Frequently Asked Question
1. How do I delete a wrongly posted payment?
A: Please go to the apply payments screen, select the customer, then go to payments history, right-click on the payment you want to delete, and then select Revoke selected payment, click yes, type the reason for the revoke, and finally click Revoke.
For your own security and protection reasons, you see multiple steps.
2. How do I sort a column in grid view?
A: Just click on the column header; once ascending, click descending.
3: How can I make my report fonts larger?
We did our best to add the most important or needed columns; there are many ways to make the report more readable.
1. You can ignore some columns when you print a report by right-clicking and selecting grid view layout; uncheck unwanted columns.
2. Use larger-size paper; you also have the ability to change the font size from the printer icon after viewing.
4: How do I use the program on multiple computers?
A: You can use the program in multi-user mode free of charge; please see the I need help tab on the dashboard.
5. How can I cancel a deal and delete the customer's information?
A: First, go to the payments screen, revoke all payments except the opening balance, and then you can cancel the deal from the (Sell or Deal) icon on the dashboard. Click on cancel deal, select which car you want to cancel, then click the trash can icon, confirm, and delete.
6: How do I hide unwanted columns on the report?
A: After viewing the appropriate report, right-click and select Grid view layout; uncheck unwanted columns; click OK; now click the printer icon to save the layout.
7: How do I organize columns in a desired way?
A: After viewing the appropriate report, if you want to hide any column, just right-click and select Grid view layout, uncheck unwanted columns, and click OK. then drag any column (from the header) to the left or right in the desired position. After you are done, click the printer icon to save the layout.
8: How do I remove spaces from report columns?
A: After viewing the appropriate report, right-click on the grid, then select Optimize Grid View, and finally click the printer icon to save the layout.
9. How do I cancel a repossessed vehicle?
A: You can cancel a repossessed vehicle from the apply payments screen; please see the online video.
10: I see SMS and/or email on some forms; why do I need it and how do I use it?
To help our dealership stay up-to-date with today's technology, we added this option to allow the dealer to send a short message service (SMS) to the provided phone number for each customer or send an email to inform them about upcoming payments or other information. Please see the setup screen (on the dashboard) for what you need to do to use this functionality.
You will need a valid email address; you must know your email's SMTP server address and port (please ask your service provider; sorry, we can't help you with that); and you need to use the same email password (same password when you login to get your email). For example, if you have email with email_domain.com, you will need an outgoing mail server (SMTP) something like this:
Before you start, make sure your your email server allows third-party apps to send emails using other applications. Login to your email client and check your settings.
| Outgoing mail server: | smtp.email_domain.com | Email Address: | Your email at email_domain.com |
| Server Port : | 587 | Password: | is above email password |
We have no access to your information or your data; it is all saved on your computer and encrypted for other applications. just like Microsoft Outlook or any other email application. above SMTP and PORT information only. If you are using secure login SSL, you may download and unzip DLL files from the link DLL FILES. unzip two files into C:\ MyDealership
Note: Microsoft, Gmail stopped access third party tools to their email servers, even MS outlook not supported anymore to access their own servers.
There are a lot of free email providers that allow using third-party tools or buying your own domain with an email account.
11: How do I send an active vehicle's information to my free page?
A: This service is provided free of charge for the paid version (sorry, not available on the demo version). Go to the add/edit vehicle screen, find the vehicle, then click on the tag icon and select publish vehicle information for sale. (You must be online.)
12. How do I group my report by column?
A: After viewing the appropriate report, just drag any column to the group area. Not all reports allow grouping; also, make sure you group by any acceptable value. For example, you can group by year, make, etc.; it doesn't make sense to group by stock. No, as this number is unique.
13: Is there a way to print a credit form?
Go to dashboard, the default forms, select the credit app form, add it to the right box, save, then go to sold vehicle, select the vehicle, and then print the credit app form.
14: How do I view certain records (filters) on a report?
A: After viewing the appropriate report, click the box below the column header, then either check the required records or just filter on any columns with values, for example: column year = 2010 and make = BMW, and so on.
15: How do I view only the sold vehicle's information (the sales screen)?
A: Go to the sold vehicle's tab (on the right). Select the vehicle, then click on the view icon in the sales type column.
16: How do I open, view, or change a sold vehicle's information (just vehicle information)?
A: Go to the sold vehicle's tab (on the right). Select the vehicle, then click on the open icon in the stock no. column.
17: How do I add my own form to the program?
A: Most of our forms are universal and used in all states. If you can't find your form, you can create your own form with FormMaker or scan it and email it to us as an image (it must be scanned by scanner, not a picture by phone). We will add it for free if the form(s) are used by other dealers too. If you request to have the form private (dedicated to you only), we will charge $35.00 for a one-page form, $75.00 for a two- or three-page form, and $110.00 for any form with more than three pages.
Note: Private forms are not eligible for free updates. "Form update, not the software.".
