Update a vehicle description and history link

Review marketing text, set the intended history-report link and visibility, and check the saved preview and website.

5 min read · Video walkthrough · Instructions reviewed 26 October 2026

Before you start

Access: Administrator, accounting, data entry or sales access to edit inventory in the intended dealership. A visible Edit pencil alone does not confirm editing permission.

The correct existing vehicle and confirmed stock number or VIN.
Accurate website wording and the intended vehicle-history report address. Access to inspect the actual website output after changes.

Where to go
Inventory → In Stock, In Progress or Delivered → Open the vehicle → Edit → Media & Marketing → Marketing

Watch the walkthrough

23:30 · English narration · Fictional demonstration

Open the existing vehicle editor, correct listing values and equipment, arrange photos, check acquisition paperwork and verify the result. Includes unfinished changes, optional branches, errors and recovery. English captions are included in the picture; a selectable caption track is also available.

All 30 video chapters

Read the video transcript

0:04 · Edit an existing vehicle

In this guide, we'll update an existing vehicle in Carvio, check its photos and purchase paperwork, and confirm the saved result. We'll also cover mistakes, unfinished changes, and what to check when a save or upload does not finish as expected.

Use confirmed vehicle details and your purchase records. You need access to edit inventory. The current editor is available to administrators, accounting, data entry and sales staff. A visible Edit pencil does not, by itself, confirm that your account has access.

Everything shown here is fictional training data. Our example is a white, twenty eighteen Mercedes-Benz GLC three hundred, stock Demo zero seventy-one. Its original listing price is twenty-six thousand nine hundred dollars.

0:54 · Find the vehicle from Inventory

From the sidebar, expand Inventory. Choose In Stock for an available vehicle, In Progress for a vehicle with an active deal, or Delivered for completed deliveries. On a phone, open navigation first.

Search for your stock number or VIN, then open the matching row. VIN means vehicle identification number. Check the year, make, model, stock number and VIN on the record before changing anything. In our example, the stock number is Demo zero seventy-one.

Choose Edit, the pencil beside the vehicle's main actions. If you are redirected or shown an access message, ask your administrator to check your inventory permissions.

1:36 · Understand the editor and Save

The heading now says Edit Inventory. Vehicle Info includes Basic, Features, Specs, and Media and Marketing. Purchase Info holds the acquisition details and supporting paperwork.

Use these section links to reach the part you need. Save submits the changes. Before saving, Cancel opens a discard confirmation. Typing a value, selecting a photo, or seeing a preview is not confirmation that the inventory record was saved.

We will review the whole workflow, but you only need to change the information that needs correction. Leave confirmed information alone.

2:14 · Keep or discard unfinished changes

First, let's see how unfinished changes behave. Temporarily enter twenty-six thousand seven hundred as the listing price, then choose Cancel.

The confirmation currently says, Discard new inventory, even though we are editing an existing vehicle. Here it is asking about the unfinished editor. Choose Cancel in that dialog to keep editing. The temporary price remains available.

Open Cancel again and choose Discard to leave without saving these ordinary form changes. Back on the record, the original price is still twenty-six thousand nine hundred. This does not undo a separate vendor creation, or work that already completed during an earlier save attempt. We'll demonstrate those cases later.

3:01 · Review identity and decoded information

Reopen Edit. In Basic Info, confirm the VIN Number and Stock Number. Do not replace a correct identifier simply to continue the tutorial. Our main example keeps Demo zero seventy-one.

If you need to correct the VIN, compare it with the actual vehicle and your records. When Decode is available, choosing it fills vehicle details for review. Entering a full VIN can also populate those details.

Review Year, Make, Model and Trim, along with the specifications and selected features afterward. Decoded information is a starting point to check, not proof of every option fitted to this particular vehicle. We'll cover validation and a deliberate stock-number correction separately.

3:47 · Set listing price and current mileage

Listing Mileage is the vehicle's current listing reading. Listing price is the amount advertised for the vehicle. These are separate from the mileage and price recorded when you purchased it.

For our example, enter sixty-eight thousand seven hundred and fifty in Listing Mileage, with Km selected. Enter twenty-six thousand four hundred as Listing price. Check both before moving on.

Choose the unit that belongs to the reading. Selecting Mile does not convert the number already typed. Enter the correct reading for the selected unit, rather than relabeling a kilometre reading as miles. Our saved example will remain in kilometres.

4:29 · Review and select features

Open Features. Read the selected features and compare them with the actual vehicle. Search the list for an option you have confirmed.

