Mark a deal sold (and unwind it)
Finalize a sale to flip the car to sold, create the title work, and notify your managers, then reverse it with an unwind if the deal falls through.
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Mark sold is the one action that finalizes a sale. It flips the car to sold, creates the title work, and stamps who sold it and when. Unwind reverses a sold deal if it falls through.
Mark sold is a sales-pipeline action: Owners, Admin managers, and Sales can do it. Unwind is for Owners and Admin managers only. A salesperson does not see the Unwind sale button. Accounting users can open a deal, record payments and file title work, but they see no deal moves at all.
Mark a deal sold
You can only mark a deal sold from the Pending state. A brand-new draft must be submitted to pending first.
- Open the deal.
- If it is still a draft, go to the last step, Review & print, and click Submit (Pending) at the bottom of the page. This reserves the car (moves it to on hold).
- In the Compliance step, run the OFAC screening on the buyer (and co-buyer). The sale is refused without it, and an unresolved match blocks it too (see below).
- Back on Review & print, click Mark sold at the bottom of the page. It sits where Next is on the earlier steps.
Backdating a sale
Clicking Mark sold opens a small dialog with a Sale date field, defaulted to today. If you're entering paperwork after the fact, set the date the deal actually closed: the sold date on the deal, the 30-day title deadline, sales reports and the QuickBooks export all use it. Future dates are refused, and so is a sale dated before the vehicle was acquired (fix the acquisition date on the vehicle first if that one is wrong).
Two things to know about backdating far: a sale backdated more than 30 days makes its title work show up instantly overdue (correct, the clock started at the real sale; if your state gives you longer, change the date with Edit due date on the title's page), and a sale backdated into a month you already exported to QuickBooks changes that month's re-export, so hand your bookkeeper a fresh download.
Selling a car whose cost isn't entered yet
If the car was added with Later for its cost, the Mark sold dialog says so: This car has no cost yet. Sell it anyway? Click Sell without the cost to go ahead (the car page's Retail sale panel asks the same way).
- The deal and the car show Cost missing.
- The deal's Gross (posted) leaves the car's cost out, so it reads too high until you enter the cost.
- Enter the cost on the car's Edit page when you have it: the sale's cost of goods is updated in your books, on the sale date.
- Owners, managers and accounting users keep a reminder in their notifications until the cost is in.
Asking the AI assistant to mark the deal sold works the same way: its card says the car has no cost yet, and approving the card sells it anyway.
What "Mark sold" actually does
- The deal status becomes Sold and records the sold date and the user who sold it.
- The vehicle flips to Sold in the same transaction, so it disappears from your storefront's available inventory.
- Title work is created automatically so the title/registration record shows up on your title queue. (This tracks the title; it does not file anything with the DMV. See the FAQ.)
- Every owner and admin manager gets a bell notification ("Deal marked sold").
- If the car has a floor-plan loan attached that's set to pay off on sale (the default) with a balance still owed, that floor plan is paid off automatically. This runs after the sale commits. If the payoff fails, the deal stays sold and you finish the payoff manually from the floor plan.
- The car is de-listed from Facebook (if Facebook syndication is connected).
A sale always goes through a deal, so the money, paperwork, and title work stay linked. You can mark a pending deal sold from two places: the deal's Review & print step, or the car's own page. On the car's page, the Mark as sold / removed panel has a Retail sale (deal) choice that lists the car's open deals. A pending deal there gets Mark sold and Mark sold, keep page up (the second leaves the car's page on your website, marked Sold). A draft gets Finish deal, which opens the deal. Both places run the same checks, so the OFAC screening and the lienholder rule still apply. The car page's buttons date the sale today; to backdate a sale, use Mark sold on the deal.
Why "Mark sold" can be blocked
Two things will stop a deal from going sold. The error message tells you which one.
- OFAC screening missing, out of date, or unresolved. The buyer and the co-buyer (if there is one) each need a passing screening run on their current name. A deal that was never screened is refused, and so is one where a co-buyer was added or a name changed after the screening: go to the Compliance step and run the screening. If a result is a potential match or a confirmed hit, review the match there and clear it as a false positive (with a note); a confirmed hit stays blocked. See OFAC sanctions screening.