18. Some screens, like the payment screen, ask too many questions before I execute the action.
A: We added those confirmations to protect your business and employees and to avoid mistakes.
19: How do I reverse if I accidentally put someone's car as reposed?
A: Go to the application payment screen, find the customer with the right vehicle, then click More, select Cancel Repossession.
20. What is the catch-up payment amount on the payment screen?
A: The catch-up amount is the leftover from the previous payment. When the customer pays a partial payment, for example, a regular payment of $150, and the customer pays $100.00, there will be a $50.00 catch-up next payment.
21. What are repairs and other charges on the payment screen?
This is a useful option to allow different transactions (not related to regular sales payments and balance) to be used for repairs or other custom loans, and there is a report to track each customer's balance. Note: This repair is not the same as the repair on the vehicle's screen.
22. What is the tracking number on the payment screen?
A: This number for GPS tracking (PassTime GPS or another provider) is used by some dealers.
23. Is your software refundable?
A: No, software is not refundable in all cases; however, please see our refund policy before you make a purchase decision.
24. How do I keep my revoked payment history?
A: Please go to the setup screen on the dashboard, then go to options, and check the box. Track revoked payments.
To ignore or if you don't want to keep history of revoked payments, just uncheck the same box and click save.
25. I'm moving my data from a different program, and I'd like to avoid partial payment for now until I finish all my work. How do I do that?
A: Please go to the setup screen on the dashboard, then go to options, and uncheck the box. Track partial payment (if checked)
Check it back if you want to track partial payments, and click save.
26. What is auto-backup on the setup screen?
If checked, the program will backup your database file every time you close the program.
27. Why do I need to enable user access in multi-user mode or when I access my inventory from home?
A: When you have a computer connected to the network, the best thing to do is to protect your customers' data and privacy. When your database server is running in multi-user mode (for ease of use, anyone who connects to your network and has 4Dealership installed on his or her computer can access your inventory), this applies even when you access your inventory from outside your office. But if you enable user access, then your inventory will be very secure, and no one can access it even if they have 4Dealership installed; only authorized users will be able to access it. This is true with any program on the market, even Microsoft products.
Our database is very secure and encrypted; no one can access it without the 4Dealership program. your responsibility to protect your data.
28. How do I protect my data before my computer?
A: The database itself is encrypted, and there is no way for anyone to access it without using the 4Dealership program. The only way to protect your data is to enable user access security from the setup screen. If you do, then your data will be protected even if your computer is stolen.
29. I got a new computer. How do I transfer or copy my 4Dealership program with my data to this new computer?
A: There are many ways: In both ways, you will need an external drive or any USB disk drive.
Method 1: As easy as transferring or copying any other folder to another computer, just close the program and db server (if running) first, then copy the C:\MyDealership folder to a USB flash memory drive or any external drive, then move this USB drive to the new computer, and then copy the above folder from the USB drive to the new computer to the C:\ drive. Open the folder called (C:\MyDealership) in your new computer and run the program called MyDealership.exe (you can also right-click on it and send a shortcut to the desktop). You will need to register the program on this new computer; the above steps work 99% of the time.
Important Note: Please do not paste to my documents folder or somewhere hard to find even by you.
Method 2: While the program is running, click on Help & More, then click on (Make a copy of the MyDealership program) and select your USB or external drive letter. Wait till all files are copied to the USB drive. Now move the USB disk to the new computer and run a program called MyMover.exe (which should be on the top-level USB drive letter).
30. My program was working yesterday without issue, but today I'm getting an error: DB server not found. Why?
A: Using (DHCP) dynamically assigned IP addresses is not recommended because these addresses may change and render the program unusable. To avoid this situation, you should assign a static IP address to the DB server machine only.
The computer (where the DB server is running) may pick a new IP address. This means that when you turn on or off your computer or even the router, your computer may pick a new IP address different than what you had before; in this case, other computers are still looking for the old IP address. All you need is the correct 4Dealership client "other computers" to point to the new IP address where the server is running, "main computer."
31-How do I edit a sold vehicle's information ?
A: To edit sold vehicle's information, go to sold vehicle's tab (on the right) select the vehicle, then click on Open icon on stock no column list
32-How do I edit a active vehicle's information ?
A: To edit active vehicle's information, go to active vehicle's tab (on the right) select the vehicle, then click on Open icon on stock no column list
Also you can edit vehicle's information from dashboard and then click Add/Edit vehicle.
33-How do I delete a vehicle from my inventory?
A: You can delete active vehicle from Add/Edit vehicle screen, find the vehicle, open it, then click on the tag icon "more options" (on the left bottom)
Note: You can't delete sold vehicle, if you you want to delete sold vehicle, then you must cancel the deal first, if there are payments for this deal, you have to revoke all payments first
Steps to delete sold vehicle 1-Revoke all payments for that deal, 2-Cancel the deal, 3-Delete the vehicle.