In this fictional example, search Sunroof and choose Sunroof from the results. The selected feature appears below the search. Similar names, such as Power Sunroof and Panoramic Sunroof, are separate choices, so choose the description that actually applies.

Remove an incorrect selected feature with its small cross, or clear its selection in the list. Do not advertise equipment just because it appeared in a decode. Our example keeps the confirmed Sunroof selection.

If your search leaves an empty dropdown, do not choose a different feature just to fill the gap. Clear the term or use a more familiar name, then choose a visible matching option. In this example, searching Sunroof again restores the relevant choices.

5:24 · Check general specifications

Open Specs. General Specifications includes Body Style, Fuel Type, Doors, Interior Trim Material, Transmission, Drivetrain, Engine Type and Cylinders.

Check the values against the vehicle and reliable supporting records. Drivetrain describes which wheels receive power, such as front-wheel drive or all-wheel drive. Interior Trim Material describes the seat or cabin finish, separately from its colour.

Correct only the fields that need correction. A make, trim, colour or specification that can be typed into a selector still needs to be accurate. Typing a new label does not verify the vehicle.

6:06 · Check fuel economy and technical details

Continue through Fuel Economy and Technical Specifications. Check City, Highway and Combined Fuel Economy, including the unit beside each figure. Use values that belong to the displayed unit.

Technical Specifications includes Passenger Volume, Seating Capacity, Cargo Volume, Fuel Tank Capacity, the front and back legroom, Wheelbase, Exterior Dimensions, Towing Capacity and Horsepower. These are optional details to confirm when relevant to the vehicle's listing.

Seating Capacity must be a whole number from two to ten when entered. In our example, five is correct. If a field is unknown, do not invent a specification merely to fill every box.

6:51 · Add a vehicle photo

Open Media and Marketing. Car Image is where you choose the vehicle's listing photos. If the record has no photos, Add photos also opens the existing vehicle editor; choose Media and Marketing there if needed.

Use the upload area, or the plus tile when images are already present, to choose a photo from your device. Our example adds a clearly fictional rear view of the same training vehicle. Review the thumbnail before saving.

Follow the file guidance shown on screen and choose images for this photo workflow. Purchase paperwork belongs in Purchase Info, not the listing gallery. The visible thumbnail is a selection preview; we still need Save to confirm the record's result.

7:36 · Choose the cover and photo order

The first photo carries the Cover label. Put the image you want people to see first in that position, then arrange the remaining photos in the intended order.

You can drag a photo into position. For a keyboard alternative, focus the photo and press Space to pick it up. Use the arrow keys until it reaches the desired position, then press Space again to drop it. Escape cancels that move.

Here we move the rear view before the front view. After dropping it, check that Cover is on the intended first photo. After Save, check the record's main photo and gallery again. The order in an unfinished editor is not confirmation of the saved order.

8:18 · Review description and report visibility

Marketing contains the Description that is intended for your dealership website. Review the wording and keep it accurate. The editor offers text formatting, but you should always inspect the saved description and the actual website result. We'll show a current record-preview limitation later.

Carfax Link holds the vehicle-history report link. Enter the correct link and choose Display carfax link in website if you intend it to appear there. This training example uses an illustrative example dot com address, not an actual vehicle-history report.

Leave Display this listing as sold on website off for our main example. That switch is a website display choice; it is not how you record a sale, approve a deal or deliver inventory.

9:07 · Review wholesale purchase information

Open Purchase Info. In our main example, the source is Wholesale. Here that describes how the dealership acquired the vehicle. It does not create a wholesale bill of sale for selling the vehicle.

Check Vendor, Purchase Date, Mileage and its unit, Price, Tax, and Invoice Number against the acquisition paperwork. Our example records Demo Auto Wholesale, the first of October, sixty-six thousand kilometres at purchase, a twenty-one-thousand-dollar price and two thousand seven hundred and thirty dollars in tax.

Keep purchase mileage separate from the current Listing Mileage. Our current listing reading is sixty-eight thousand seven hundred and fifty kilometres. A later odometer reading does not mean you should overwrite the earlier acquisition reading.

9:56 · Check price, tax and comments

If you correct the purchase Price, check Tax again. Changing the price can also change the tax displayed beside it. In this separate demonstration, changing twenty-one thousand to twenty-two thousand changes the tax from two thousand seven hundred and thirty to two thousand eight hundred and sixty.

