Virtual Yard Support
Virtual Yard is designed to be as intuitive as possible, but of course there are areas which may need a little guidance.
Please take a look on this support page for solutions to common queries.
If you can't find the answer to your specific question, please do not hesitate to get in touch with us via email or our messenger
Getting Started
To start using Virtual Yard simply sign up to our no obligation 14 day free trial. After that, if you like it, keep it.
Set Up your Yard
When you first log in to Virtual Yard follow the on screen instructions and fill in as much detail about your business as you can.
For more advanced details such as Staff or Invoices go to Settings then choose the relevant section you want to add detail to or edit.
Add stock to your inventory
Simply select Inventory then In-Stock on the main menu and click the + Add Stock button. Here you can use our VRM lookup tool to add stock quickly and prepare your adverts and upload photos
Add Stock Tutorial
Sell Stock Tutorial
Inventory
Use the Inventory section to view and edit your current stock, on-offer stock, sold stock, prospects, and stock in transit.
You can use the drop downs and Fast Edit button to make quick changes to specific vehicles.
Add users
Add as many staff as you need with different levels of access.
Go to Settings then Staff and using the + button select Add Staff.
Complete staff details and role and assign a password using the button. The staff member will then receive login details via email.
| Role | Access Level | |
|---|---|---|
| Dealer Principle | AAA | |
| Accounts Manager | AAA | |
| Sales Manager | AA | |
| Sales Person | A | |
| Yard Person | a |
Link Virtual Yard to Xero – Getting Started
Connect Virtual Yard to Xero
Go to Accounts then select Xero
Click 
in the top right of the screen.
When prompted click 
Log in to your Xero account and authorise Virtual Yard
Map your Xero Chart of Accounts to Virtual Yard
Go to Accounts then select Chart of Accounts
Select each account code you wish to sync and map it to its counterpart in Xero
If adding a new Sales account code you must assign it to an accoutn type in your yard settings Sale Items
Syncing to Xero
Go to Accounts then select Xero
Click in the top right of the screen.
When prompted click 
Best practice to ensure the sync works as expected
Dealership Website
We build elegant and easy to navigate websites that work on any device. Our website templates offer huge flexibility to ensure that your business is presented Online just how you want it.
Our websites are completely automated and have built in SEO optimization to ensure they reach the right audience. So all you need to concentrate on is buying and selling cars!
To get started with a Virtual Yard website, simply go to Shop and then Subscriptions. You can then sign up to the relevant subscription for your new website and a member of our design team will reach out to you via email to take a brief.
Reports
Report on your stock performance. Go to Reports to view and print your Stock Book, Sales Report and Closing Stock Report
History Checks
Purchase VDI vehicle history reports from within the software at an exclusive price.
Go to Shop then History Checks to purchase.
History Check Report ExampleFAQ's
Frequently Asked Questions
| Question | Answer | |
|---|---|---|
| How much does Virtual Yard cost? | Our pricing is based on your total retail stock value. Full details of our pricing can be found on our website https://virtualyard.co.uk/#product | |
| How do i delete a vehicle from inventory? | To remove a vehicle go to inventory then view vehicle scroll down to location and status and you will see a drop down menu for status. Hover over the question mark next to the word status and you will see a link for change status click this and select cancel from the drop down menu. The vehicle will then be removed from your inventory and stock book. If the vehicle has an open proposal on it, you must mark the proposal as lost before you can cancel the vehicle. |
|
| How do I add a logo to my invoices? | Simply head to your Yard Settings by clicking Settings then Yards. Select your Yard and upload your logo image to the relevant section. | |
| Do you charge for advertising feeds? | No, all advertising feeds are included as part of your subscription. | |
| Do you handle Marginal Vat vehicles? | Yes, we have Vat schemes for Qualifying, Marginal and Non Vat registered businesses | |
| Do you send stock to Facebook Marketplace? | Facebook no longer accept stock feeds to Facebook Marketplace. You can learn more about this here. | |
| How do I get my stock on Facebook? | Our Online Marketing Package sends stock to your Facebook Shop, Facebook Business Page, Google Business page and Instagram. To get started with a Virtual Yard website, simply go to Shop and then Subscriptions. You can then sign up to the subscription for your Online Marketing Package and a member of our feeds team will reach out to you via email get this set up. | |
| How do I set up Automated Feeds to my advertisers? | Once you have uploaded your vehicle to Inventory, added an advert description and photos. Select the check boxes to the advertisers you wish to send to in the advertising section for each vehicle. The first time you do this, our feeds team will reach out to you via email to confirm your account details for each advertiser selected and set up the automated feeds. | |
| How often do Automated Feeds send? | Different Advertisers accept feeds at different time intervals. These range from Instant to once an hour, to once every 3 hours depending on the advertiser. | |
| Question | Answer | |
| Question | Answer |