34-How can I print payments schedule for previously sold vehicle ?
A: Go to sold vehicles list, select the vehicle, click Open icon, then click on print payment schedule icon, from there you can print hard copy or screen view.
35-I sold a lot of vehicles, but I see only some of them on sold vehicles list, why? and how I see all of them again?
A: By default the program shows vehicles sold within last 6 months, if you want to see all, just right click on the sold vehicle list, and select view all sold vehicles
Note: sold vehicles list is quick view and access, also you can view all sold vehicles from reports.
36-We paid for the software, but still we are getting only 100 vehicles allowed message on demo version, why ?
A: This message shows only if you have demo version installed, to fix this issue you have to install FULL paid version, please check your email (sent after you purchased the program) , there is instruction on how you install the full version.
Important note: DO NOT UNINSTALL the program if you have valid and real data, just install the full version over. re-instllation will not effect your data files, only program files will be replaced with paid version.
37-I have 4 computers, 2 of them shows message only 100 vehicles allowed message on demo version, why ?
A: Please see #36, you need to install FULL paid version and register each computer (unlock the program from Help and More)
38-How can we delete a vehicle information from active inventory (the vehicle not sold yet) ?
A: Just go to to active vehicles list, click open icon, or from dashboard click vehicle screen (add/edit), find the vehicle, finally click on tag icon, last icon from top, and select delete vehicle.
39-How can I add cost or repair to vehicle ?
A: Open vehicle screen either from select it from active or sold vehicles list, or from vehicle screen on the dashboard, then click repairs/cost tab (You must select vehicles first), then click new cost (1), if you want to add this repair to total cost, check box add as expense. finally click save
40-I have a customer who wants to change from biweekly to weekly payments is there a way to change that in the system (change deal)?
A: Yes you can, just go to deals (sell a vehicle screen from dashboard), then select modify a deal, select the customer and vehicle you want to change, change what you want and click save. You may need to re print sales contact as some values will change.
41: When I try to sell a vehicle my taxes incorrect, what I need to fix it.
A: Please go to setup screen, first make sure you have correct state in your address, then click taxes and make sure you select appropriate tax model from dropdown box, and check, fix taxes and fees, finally click save
42-How I print sales forms like bill of sale?
A: After you sell a vehicle, you see a screen to print forms, if you don't see it, something not right , check your data and click save again.
If you want to print previously sold vehicles, just got to sold vehicles tab, click view icon, then click printer icon
43-How to change list of my forms on printout?
A: Please go to dashboard, then click on default forms, then add form/s from left to right side. and click save
44-How I do repossess a vehicle?
A: To repossess a vehicle , click on dashboard, then click on payments (apply payments), click on select customer, select desired customer-vehicle from the list, after you open the vehicle, click on green car icon (repossess vehicle), entered values, print repossess form, and click process
45-Few customers' late fee not showing? why and how to fix it?
A: When you see a vehicle you have option to charge late fee, if that value left ZERO the late fee doesn't show up. To show late fee, go to dashboard, Sell vehicle, and modify the deal, put value on late charge fee, and late days, finally save it (You will need to reprint legal forms and let customer sign it).
46-Why I received message asking me to re-register for something already paid ?
A: All or most our customers receive this message if there is new major update or upgrade, if you don't re-register you won't be able to get those free updates.
47-How I correct my state in my address?
A: The program registered by dealer name, city and state, please send us email to request new key for the correct state.
48-I moved the program (C:\MyDealership) folder to another computer, but now asking me to re-register, why ?
A: For your business and customer protection you have to re-register the program on every new computer
49-How I move my program to my new computer?
A; For single users only: you can copy complete program and databases to another computer using removable USB drive, open the program, then click help & more, select Make a copy of MyDealership program, select your external drive, and then take this external USB drive and hock it up in your new computer, copy the folder called X:\MyDealership (where X is your removable drive) to your local disk C:\ Drive on the new computer, and finally you can create a shortcut on your desktop for C:\MyDealership\MyDealership.exe program , make sure you unlock the program using same unlocking method when you purchased the software.
Or watch online video on how you copy the program from one computer to another (see help & more, getting started)
If you don't have the email, let us know, we will charge $25 as service fee to re-create the email with new key.
50-What is No-IP or Refresh No-IP on DB server?
A: This is useful functionality to identify DB server from other computers (clients) , you don't need this if you know DB server IP address, this is only useful if someone needs help using email address or password to join the db server instead IP address.
51-Can I access my inventory from internet using browser ?
A: No, this is standalone application installed locally, your inventory saved in your local computer where full or server only installed, However, if you have enough knowledge with networking, firewall you be able to access your inventory if you enable multi users mode. see help & more then getting started.
52-I need to keep a copy of the program in safe place, or do a full backup of the program , how I do that?
