Sale Types

Sale Types help DX1 classify sales activity for accounting. They identify the kind of sale being processed, such as Retail, Wholesale, Internal, or Warranty, so invoices can use the correct accounting mappings when they are completed.

Sale Types are used on Major Unit, Parts, and Service invoices. In normal day-to-day use, users select or confirm the Sale Type before completing an invoice. Once an invoice is completed, the Sale Type becomes read-only so the accounting information remains consistent.

Why Sale Types Matter

Sale Types determine which accounting setup applies to an invoice. They are especially useful when the same department sells to different types of customers or when work needs to be handled as internal, warranty, wholesale, or retail activity.

Common examples include:

• Retail customer sales
• Wholesale customer sales
• Internal dealership work
• Warranty-related transactions
• Parts invoices connected to Service or Major Unit activity

The selected Sale Type should reflect how the sale should be posted to accounting.

Where To Set Up Sale Types

Sale Types are managed from Dealership Settings.

Go to:

Dealership Settings > Accounting Settings > Sale Type Management

You can also open Sale Type Management from the Manage Sale Types button on accounting mapping pages if your user permissions allow access to those pages.

Sale Type Management is available from the Accounting Settings menu near the accounting mapping options.

Sale Type Permissions

Access to Sale Type Management follows the same permission rules used for accounting mapping pages.

If you do not have permission to view or edit the mapping pages, the Manage Sale Types button will not appear. Contact your DX1 administrator if you need access.

Add A Sale Type

1. Go to Dealership Settings > Accounting Settings > Sale Type Management.
2. Select the option to add a Sale Type.
3. Enter the Sale Type name.
4. Save the Sale Type.

Sale Type names must follow these rules:

• Maximum of 20 characters
• Letters, numbers, and spaces only
• The name must be unique

If you try to save a duplicate Sale Type name, DX1 will display a message that the Sale Type cannot be saved because duplicate names are not allowed.

Edit A Sale Type

1. Go to Sale Type Management.
2. Find the Sale Type you want to update.
3. Edit the Sale Type name.
4. Save your changes.

The same naming rules apply when editing a Sale Type: 20 characters maximum, letters/numbers/spaces only, and no duplicate names.

Set Up Accounting Mappings For Sale Types

After Sale Types are created, review the accounting mappings that use them. The mapping setup tells DX1 which accounts to use when invoices are completed for each Sale Type.

Depending on your dealership's configuration, Sale Type mappings may appear in areas such as:

• Major Unit default mapping
• Parts default mapping
• Service default mapping
• Model Type mapping
• Parts Category mapping

To update mappings:

1. Go to the appropriate accounting mapping page.
2. Select the Sale Type or mapping row you need to configure.
3. Confirm the accounts that should be used for that Sale Type.
4. Save the mapping changes.

If the Manage Sale Types button is available on the mapping page, you can use it to open Sale Type Management without leaving the accounting setup area.

Deactivate A Sale Type

Deactivate a Sale Type when it should no longer be used for new customers or open invoices.

When a Sale Type is deactivated:

• Customers using that Sale Type are changed back to Retail.
• Open invoices using that Sale Type are changed back to Retail.
• Completed invoices keep the original Sale Type for historical reference.

Completed invoices are not changed because they have already been finalized.

Reactivate A Sale Type

If a Sale Type is reactivated later, it becomes available for future use again.

Reactivating a Sale Type does not automatically move customers or open invoices back to that Sale Type. Any customers or invoices that were changed to Retail when the Sale Type was deactivated remain as they are unless a user changes them manually.

Sale Types On Customers

Customers may have a default Sale Type. When you select a customer on a normal invoice, DX1 uses the customer's default Sale Type when one is available.

If the customer does not have a different default Sale Type, the invoice uses Retail.

Cash Customer transactions always use Retail. On Parts invoices for Cash Customer, the Sale Type field is displayed but read-only.

Sale Types On Major Unit Invoices

When creating a Major Unit invoice, review the Sale Type before completing the invoice.

Use the Sale Type that matches how the deal should be posted to accounting. For example, use Retail for a normal retail sale, Wholesale for a wholesale deal, or Internal when the transaction should be handled internally.