That displayed change does not verify the amount on your invoice. Use the actual purchase paperwork and correct Tax when necessary. We return this example to twenty-one thousand and two thousand seven hundred and thirty, matching its training purchase record.

Use Comments for useful acquisition context. Keep the public vehicle Description separate from these purchase comments. If the vendor is missing, search carefully before using the plus option to create another vendor; that separate action is demonstrated later.

10:49 · Select supporting purchase paperwork

In Purchase Info, find Document. Choose the upload area or plus tile and select the supporting purchase file. The screen lists PNG, JPEG, JPG or PDF, up to ten megabytes. Check that the file belongs to this vehicle before continuing.

Our prepared example is purchase Demo zero seventy-one dot PNG. It identifies the vehicle, vendor, stock number, purchase price and tax, with a total of twenty-three thousand seven hundred and thirty dollars. It is a fictional supporting record, not a document generated by Save.

A preview in the editor is not confirmation that the file reached the saved record. Keep your original file. We'll check its filename and open its contents after saving. Cost invoices and payment attachments have their own place on the relevant cost, separately from this purchase paperwork.

11:45 · Save and inspect the completed record

Review the changes, then choose Save once and wait. A successful save returns to the vehicle record and shows Inventory updated successfully.

Check the saved values, rather than relying on the notification alone. Our example now shows a listing price of twenty-six thousand four hundred dollars and sixty-eight thousand seven hundred and fifty kilometres. Its lifecycle is still Acquired.

The rear view is now the main photo, with two photos in the gallery. Check the Sunroof feature, the intended report link and the purchase attachment. Purchase mileage is still sixty-six thousand kilometres. Saving these edits does not approve a deal or mark the vehicle delivered.

12:29 · Open the saved purchase document

Choose Documents in the vehicle workspace and open the named purchase file. For roles that can view purchase paperwork, this list shows the saved acquisition documents. It is separate from Window sticker in Listing and from the invoice or payment files attached to a cost.

Check the filename, vehicle, stock number and amounts in the viewer. Use Zoom in, Zoom out or Fit to width to read it comfortably. Our example is a one-page image; the document itself clearly identifies it as fictional training data.

Download keeps a copy of the selected file. Close returns to the vehicle. Available actions depend on the file type: this image example has Download but no Print button in the app viewer. Do not assume every document has the same controls as a PDF.

13:20 · Recover field validation errors

Now let's look at recovery. If Save names fields that need attention, go to those fields and read their messages. A field elsewhere on the page can still block saving.

In these separate examples, an unavailable stock number shows StockNumber validation failed, a short VIN shows the seventeen-character requirement, and a seat count of one shows Must be at least two. Check the existing inventory before choosing another stock number, correct the VIN against the vehicle, and enter a valid confirmed seat count.

Do not use Bypass VIN validation to work around an ordinary typing mistake or a duplicate vehicle. If you have confirmed an unusual VIN that still cannot be accepted, ask your administrator to review it. After correcting the highlighted fields, choose Save and inspect the resulting record.

14:12 · Inspect the record after a failed Save

If an error says the vehicle could not be saved, keep the message in mind and check the outcome before repeating the whole process. An unfinished editor can retain your typed values without those values being on the saved record.

In this example, the attempted listing price is twenty-six thousand four hundred and a purchase file was selected. The inventory save fails. After we leave the unfinished editor, the record still shows the original twenty-six thousand nine hundred, but the purchase file is already present.

Cancel and Discard do not remove that completed attachment. Reopen the record, inspect its values and filenames, and retry only the missing changes after addressing the error. Do not repeatedly upload the same file or assume every part was reversed.

15:03 · Verify attachments even after a success notice

Check attachments after Save, even when the vehicle update has a success notification. In this separate example, the listing price saves at twenty-six thousand four hundred, but the purchase upload fails. Documents still says No documents yet.

Read the upload error and inspect the saved file list. Once you have confirmed the file is missing and addressed the reported problem, reopen Edit, return to Purchase Info and choose that file again. Save, then check the filename on the vehicle record.

Here the retry succeeds and purchase Demo zero seventy-one dot PNG appears. Open it to verify the contents. A changed price and an uploaded document are separate results to check; one does not prove the other finished.

15:50 · Remove a photo and check the outcome

To remove a photo, reopen Edit and choose Media and Marketing. Point at the intended photo to reveal its bin control. Check the photo carefully before selecting that control.

Removing the tile changes the unfinished photo selection. Before Save, Cancel followed by Discard leaves the earlier saved photo in place. If you intend the removal, choose Save and check the vehicle gallery afterward.

