the person's First name and Last name, then their own phone and email. Check Company before you choose Create contact. The saved person belongs in Contacts and in the company's Employees list.
Add employee creates a new contact. If the person already exists, open their contact record instead. In Contact Details, select Company, search for the saved company and select it. Here we link Maya to Cedar Fleet Services. Check the company name on the contact, then return to the company and confirm Maya in Employees.
Select an employee to open their contact record. If View all employees appears, use it to open the company-scoped contact list. Linking a person does not invite them to Carvio or grant dealership access. If you selected the wrong company, choose the correct one on the contact and verify the association again.
9:36 · Maintain company details and history
Use Company Details to update Business phone, Cell phone, Fax, Email, HST number, registration number or Address. For an editable value, select it, enter the correction and press Enter or select outside the field to save. There is no separate company Edit page or Save all action.
Purchased inventory shows related vehicles with stock number, price and sale date. Open a vehicle when you need its actual deal and delivery details. View all purchases appears when more purchases are available than the page currently shows. An account summary is not a substitute for checking an individual Deal.
Use the note composer for a business-specific instruction, then wait for Note added and check Notes. Documents belongs to this company account. Employee notes and files belong on that person's contact when that is the right context. The company name is shown in the header; this detail page does not offer a name editor.
10:38 · Find a vendor
Choose Vendors in the main navigation. Search for the business name before adding another record. The list shows category, contact details, location, Outstanding and Total spend when your access includes those figures.
Outstanding high to low is the default browse order. It helps you find the vendors with the largest recorded unpaid costs. Use Sort for Total spend high to low or Name; Best match is available while searching. Use the category control to narrow the list, then clear it when you want all vendors again.
Open Harbour Auto Service. Costs shows work recorded against this vendor, while Purchased inventory shows vehicles bought from them. These answer different questions. A vendor's total spend or outstanding figure is a recorded summary, not confirmation that a bank payment has been sent.
11:31 · Create a vendor
From Vendors, choose Add vendor. Enter the business Name, then choose a Category if appropriate. Add Phone, Email and Address when available. Optional controls expose Website, Contact, HST number and Fax. Category helps you find the business later; it does not itself create a cost or warranty package.
Here we create Bayview Detailing with a fictional phone number and email. A website can be entered as example dot com. Check the saved value after creation. Use Enter manually if you need to enter an address without selecting a suggestion; include the street address when you fill other address parts, then choose Done.
Choose Create vendor and wait for the saved result. Open the new vendor and confirm its contact details. A new vendor can have no costs, purchased inventory or warranty packages yet. That is an expected starting point. Record a vehicle cost from the appropriate vehicle workflow and choose the vendor there.
12:32 · Update vendor details and banking
Use Vendor Details for Category, Phone, Fax, Email, Website, Contact and HST number. Select an editable value, make the correction and press Enter or select outside the field to save. Address has its own editor. Check the saved information before leaving the page.
Banking is shown only with the relevant financial access and carries an Accounting label. It includes Bank, Transit, Institution and Account. Account is masked. Viewing financial information and changing vendor details are separate permissions; someone may be able to read a value without being able to edit it.
Saving bank information records the details on the vendor. It does not transfer money. Use verified business information and your dealership's payment process. This example uses a fictional bank record. Do not substitute a customer's personal banking details. The vendor name in the header has no name editor on this page.
13:32 · Review costs and mark a recorded cost paid
The Costs ledger lists the vehicle, cost type, stock number, amount and date. Unpaid items include Mark paid. Before using it, identify the correct invoice and confirm that your dealership has actually paid it. Mark paid changes the recorded cost status; it does not send a payment.
Our example has a six hundred and fifty dollar repair outstanding and a three hundred and fifty dollar inspection already paid. We choose Mark paid for the repair. Wait for saving to finish. The repair no longer shows Unpaid or Mark paid, and the displayed outstanding amount clears. Total spend remains one thousand dollars because the recorded costs still exist.
If the update fails, the row returns to Unpaid. Read the error and retry only after checking the payment. Select the vehicle row to review its cost record. If the shortcut does not open, find that stock number in the appropriate Inventory list. If View all costs appears, it opens the vendor cost report; check the report's scope and filters before drawing conclusions from it.
14:39 · Review vendor purchases and warranty packages
Purchased inventory lists vehicles bought from the vendor, with stock number, purchase amount and purchase date. Select a vehicle to open its details. If the shortcut does not open, search for its stock number from Inventory. This is different from a customer or company's purchased inventory, which shows vehicles associated with that buyer.
For our warranty example, return to Vendors and open Northstar Warranty. Warranty packages lists the vendor's available package entries. Read the package name, duration and distance. Unlimited time and unlimited distance are separate descriptions; do not assume one means the other. Financial totals, when available to you, describe the recorded package activity.
This section is a catalogue view. Package rows do not open an editor, and there is no Add package button here. Use the extended warranty guide when choosing a package for a Deal. Notes and Documents let you keep the vendor's supporting instructions and files in the right record. A vendor category alone does not add a warranty package.
15:47 · Add and verify a note
Contacts, companies and vendors each have a Notes section and a note composer. Start on the correct record, enter the note, then choose Add. Return to Harbour Auto Service for this note. Here we record that the vendor wants the invoice number included with payment references. Wait for Note added and check the text, author and date in Notes.
