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Stock in a Trade-In Unit Before the Deal is Finalized

Learn how to stock a trade-in unit into inventory before its Customer Order Unit Deal is finalized, and what accounting entries this creates.

In Blackpurl, trade-in units are normally added to inventory only when the associated Customer Order Unit Deal is finalized. This article explains how to stock in a trade-in unit early — before the deal is finalized — and what happens in your accounting package when you do.
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When You Would Do This

The most common scenario is when a trade-in unit needs to be sold to a wholesaler before the original deal is complete. Because the wholesaler purchase requires a new Customer Order Unit Deal, and that deal requires the unit to already be in stock, Blackpurl allows you to stock in the trade-in unit ahead of deal finalization.
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How to Stock In a Trade-In Unit Early

1. Open the Customer Order Unit Deal where the unit is being traded in. Two conditions must be met before the stock-in option is available:

  • The Unit Deal status must be In Progress.

  • All relevant Trade-In fields must be completed.

2. Once the Trade-In fields are filled in, click Stock In in the Trade-In section of the deal.
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A unit deal screen showing the trade-in section with a Performance High 2022 Green unit. At the top, there's a purple he


​3. The Stock In Customer Unit confirmation window will appear. Read the information in this window carefully — it explains the implications of stocking in the trade-in unit before the Unit Deal is finalized.
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4. Click Confirm to stock in the trade-in unit, or click Cancel to go back.
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A confirmation dialog titled 'STOCK IN CUSTOMER UNIT' with explanatory text about stocking a Trade-in on a deal that has


​5. Once confirmed, Blackpurl assigns the unit a Stock Number and adds it to your Unit Inventory. The Trade-In section of the deal will update to show a Stocked In status.
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A trade-in section showing 'Trade-In 2' with details for a Harley-davidson v-rod 2018 unit. There's a cyan 'STOCKED IN'


The trade-in unit now has a Stock Number and can be sold by adding it to a new Customer Order Unit Deal.
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Accounting Integration — Important Note

If your dealership uses accounting integration, there are two things to be aware of when stocking in a trade-in unit early.
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Required General Ledger Setup

Before using this feature, confirm that you have a Stocked Trade Clearing GL configured in System Settings > Accounting Integration > Control Account. Without this, the early stock-in process will not work correctly.
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An accounting settings screen showing various clearing account configurations. The main navigation shows tabs for Sales,


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Journal Entries Created at Stock-In

When you stock in a trade-in unit early, Blackpurl creates a single journal entry in your accounting package. No other entries or journals are made at this time.

  • Debit: Unit Inventory GL

  • Credit: BP Deal Trade Clearing GL

  • Amount: The Actual Cash Value (ACV) assigned to the trade-in unit

When the original Customer Order Unit Deal is finalized, the Deal Trade Clearing General Ledger entry is cleared out automatically.
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