In this one-photo example, saving the removal leaves No photos yet. Keep original photos you may need again. If you remove the wrong photo before saving, leave the unfinished changes and reopen the saved record, then make only the intended changes.

16:35 · Create a missing vendor deliberately

In wholesale Purchase Info, search Vendor before adding another name. Selecting an existing result uses that vendor. If the name is genuinely missing, the plus option beside the typed name creates a new vendor.

Here we type Demo Transport and choose the plus option. Wait for creation to finish and confirm the selected name. This creates the vendor separately from saving the inventory form.

Cancel and Discard leave our vehicle's original vendor unchanged, but Demo Transport remains available as an existing vendor when we reopen the picker. Do not use Cancel as a way to undo creating a vendor. If you created a duplicate or misspelled name, have an authorized teammate correct the vendor record.

17:22 · Recover a failed vendor creation

If vendor creation fails, read the error and check Vendor before saving the vehicle. In this demonstration, the failed creation clears the selection and the field says Select vendor.

Do not assume the original vendor is still selected. Choose the intended existing vendor, or retry creation after correcting the problem and checking for an existing match. Wait for a valid selected name before saving.

Here we restore Demo Auto Wholesale from the existing results. That is the vendor on our training purchase record. Check the saved vehicle's purchase information afterward.

18:01 · Review trade-in purchase information

A trade-in has a different Purchase Info branch. Its acquisition details come from a sale, and the screen identifies those details as read-only.

The contact, purchase date, price, mileage, invoice and HST registration fields cannot be corrected here. Comments and supporting documents can still be available separately. Check the source vehicle shown in the trade-in information so you know which sale is involved.

An administrator can use Edit Sale to open the originating sale when a correction belongs there. If that action is unavailable to you, ask your administrator to review the source sale. Do not try to change trade-in purchase figures by overwriting the current Listing Mileage or Listing price.

18:47 · Distinguish website appearance from a sale

Display this listing as sold on website is a display override in Marketing. Its explanation says it can show the inventory as sold on the dealer site without marking it sold in the system.

In this separate example, we save the switch on and return to a record that still says Acquired. Reopening the editor confirms that the switch is on. This has not created a bill of sale, approved financing or recorded delivery.

Use the actual sale, approval and delivery workflow to move inventory through its real states. The inventory-state guide covers those steps. For our main example, the website-only sold switch remains off. Check the actual website separately when you change a display choice.

19:33 · Correct a stock number when needed

If the stock number itself needs correction, confirm the intended identifier first. Use a distinct stock number and correct any validation message before saving. Do not rename the vehicle just to avoid finding an existing record.

In this separate example, we change Demo zero seventy-one to Demo zero seventy-one A and choose Save. The resulting record shows the new stock number. Check the VIN as well, so you know it is still the intended vehicle.

After a stock-number correction, use the current record and check any documents or links you intend to use. Do not assume an older downloaded document or bookmarked address has changed. Our main example uses the original Demo zero seventy-one.

20:21 · Check the saved description preview

In this separate description example, inspect the text after Save. In the current vehicle record preview, formatting markers such as paragraph tags can be visible in the saved text. That preview is not proof of how the description appears on a published website.

Check the actual website output separately before relying on its formatting. If unexpected markers remain visible where customers will read them, give your administrator the stock number and a safe screenshot of the problem. Do not add more formatting simply to cover up an unexpected result.

Keep the wording accurate and distinguish this visible preview limitation from whether the other vehicle values were saved. Our main completed example keeps its original description text.

21:08 · Handle an existing purchase-document problem

Open existing purchase files by their names from Documents on the vehicle record. In the editor, an existing file tile can have an empty or missing thumbnail. Do not choose a file for removal if you cannot tell which file it represents.

There is also a current removal limit to know about. In our one-file example, removing the final purchase-document tile and choosing Save still leaves that file on the record. Do not treat a disappeared editor tile as proof of deletion.

If the wrong file remains, keep the original paperwork and ask an authorized administrator to review the record, identifying the exact filename and stock number. Repeatedly uploading the file or repeating the same removal is not confirmation that the problem is fixed.

21:57 · Reach the same task on a phone

On a phone, open navigation to reach Inventory, then open the matching vehicle. Choose the Edit pencil in its actions. Confirm the vehicle before changing a field.

Use Purchase Info to reach acquisition details and paperwork, or scroll through Vehicle Info for the listing and photos. Save and Cancel remain the actions for finishing or reviewing an unfinished edit.