- Finance deal with no lienholder. A Finance deal needs a lienholder on file before it can be sold. The lienholder is chosen on the New deal form, and there is no way to attach one to a deal that already exists. Cancel the deal while it is still draft or pending, add the lender under Settings → Lienholders if it is not on file yet, then start a new Finance deal with the lienholder selected. See Set finance terms and the lienholder. (Cash, Wholesale, and BHPH deals don't need one.)
Red Flags do not block "Mark sold." Only the OFAC screening (or a missing lienholder on a finance deal) stops the sale. Review your Red Flags in the Compliance step anyway; nothing forces you to, so it's on you.
The car must still be sellable. If a competing deal already sold the same vehicle (or it was otherwise moved off available/on hold), mark sold fails with a conflict instead of overwriting it. Check for a second deal on that car.
BHPH deals: originate the loan after selling
For an in-house (BHPH) deal, marking it sold does not create the loan. Sell the deal first, then originate the in-house loan as a separate step from the deal's In-house financing card (or its Finance screen). Origination requires the deal to already be sold.
Unwind a sold deal (reverse it)
Use Unwind when a finalized sale has to be undone: financing fell through, the customer backed out, or it was entered by mistake. Unwind is only available on a Sold deal.
If the same car is already back in your inventory as a newer record (it came back after this sale, under a new stock number), the sale can't be unwound: that would put the car in stock twice. Work on the newer record instead, or sell or remove it first.
- Open the sold deal.
- At the bottom of the page, on any of the deal's five steps, click Unwind sale. Only owners and admin managers see this button.
- A prompt asks for a reason (optional; it's recorded on the deal if you enter one). Click Cancel on the prompt to abort.
What "Unwind" does
- The deal status becomes Unwound and records the reason and date.
- The vehicle goes back to Available, but only if it is still marked sold by this deal. If the car already moved on, it is left alone.
- The deal's title work is cancelled so it stops aging as "overdue" for a sale that no longer exists.
An open BHPH loan blocks the unwind. If the deal has an in-house loan that isn't paid off, you can't unwind it; the loan, schedule, and ledger would be orphaned. Pay off (or charge off and close) the loan first, then unwind the deal.
After a deal is closed
Once a deal is Sold, Unwound, or Cancelled, its terms (price, fees, tax, disclosures) are locked, because those numbers backed the paperwork at the moment of sale. To change anything, unwind the sale and start over.
Recording payments is the exception: receivables can still post against a sold deal on the Payments tab. Closing the deal doesn't close the ledger.
FAQ
Where is the "Mark sold" button?
At the bottom of the deal's last step, Review & print, where Next sits on the earlier steps. It only appears when the deal is in the Pending state. Submit a draft to pending first. If the button is switched off, the note above it names what to resolve first.
There is a second place: the car's own page. In its Mark as sold / removed panel, choose Retail sale (deal) and click Mark sold next to the pending deal.
Why can't I mark the deal sold?
The most common reason is the OFAC screening in the Compliance step: it was never run, a co-buyer or a name changed after it ran, or a match is unresolved. Run the screening (or resolve the match) and retry. The other is a finance deal with no lienholder. One can't be attached to a deal that already exists, so cancel the deal and start a new Finance deal with the lienholder selected. The error message names the exact blocker. (If you're an accounting user, you also won't see the action, since marking a deal sold is restricted to Owner, Admin manager, and Sales.)
Does marking it sold remove the car from my website?
Yes. The vehicle flips to Sold in the same transaction, which pulls it from your storefront's available inventory and de-lists it from Facebook (if connected).
Can I undo a sale?
Yes, if you are an owner or an admin manager. Use Unwind sale on the sold deal. It sets the deal to Unwound, returns the car to Available (if it's still sold by this deal), and cancels the title work. You'll be asked for a reason (you can leave it blank).
Why won't my BHPH deal unwind?
Because it has an open in-house loan. There's no automatic "un-originate," so pay off (or charge off and close) the loan first, then unwind the deal.
Does "Mark sold" file anything with the DMV?
No. It creates the title work and adds it to your title queue, but it does not file electronically with the state. Title/registration submission is tracked in the app, not transmitted live to the DMV. (Official fillable state forms cover 22 states; see Official state forms.)