A note is internal record-keeping. It is not an email, a text message, an appointment or a task. If someone needs to act by a deadline, create the appropriate task instead. If you need to reply to a customer, open the relevant lead or Inbox conversation.
If a note cannot save, the error does not mean it was added. Keep the text, check the existing Notes and retry. Confirm that only the intended note is present. The note composer can also attach documents; use the file guidance in the next chapter before choosing an attachment.
16:44 · Upload, open and remove a document
Open Documents on the contact, company or vendor you are documenting. Use Add beside Documents, the file area or the composer's attachment control. Choose an image or PDF. Each file must be no larger than twenty-five megabytes. Keep the original on your device until the upload finishes.
Watch the file row. Uploading and processing are not a completed upload. When the file is available, select its row to open the document viewer. Check that the contents belong to this record. Our example is a fictional service reference, not a real customer's identity or banking document.
If an upload fails, use Retry when offered, or remove the failed upload and select the file again. If a retry finishes but the file row does not appear, reopen the record and check Documents before uploading another copy. Protect any unsaved note before leaving. A saved row saying Couldn't process this file has its own retry. Document not available means the file cannot be opened; a retry is not offered for that state. Find the correct original before replacing it.
To remove a saved file, choose Delete document and read the confirmation naming the file and record. Cancel leaves it in place. Confirm Delete only when it should be removed. Removing the attachment is different from deleting the contact, company or vendor.
18:08 · Delete the correct record
To delete one record, use its row's Actions menu or More actions in its detail header. The detail menus use Delete contact, Delete company or, for a vendor, Delete. Row menus use Delete. Read the name and consequence in the confirmation before deciding.
A contact's past deals and leads are not deleted by removing the contact. Deleting a company does not delete its employees or past purchases. The vendor confirmation says that deletion permanently removes the vendor and cannot be undone. Do not treat deletion as a way to settle or correct an invoice. The contact and company messages describe related history; they are not a promise that the deleted record can be restored. These screens do not provide an Undo or restore action.
For several records, use the selection checkboxes and the Delete count action. Review every selected name. Cancel if the set is wrong. If a bulk action only partly succeeds, read which records failed and check the list before retrying. Do not repeat a successful deletion or delete a record merely because its email or company needs correcting.
19:18 · Recover and confirm your result
If a directory says Couldn't load this list, use Retry. A connection failure is not an empty directory. If a search has no matches, check spelling, clear the search and any category filter, and check that you are in the right dealership. A company-scoped contact list may still be limited to that company.
When a creation form reports an invalid phone, email, website or incomplete address, correct that field and submit again. A failed save keeps the form open. Wait for the success message and confirm the actual row before starting a second creation. If the record says not found, return to its directory and search again; it may have been removed or you may not have access.
On a phone, open the main navigation first. On a contact use Work for related activity and Details for contact information. Companies offers Employees, Work and Details; vendors offers Costs, Work and Details. These controls let you reach the same task without a second record.
We finish with Maya's corrected contact linked to Cedar Fleet Services, the company employee association visible, and the vendor repair recorded as paid. The service note and file are saved on the vendor. Check the relevant saved record, not just a success toast. Use the related Deal, Inventory, Tasks, Appointments, Inbox, Reports and Staff access guides for the next task.
Review vehicles bought from the vendor
Section titled “Review vehicles bought from the vendor”Open Purchased inventory
Watch 14:39Open the vendor and choose Purchased inventory. Compare vehicle, stock number, VIN, purchase amount and date. On a phone choose Work first.
Open Purchased inventory · Fictional training example Select image to enlarge. Open the vehicle when needed
Watch 14:39Select the purchased vehicle to review its actual record. If the shortcut does not open, expand Inventory, choose the appropriate vehicle list and search for its stock number. Vendor purchases are vehicles your dealership bought from the supplier; customer/company purchase history describes the buyer’s side.
Read warranty packages
Section titled “Read warranty packages”Open the warranty supplier
Watch 15:00Return to Vendors and open the relevant supplier. The warranty example uses Northstar Warranty.
Open the warranty supplier · Fictional training example Select image to enlarge. Read Warranty packages
Watch 15:05Check package name, duration and distance. Unlimited time and unlimited distance are separate conditions. Financial activity totals depend on access.
Read Warranty packages · Fictional training example Select image to enlarge. Use the Deal workflow to select coverage
Watch 14:39This section is a catalogue view: rows do not open an editor and there is no Add package button here. Use the extended warranty guide for choosing a package on a Deal. A vendor category does not itself add a package.
More detail: Add an extended warranty
Expected result
Section titled “Expected result”You have found the relevant vehicle or read the supplier’s actual listed package terms.
If something isn’t right
Section titled “If something isn’t right”No packages are listed
Check the supplier and warranty access. Creating a vendor or setting its category does not add a warranty package.
I cannot edit a package here
The current vendor section is read-only; it does not provide a package editor.
Related guides
Section titled “Related guides”- Review vendor costs and record payment
Identify the correct recorded vehicle cost and mark it paid after payment has actually happened.
- Add an extended warranty
Record a separate warranty product and check whether its price is included in the selling price.
- Manage contact, company and vendor documents
Upload, open, retry or remove an image or PDF on the correct directory record.