A: The best way to make a backup is to transfer program folder to USB flash memory stick (removable drive) , click help & more, and then click on Make a copy of the program from server side (where full version installed, not client's computer), then select USB drive and click OK. you can do everyday and overwrite all files.
53-How I export report data to Excel file?
A: The program has option to export to CSV (comma-separated values) and then you can open it with Excel and format columns as you wish, to do just open the report, then right click, and select export to CSV file.
54-Where are my all sold vehicles? I see some of them but not all
A: The program by default shows all vehicles sold within last 6 months, to see all of them, just right click on sold vehicles and select show all sold vehicles.
55-How to add/change users security and permissions?
A: Open the program, from the dashboard click on setup icon, then click on security icon on the left
56-I downloaded VINDecode and installed, but still I'm getting (Not valid vehicle identification number (VIN)) I know for sure valid VIN, what is the issue?
A: Please check your antivirus and make sure you didn't block the program from running or deleted by antivirus, to test it, disable your antivirus for 15 minutes, download VIN decoder again and test it, should work just fine.
57-We have Norton antivirus and internet security install can you help us to setup multi user?
A: No, we don't support and third party tools or configuration even if you are using our software. However, we can help you for FREE only if you are using Microsoft firewall or antivirus.
58-When I click on Karshop or update program, all I see flashing and goes away, why?
A: Looks you have antivirus or internet security software that blocked those programs, to solve this, just disable your antivirus/internet security program for few minutes and then try, will work, in some cases you must uninstall antivirus to solve this issue.
59-How I upload my inventory to a website?
A-From the dashboard click publisher icon (lower left), then click #1 settings, and select desire website from the list (if known website), then type Dealer ID, FTP address, user name and password (provided by the website for example carsforsale.com, and then click TEST, (FTP port 21, unless provided to you by the website owner). if all correct you should see connection successful message, else correct your data and try again, if all passed, click #1 icon again to close this screen, and select which vehicle you want to upload, or just click #2 upload to upload all inventory with images. please see help file
60: Is there a way to add static message to window sticker (last box)?
A: yes you can, go to windows explorer, find C:\MyDealership\ and then create text file called stickernote.txt and add your own custom message up to 500 character.
61: What is that square box shows in windows sticker and how used?
A: That is a barcode for cell phone users, allows then to access CarFax history report just by scanning that code, cell phone must have ability to read bar codes and has compatible software installed. (Customer's responsibility to pay for the report fee if they want to see full report)
62-How I move my inventory with me wherever I go?
There are three ways to do accomplish this
1-Install it in laptop and move it with you, even you can use your laptop as server for multi users when you back to office
2-Use Client\Server (Requires router firewall changes and static IP addresses internal & external)
3-Copy installed program to USB external Hard Drive and save all you data into external drive, and move it with you, for your business protection , this option requires registration every time you connect the HD to another computer
63-How will I close an accounts that never paid or were a total lost?
A: You can close the account from payments screen, just select the customer, click on More, then Mark the account outside financed (Close).
64-If a customer is paying their account early, how do I give them a discount?
A: After you find the customer on payment screen, click on adjustment, then select Balance adjustment, type the amount in negative like -100 and save (make sure you add note)
65-How I close an account for a customer that returned the vehicle for some reason?
A: if just full refund (no payments made yet), you can cancel the deal from sell vehicle icon on the dashboard, or you can do through adjustment by selecting buy-back, or if there are payments and you want to cancel, delete all payments first, then cancel the deal as first option.
66- I don't see one of my state forms on the list, if I send it to you can you add it to my forms?
A: Yes we will add them for free, or create your own forms using FormMaker program, easy to use just like MS word program.
67-Why I see customer names in Red fonts in activities list?
A: Customer with Red fonts mean they are behind on payments. (was in yellow line before)
68- What are small icons from of some columns like stock no, account no so on?
A: Those icons allows to open related screens for fast and easy access, kind of shortcut.
69-What is my option good for?
A: My options is good for one user and not program wide when used in multi users to allow the user to change settings.
70-Printer icon not showing on default forms, how I print them ?
A: Default forms for view only to show you how those forms look like, you can print them from related screen with filled in data. For example you can print deal forms from sold vehicles screen.
71-After update my program deleted and I can't open it, why?
A: Looks your internet security program like (Norton) deleted updated while applying temporally updated file, you will find C:\MyDealership\MyDealership_bak.exe just rename it to MyDealership.exe, disable your internet security and re-run the update. also try to add exception or safe list in internet security program
72-How I added/attach pdf file or scanned driver license image to a vehicle ?
A: Each vehicle, customer has it's own attachment, just find and open the vehicle, click on scan document icon, then click + sign on Scanned Document screen, then select a file, and click open, after you see it on the list, you can open it by double clicking on it.
73-How I report bug or a problem or need help?
A: Please click on help and more, then click report bug or feedback, fill out ticket and we do our best to answer your questions or fix any problem you have that relates to our program only.
