DMS Asset and Customer Data Synchronization

NOTE: This feature is currently available to pilot participants only. If you’re interested in enabling it for your location, contact your PSSM Program representative.

Overview

The DMS Asset and Customer Data Synchronization feature lets Service Teams compare [Portal] records against a connected Dealer Management System (DMS) and reconcile any differences. You can pull DMS records missing from [Portal] and resolve field-level discrepancies in existing customer and asset records. Every action is user-initiated and reviewed before anything is applied, so nothing changes automatically.

Who Can Use This Feature

These roles can run DMS lookups, sync records, and apply updates. Every sync is recorded in the record’s Change History.

• Global Admin
• Service Manager
• Service Advisor

Checking the Last Synced Status

Every customer and asset record shows a Last Synced indicator so you can tell at a glance when it was last compared with the DMS. 

Adding DMS Records

When a customer or asset exists in the DMS but has not been added locally, you can add it from the search results. On the Customers or Assets page for your location, select the DMS tab to look up records in the connected system.

Select the add icon on any DMS-only record to add it to your portal. The record receives a sync timestamp and is added to your results on the next refresh. Records that have already been added show the add icon disabled, with a tooltip indicating the record is already in the portal.
 

How Syncing Works

Both sync types compare a local record against the DMS field by field, and you choose which value to keep. The wizard shows only the fields that differ between the two systems. For each one, select the value you want to keep, or use the bulk Select All options to resolve everything from one system at once. When only one system has a value, it is selected for you. A final summary shows everything that was applied, and then you select Close to finish. The record gets a new Last Synced timestamp.

Synchronizing a Customer

Start a customer sync from any customer row in the search results or from the customer’s detail page using Sync with DMS. The wizard compares customer fields, you resolve any differences as described above, and the summary confirms what was applied.

Synchronizing an Asset

Start an asset sync from any asset row in the search results or from the asset’s detail page using Sync with DMS. An asset sync runs in two parts:

First, the wizard confirms that both systems agree on the assigned customer. If they differ, you choose the local customer, the DMS customer, or search for a different one. Then it compares the asset fields and resolves any differences the same way you would for a customer.

NOTE: If your location has OEM Build Data enabled, the OEM-authoritative fields (Year, Make, Model, Engine Type) are locked and cannot be overwritten by DMS values.

Controlling Whether Updates Reach the DMS

Administrators decide whether syncs are written back to the DMS, in Admin Tools > Customize Your Database > Location Information > External Interfaces.

When the DMS cannot accept a particular update, the system skips it and notes the restriction in the sync summary.