Ledger & settlement
Record the actual money movements for a vehicle and settle up after the sale.
The ledger is where you record real money moving in and out. Everything else you've entered so far (purchase, partner, sale) describes the deals; the ledger records the cash. Every entry updates your running balance.
Where the ledger lives
Each vehicle's Detail page has a Ledger section. Every entry records:
- the type of transaction (purchase payment, expense, sale receipt, etc.),
- the account the money moved through (company cash or a bank account),
- the amount, date, and an optional remark.
TODO: screenshot — Ledger section with the add-entry form
The types of ledger entries
| Entry | When you use it |
|---|---|
| Vehicle Purchase | Paying the seller for the vehicle |
| Vehicle Expense | Paying a repair, transport, or other cost |
| Commission Income | Recording commission earned on a commission deal |
| Vehicle Sale | Receiving payment from the buyer |
| Partner Loan | Receiving a partner's investment |
| Partner Loan Return | Paying a partner's money back after the sale |
| Partner Profit Share | Paying a partner their share of the profit |
| GST Payment | Paying the GST due on the sale |
| Company Profit | Booking the dealership's own profit on the vehicle |
The settlement order
After a sale, money must be settled in a fixed order. VehicleERP enforces this and blocks steps taken too early:
- Record the sale receipt (Vehicle Sale) — you can only do this once the purchase payment exists.
- Return the partner's loan (Partner Loan Return) — only after the partner loan was recorded.
- Share the partner's profit (Partner Profit Share) — only after the loan has been returned.
- Pay the GST (GST Payment) — only when the sale has a GST amount.
- Book company profit (Company Profit) — the dealership's retained profit.
Amounts are capped
VehicleERP won't let you record more than what's actually owed at each step. For example, you can't pay a seller more than the purchase amount, return more than the partner loaned, or share more profit than the partner is entitled to. If you see a "you can't add more than…" message, check the amount.
Running balance
Each account (company cash, each bank account) keeps a running opening and closing balance, so at any time you can see how much cash sits where. Reports roll these up across all vehicles — see Reports & dashboard.
Business partner profit
When you book Company Profit, VehicleERP automatically works out each business partner's share of that profit based on how much each has invested, and records what they're owed. See Business partners & profit sharing.