74-Do you charge if I report a bug or issue relates to the program only?
A: No, all fixes on the program are free, you must use ticking system as described on # 73 above
75-Where I can find sales RECAP to see profit , expense for single vehicle
A: The form called Dealer_reference.rp4, just add it to selected forms on Default forms, and you can see it on sales screen print out.
76-When I print I get error No Paper
A: This is not program issue, just go to printer settings and select correct paper source (you should select correct tray), click save or OK, and then try to print (some drivers doesn't work with auto select).
77-While I was working I got error message 1101 The connection to the server at xx.xx.xx.xx has been lost, why?
A: The error is clear, means lost the connection to the DB server.
1-Make sure the DB server is running on the main computer (The Server), also make sure the computer is ON.
2-Make sure no one changed the firewall settings. (you can turn it off for testing)
3-Make sure your office router ON and working.
After you fixed the issue, restart the program.
78-Database Error #1107 The session ID xx is no longer present on the server, why?
A: Please see above Q: 77
79-Does 4Dealership software print 1099 forms
A: Sorry, no. our software designed for BHPH for used vehicles.
80-The tax on trade in is incorrect?
If you want tax on sold price (without trade in), go to set-up screen, then taxes & fees, check check the box Tax on Sold Price . If you want to tax on trade difference (sold price –trade in) please uncheck Tax on sold price. here are 2 examples:
If Tax on sold price only checked, then the will be as follow:
Sold price = $1000.00
Trade-in Value =$500
The tax will be on = $1000.00 (no trade difference, just like to no trade-in)
If Tax on sold price only Unchecked, then the will be as follow:
Sold price = $1000.00
Trade-in Value =$500
The tax will be on = $500.00 (Tax on trade difference $1000-$500=$500)
Also there is a check box on trade-in vehicles screen, called Tax on trade-in values (if checked) the trade-in amount will be taxed, that called trade-in tax credit on some states.
81-My customer paying a certain net sales price (Fixed Sales Price) that includes everything , fees and taxes, for example, he want to pay just $3000 (how the program calculate fees and taxes and give us sale price) ?
A: Go to the sales screen (as you sell a vehicle), add fees only, then right click anywhere on the screen, then select Rollback, on the new payment just enter 3000 and click OK. You may need to adjust +/- till you get correct figures, also use adjustment to make it right.
82-How to re-open closed account?
You can re-open any closed account by going to payments screen, select customer, check box show all customer on the bottom left, select, then go to payments history page, right click and select re-open the account, then go back and select the customer again on payment screen.
83-We had 2 computers working independently (not within multi user mode), how we merge or move data to one inventory?
A: Unfortunately, that is not an easy task and costly, each record has a unique ID for each data file, there is a lot of work involve programmatically and may take days to do, so the easy way is just reenter data from one computer to another.
84-I’m trying to configure the program for multi user, but I can’t find DBServer as showing on the video, where is it?
A: Either you are looking where Client only installed, or DBServer deleted from that computer, if not Client only computer, please close the program, then reinstall the software from original email only (when you purchased the software)
Important note: DO NOT UNINSTALL THE PROGRAM.
85-How do I change back up from and internal drive to external one?
A: Please watch video online , simply go to setup screen, then click on maintenance tab, and change backup folder to external drive, save it. "make sure the external drive connected before the backup starts"
86-How do I change my dealer name and city?
A:Our software licensed by dealer name, city and state, you have one time free name change within same city and state, you must provide legal document proves there is name change within same city, otherwise you have to pay for a new license.you can use same inventory.
87-I’m trying to get latest version, but the update not working, still I see my old version. Why?
Please check your router’s security settings, make sure you allow ActiveX.
88-how I can install the software on my new computer or another computer ?
A: The full version download link located in the email we sent when you purchased the license, with subject line "DO NOT DELETE" in it, open the email on the new computer, then click on the link to install it.
89-When I try to modify a deal asks me for password, I don’t have any password, what I do ?
A: You or someone may added password on setup screen , maintenance page (administration password), if have permission, go there and remove it (if you don't wish to protect deletion and modification any deal).
90-Is there any way to delete/purge old sold vehicles with their customers?
A: We do not recommend to purge and data, however yes, (use it at your own risk) located on setup screen, maintenance page, you will need a password from our support team. please note that any purged data will be gone and there is no way to get them back, that is your responsibility to understand your state and city legal circumstances and challenge.
91-The data loss occurred suddenly after computer guy worked in our computer, we lost almost a year's worth of data. All data is missing from our system, what we do?
A:There is no way to lose this kind data, either you have multi copies of the program (old and new) and computer guy created shortcut from the older folder, or copied old data files to current program folder, or pointed to the wrong data files locations, please check your computer and find latest/current data files folder and use it, you can change the location on setup screen (cylinder with + sign icon)
92-I am trying to setup my website. I have my domain name. I need help to redirect it to the free website you provide for me?