After Save, open Documents on the vehicle to check the named purchase file. Use Cancel and read the discard confirmation when you intend to leave an unfinished editor. These are the same tasks and the same saved results to verify.

22:37 · Confirm the completed example

Back on our completed main example, stock Demo zero seventy-one still identifies the same vehicle. The listing price is twenty-six thousand four hundred dollars, and current mileage is sixty-eight thousand seven hundred and fifty kilometres.

The intended rear image is the cover, both photos are available, the confirmed Sunroof feature is selected, and the purchase file opens with matching vehicle and acquisition details. Purchase mileage remains sixty-six thousand kilometres, with a twenty-one-thousand-dollar price and two thousand seven hundred and thirty dollars in tax.

The vehicle is still Acquired. Use the inventory-state and bill-of-sale guides when the next task is a sale or delivery. For an edit, finish by checking the saved fields and files you changed, and address any error before relying on the result.

Download English captions (VTT) · Open or download video

Reach Marketing

Find and confirm the vehicle
Watch 0:54
Expand Inventory in the sidebar and choose In Stock, In Progress or Delivered for the vehicle’s current list. On a phone, open navigation first. Search the stock number or VIN, then open the matching row.
Check the year, make, model, stock number and VIN on the record. Our fictional example is a 2018 Mercedes-Benz GLC 300, stock DEMO-071, originally listed at $26,900 with 68,500 km.
Find the existing vehicle before opening Edit · Fictional example Select image to enlarge.
Open the marketing fields
Watch 8:18
Choose Edit → Media & Marketing and find Marketing, below the photo area. Keep public wording accurate and separate from purchase Comments.

Review the public description

Enter accurate wording
Watch 20:21
Review or correct Description using the editor’s text and formatting controls. Do not change confirmed wording just to complete a tutorial.
After Save, inspect the description on the vehicle record and the actual website. The current record preview can show formatting markers such as <p> and </p>. That preview does not establish the website’s output.
Check the saved text rather than assuming formatting · Fictional example Select image to enlarge.

Set the report link and visibility

Review the description and report link
Watch 8:18
In Marketing, keep Description accurate. It is intended for the dealership website. After changing it, inspect the saved record and the actual website output; the record preview can show formatting markers such as paragraph tags.
Enter the vehicle’s report address in Carfax Link. Choose Display carfax link in website when you intend to display it there. The example.com link in this guide is illustrative, not an actual vehicle-history report.
Our main example leaves Display this listing as sold on website off. This website-only display choice does not record a sale, approve financing or deliver inventory.
Report visibility and website-only sold are separate choices · Fictional example Select image to enlarge.

Keep website display separate from real sale state

Use the website-only sold choice deliberately
Watch 18:47
Display this listing as sold on website is a display override. In the separate on example, Save returns to a vehicle still marked Acquired; reopening Edit confirms the switch on.
It does not create a bill of sale, approve financing or record delivery. Use the actual sale and delivery workflow for inventory state changes. Check the actual website separately after changing display choices.
A website display override does not record a sale · Fictional example Select image to enlarge.

Save and check the intended result

Inspect text, link and website
Watch 11:45
Choose Save. Confirm the description and Open report link on the correct record, then check the actual dealership website output and intended visibility. The example.com address in this guide is illustrative and does not contain a real report.

Expected result

The saved description and report address are correct, and you have separately checked the actual website display.

If something isn’t right

Paragraph tags are visible in the saved description

Check the actual customer-facing website as well. If markers appear where customers read the description, give your administrator the stock number and a safe screenshot. Do not add formatting to conceal an unexpected result.

The vehicle still says Acquired after website-only sold is on

That is a website display choice. It does not move inventory through Sold and Delivered. Follow the inventory-state guide for a real sale or delivery.

Add, reorder or remove vehicle photos
Choose listing photos, set the cover, remove the intended image and check the saved gallery.
Manage vehicle listings and feed updates
Review outgoing channel states, save listing choices and control incoming feed updates for an existing vehicle.
Move a vehicle through inventory states
Understand Acquired, Sold and Delivered, approve the saved deal, record delivery and recognize the separate manual sold workflow.

Update a vehicle description and history link

Before you start

Watch the walkthrough

Reach Marketing

Find and confirm the vehicle

Open the marketing fields

Review the public description

Enter accurate wording

Set the report link and visibility

Review the description and report link

Keep website display separate from real sale state

Use the website-only sold choice deliberately

Save and check the intended result

Inspect text, link and website

Expected result

If something isn’t right

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