After the Major Unit invoice is completed, the Sale Type field becomes read-only.

If the invoice is later uncompleted, the Sale Type can be edited again. If the original Sale Type has been deactivated, DX1 changes the Sale Type to Retail and displays a message explaining that the original Sale Type is no longer active. Review the Sale Type before completing the invoice again.

Sale Types On Parts Invoices

Normal Parts invoices display the Sale Type field.

For a normal Parts invoice:

1. Create the Parts invoice.
2. Select the customer.
3. Review the Sale Type.
4. Change the Sale Type if needed.
5. Complete the invoice.

DX1 starts with Retail and then updates the Sale Type from the selected customer's default Sale Type when applicable.

Some Parts invoices inherit their Sale Type from another document and cannot be edited. This helps keep connected transactions consistent.

Parts invoice behavior:

For return invoices, DX1 uses the Sale Type from the original invoice even if that Sale Type is no longer active. This preserves the relationship between the return and the original sale.

Sale Types On Service Invoices

When creating a Service invoice or Repair Order, review the Sale Type before completing the invoice.

Use the Sale Type that matches how the work should be posted to accounting. Parts invoices attached to the Service invoice inherit the Service invoice Sale Type and are read-only while attached.

After the Service invoice is completed, the Sale Type field becomes read-only.

If the invoice is later uncompleted, the Sale Type can be edited again unless DX1 must reset it because the original Sale Type has been deactivated. If that happens, DX1 sets the Sale Type to Retail and prompts you to review it before completing the invoice again.

Sale Types On Connected Invoices

Some workflows create or connect invoices across departments. In these cases, DX1 may set the Sale Type automatically and make it read-only.

This usually happens when one invoice should follow the accounting treatment of another invoice.

Examples:

• A Parts invoice requested from a Service invoice uses the Service invoice Sale Type.
• A Parts invoice requested from a Major Unit invoice uses the Major Unit invoice Sale Type.
• A Parts invoice attached to a Repair Order uses the Repair Order Sale Type.
• A return invoice uses the Sale Type from the original invoice.

If the Sale Type field is read-only, review the source invoice if the Sale Type appears incorrect.

Assembly And Posted Deal Scenarios

Assembly-related invoices may handle Sale Types differently depending on whether the deal has been posted and what type of assembly activity is being processed.

General behavior:

• If the deal is not posted, the child invoice may not display a Sale Type.
• If the deal is posted, the child invoice usually displays a read-only Sale Type from the posted Major Unit invoice.
• For Charge to Major Unit or Pre-Delivery activity, DX1 may set the Sale Type to Internal.
• For certain Pre-Delivery warranty part request scenarios, DX1 may use Internal or Warranty depending on the dealership's accounting configuration.

Because these Sale Types are controlled by the connected workflow, they are typically read-only.

Completing And Uncompleting Invoices

When an invoice is completed, the Sale Type field becomes read-only.

This applies to:

• Major Unit invoices
• Parts invoices
• Service invoices

If an invoice is uncompleted, DX1 makes the Sale Type editable again unless the invoice type or connected workflow requires the field to remain read-only.

If the invoice had a Sale Type that has since been deactivated, DX1 displays a message and changes the Sale Type to Retail. Review the Sale Type and select a different active Sale Type if needed before completing the invoice again.

Day-To-Day Checklist

Before completing an invoice:

1. Confirm the customer is correct.
2. Review the Sale Type.
3. If the Sale Type is editable, change it if needed.
4. If the Sale Type is read-only, confirm the connected invoice or workflow is correct.
5. Complete the invoice.

Use Retail only when the transaction should post as retail activity. If the work should be handled as wholesale, internal, warranty, or another dealership-defined Sale Type, select the correct Sale Type before completing the invoice.

Quick Reference

Important Notes

• Sale Types affect accounting, so review them before completing invoices.
• Completed invoices keep their Sale Type for historical accuracy.
• Deactivated Sale Types are no longer available for new selection.
• Reactivating a Sale Type makes it available going forward but does not automatically update existing customers or invoices.
• Connected invoices may have read-only Sale Types because they inherit the Sale Type from the source invoice.