Before you start using our free website, first you must upload few vehicles with pictures.
To do that , just go to vehicles screen, select a vehicle from the active inventory, add related pictures
then click “Publish For Free” located top right corner.
After that you be able to see your website, when you see it we can configure the site for you and let you know the URL link.
To point your domain to our website (your page), just go to your domain management , then go to domain administration , and redirect to another website
93-How to export report to excel file?
A: After view appropriate report, just right click and select export to CSV "comma-separated values" file
94-How to show profit on sold vehicle?
A:There are 2 ways, for all vehicles see profits and losses reports, another way is just go to sold vehicles tab, select the vehicle, right click show my profit.
95-I have sold a vehicle to a customer, all done and paper work printed, after few days, he came back to swap the vehicle (exchange with another vehicle), everything need to say same, except change of the vehicle, how I do that ?
A: On the dashboard , click on sell (deal) , click on #3 modify a deal , select the vehicle that you want to change, open it, after opens, right click, select Swap Sold Vehicle, then click on Replace with vehicle, select the new unsold vehicle , then click execute
96- I can’t save or post any payment
A: Please check the date in your computer, also check date format on the control panel (regional settings).
97-Is there is a bill of sale type of form or something similar for me to print out for bank whenever a customer is inquiring about a vehicle. They need something to show the bank for a loan?
A: Yes, that can be as quote sale, go to the dashboard, click on sell (deal), select sales type as BHPH , then select quote; that will print bill of sale with note on as quote.
98-I am trying to add registration fees that I forgot to add at the time of sale. How do I go back in and do this?
A: Just go to deals (sell a vehicle screen on the dashboard), then select modify a deal, select the customer and vehicle you want to change or add missing fees, click calculate , check your entries, finally click save. You may need to reprint sales contact.
99-How to write-off a balance?
A:To write-off a balance, go to payments screen, check the box where says show all accounts, then find and select the account (open it), then click on the fifth icon (Apply other transactions), select write-off, enter the amount. then click save.
100-How I track and print temporary tag report?
A: First you need to keep track of all temporary tags on payments screen (see more on that screen).
After you save each tag number and from-to date, you can print report from sales reports then temp tag tracker report.
101- How I print end of the year active inventory for last year?
A: Go to reports, vehicles reports, then click monthly active inventory report, select month and year, click OK, then print.
102-I can’t unlock the program, what should I do?
A: When you see registration screen, please click on Unlock help, watch the video and see how you register, don’t forget to update the program first, that is important step to unlock the software.
103-We have 2 different dealerships with same name in 2 cities, can we use the software in both locations?
A: No, you have to buy a license for each location even if the dealer has same name, our license for one dealer and one city/state only.
104-The software will no longer add a photo to the vehicle info, it just says to fix the path.
A: That means your photos folder or directory changed or removed, to fix this issue, go to setup screen , click on 3- options page , then fix the path on common pictures folder , just click browse, then select a folder from your computer (3 dots button) , and then click save icon, finally go to vehicles screen and add images for selected vehicle.
105-What is a "pick up" payment and how does it affect the interest in the account ?
A:Pickup is a deferred payment, there is NO interest on deferred payment.
For example, if the loan amount $6000 and customer agreed to pay interest on $4000.00 only, so $2000.00 will deferred payment (no interest on it) to be paid once or distributed to 3 or 4 payments.
106-How to share vehicles’ photos’ between computers on multi user mode?
A: If you configured multi user mode and you like to view photos and scanned documents between all other clients, you must do of one steps:
1-Create shared folder on the main computer, then allow everyone to have permission (read/write)
2-Either you do network mapping drive on each client to point to shared folder.
3-Or point the folder to UNC.
107- Is there a way to show warning on payments screen when I open the customer?
A: Yes, there are 2 type of warnings:
- When you apply payment on payment screen there is warning note , that will show on next payment when you apply.
- There is warning on customer screen, that warning will show on customer screen, on payment screen, and when you sell a vehicle (when you select existing customer) when show this note checked.
108-How I repossess a vehicle (move it to repo status)
A: To repossess a vehicle , please go to payments screen, select customer and vehicle that you want to repo , then click on repo icon (on the left, light blue car icon), fill out repo information, print repossession form (optional), then click process.
109-Why one of clients missing new functions but not on the main computer?
A: Make sure you update all clients to get all same level of versions
110-I’m a different kind of dealer, I don’t sell vehicles locally, all I do ship vehicles overseas , I don’t like to use sales screen, is there any way to use vehicle screen and just add to whom shipped and some other shipping information?
A: Yes, after you enter vehicle’s information, save the vehicle , then click on More Details , and the More Fields, you can change any label and type your details there, whatever you type there will reflect vehicles report , also you can create your own bill of lading using vehicle’s tab with User Defined Fields and print that form on vehicle screen.
111- Is there a way to keep the account open?
A:Yes, open it first, (select the customer on payment screen, then click more actions, then re-open the account), finally just post $1.00 to the account that will keep the account open
112 – I got error For some reason cannot create directory XXXX, what is the issue ?
A: The error is windows security issue, for one of the reasons
1-The user doesn’t have permission to create folder.
2-The disk out of free space .
3-Antivirus or other security software blocking our software from creating a backup folder
To solve this issue, or see if you can create folder manually do this
Go to windows explorer (press windows key + E key on your keyboard)
On C:\ drive or on whatever drive you are using create folder called C:\MyDealership_backups
Note: If you can’t see New Folder on right click, means user doesn’t permission or something changed in your OS, either way we can’t help, this issue beyond our support policy.
113- My images not uploaded to a website on publisher, what is the issue?
A: Check images/pictures location on setup screen, options page , common pictures location, make sure that directory exist.
Steps to check and fix pictures path
1-Make sure all pictures in one location (one folder) not in multi folders.
2-Go to vehicles screen, find/select a vehicle that has pictures, open it, if you don’t see pictures means the path changed, if you see few vehicles with pictures and not others, means you have multiple folders with pictures.
3- Move all pictures to one folder (If you them in multiple folders or drives).
4-After you make sure all in one place , go to setup screen, options page, change common pictures folder (select as #3 above folder), make sure to check update image location for all vehicles, then click save.
5- Check them as you did above step # 2.
114- How does the program figure the interest on the car loans ?
when you sell a vehicle as BHPH you have 3 types interest calculation (see sales screen)
1-Precomputed Interest which called Rule of 78 (the interest paid first with payments) most states prohibit this type of interest (ask your MVD in your state/city)
2-Simple Interest, just simple calculation (if checked True daily) the calculation will be by days between each payment. used by most states.
3-No interest mean no interest
43-Flat Rate, which calculation Interest equally for all payments.
115- Why I can’t click on few icons on some screens?
A: That means users security enabled , and logged user don’t have permission for that action, let admin go to setup screen, then users security , select the user, and check appropriate action (check box), then click on Grant Permissions.
116- Activities and Active Balance showing blank on the dashboard.
A: To fix this issue, you have to do DB maintenance, steps are:
1-Close all clients (if you are using multi users)
2-On the main computer, click on setup (on the dashboard), then click on maintenance page , then click on DB Maintenance , close the program, then reopen it, this process may take few minutes, after the program opens check both (Activities and Active Balance) , if still empty, repeat this process.
117- How I show or hide payoff from printout receipt ?
A: To show or hide payoff from the receipt, just go to payments screen, select a customer, then click more details check/uncheck payoff on receipt , the print a receipt (do this once only).
117-I need to add more fees on vehicles screen and to be added to the cost, how I do that?
A: You can add as many as fees you want from Repairs/Cost screen, just make sure you check add to cost box, the total will be showing under total repairs on the reports
118- For some reason I am no longer showing any of the new added cars we have made in the last few weeks. how do I get my current data?
A: By default all data saved on C:\MyDealership\datafiles , unless someone selected wrong data files folder, to check the data, click on setup button on the dashboard, then click on connection type icon (cylinder & + sign), if single user mode, make sure you have selected correct data files location.
119-How I add additional expenses to a customer's balance. Such as repairs, repo fees, other fees etc. ?
A: On payments screen and after you select the customer, you have 2 options, either add it with other transactions to add to the balance or use Repair & other charges if you want to have separate balance (this balance kept and tracked separately than payments balance)
120- On active vehicle (add/edit screen), when I click more option, then Buyer's Guide - As Is. The buyer's guide opens different form, how I fir that?
A: Looks your buyer's guide changed, to fix the issue,
While the program open, click on the dashboard, click on default forms, then select BuyersGuide-ASIS.rp4 (on the left box), right click on it, then click on Mark selected buyers guide AS-IS on vehicles screen. Finally go to any vehicle to check it out.
121-After the update I cannot cancel a deal.
A: Possibly the update didn’t apply correctly, If you are using multi user mode, go to the main computer (make sure all clients are closed). Same when you are using single user mode, go to the setup screen, click on # 4 maintenance, then click DB maintenance button, click OK, reopen the program, wait till complete the update, then try to cancel the deal.
122- How to change or set data file (database) location in the software?
A: Default location on program folders called data files by default located on C:\MyDealership\datafiles
However, you can change the location by closing MyDealership program with other related programs (if any open), and copy (do not cut and paste) that folder to any local drive or shared drive or mapped drive.
To select set the new location, just go to setup screen, then click on cylinder and + sign icon (data connection icon), select connectivity type single, then click browse , finally select the new location , must select a folder not a root drive, for example if mapped drive X: then you need the folder inside X: the folder will look like X:\datafiles.
Note: good idea to rename C:\MyDealership\datafiles to C:\MyDealership\datafiles_moved so you don't mix with 2 folders in the future.
Warning: This type connection may degrade the performance, also if the connection lost on mapped drive and source any opened data file may get corrupted. we can't help in this case; you will have to restore all data from your local backup file. Backup files your responsibility.
123- Why after the update I’m getting file access denied error?
A: Please check your antivirus may blocked one or more program, just unblock it and make sure
C:\MyDealership folder excluded in your antivirus software.
124-I’m getting error one or files missing, how I fix it?
A: Looks your antivirus deleted some important files. When you see that message, click ok, then you will see update screen, just click update and wait till the update complete, the update will re add missing files, please make sure C:\MyDealership folder excluded in your antivirus software.
125- When I try to update or upload vehicle I get windows security alert, and blocks the program, every time I have to restore, how I fix that?
A: Because upload and update uses windows socket (means access outside your computer), the antivirus blocks it thinking as a virus or risk, so to tell the windows antivirus the program trusted, either you add them to trusted programs list, or just exclude the folder. To do that:
Go to Start > Settings > Update & Security > Windows Security > Virus & threat protection. Under Virus & threat protection settings, select Manage Settings, and then under Exclusions, select Add or remove exclusions. Select Add an exclusion, and then select from folder C:\MyDealership
126- Customer paid off early, but still shows under reports, why?
A: Early pay-off will show on same reports if there is balance, but you can close the account on payments screen, click on more, then close this account.
127-Can add logo to my forms?
A: All forms designed as government forms which doesn’t allow logos on their legal forms, some states has their own logos only, others not allowed.
However, there is windows sticker form (on vehicle screen) you can add 1”x2” logo and name it Mylogo.png save it under C:\MyDealership\Forms
Or design your own form with your own logo or any image on it, see form designer.
128 - I added a user and granted access, but looks I don’t remember the password or user name and now I am not able to access the software at all. How to fix this?
A: Please create ticket, include dealer name, phone # and use same email when you purchased the software (registered email), we will send you onetime usage user name and password to clear granted permissions.
129- After update the sold vehicle list not showing, how to fix it?
A: That explained on update note, we added new security list, to show or hide sold list on permissions, to fix that, just go to setup screen, users security, and select the user from list box, then check the box where says sold vehicle list, then grant permission, close and reopen the program.
130-What is CPI fee on Insurance tab on sales screen?
A: Collateral protection insurance (CPI) is a lender-based insurance coverage. The insurance industry also refers to CPI as force-placed auto insurance, auto loan protection coverage and lien protection insurance. Lienholders require CPI when a person who has financed or leased their vehicle hasn't insured it properly. This fee collected as insurance fee every pay cycle till the vehicle paid off.
131-I lost all pictures for all vehicles also unable to add any picture. how to solve the issue?
A: Looks pictures directory/folder changed or deleted by user, in this case, on the dashboard click on setup icon, then click on #3 options, and see common pictures location, that is your old or previous location, find the folder in your computer (if moved), if deleted restore it (see windows restore option, we can't help in the matter), if deleted and can't restore just create the folder as location says, or point to another directory and save.
132-What I do if I missed some updates?
A: To reapply missed updates do this:
1-Click update icon on the dashboard.
2-If any new updates, apply them and wait till completes, then re-open the program
3-after you the program opens, click on setup icon, then click on maintenance tab (#4).
4-Click on DB maintenance button (on the bottom) , click yes, then OK.
5-Close the program, then reopen it, wait till applies all updates.
Important Note: if you are in multi user mode (you have more than one computer running MyDealership) then close all clients first, then DB maintenance , above steps on the main computer, not from any client.
133-What I need to do if I to move my db server to another computer or server?
There are many ways to do this:
Always make sure you have latest version, while you are on the program, click update, (after update done, open the program again),
1-First method: Click on help & more, then click on multi users setup, then click on option # 4, use flash memory drive, then follow screen instruction. to transfer all data, db server settings to another computer or server.
2-Second method: again, you must be on the server, right click on DB server, click check for updates, and update the program, after done, right click on DB server icon, and select Move DB server to another computer, follow screen instruction.
3-Third method: (advance user only) close all clients, then shutdown db server, go to windows explorer, then find C:\MyDealership copy to USB drive, and move it to another computer, created shortcuts, and run DBserver.exe, configure DB server options (see online video)
134- How do I change/modify customer information like address, email address, or phone number?
A: The easiest way is to go to the dashboard, click on the customers icon, find the customer by clicking on the binocular icon, find it, open it, change it, and save it.
135- Can I move my MyDealership to OneDrive and work on it from work and home?
A: Technically yes, you can, but sooner or later the network latency will cause data corruption. and you won't be able to use the software; you have to restore from a good backup.
We suggest you do a backup before every use, in case something goes wrong. even that there is no guarantee on good data availability.
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