Dealer stock register in VIC: the dealings book
Victorian motor car traders must keep a dealings book in the prescribed form on their premises and enter each car at the time it’s bought, sold, exchanged or received. It can be paper or electronic, and it must be kept for 6 years after the last entry.
- Section 35 of the Motor Car Traders Act 1986 requires a dealings book in the prescribed form, kept on the premises.
- Enter the details at the time of purchase, sale, exchange or receipt, and sign entries as prescribed.
- Paper or electronic; the obligations are the same either way.
- Keep it for at least 6 years after the last entry.
- Police officers and inspectors can require it to be produced and take possession of it.
Which law applies
The dealings book is required by section 35 of the Motor Car Traders Act 1986. Its layout is Form 2 (Dealings Book) in the Motor Car Traders Regulations 2018. Consumer Affairs Victoria administers it.
What to record
| Field | Detail |
|---|---|
| Car | Registration number or, if unregistered, your stock number; make and model; VIN |
| Acquisition | Date acquired and the odometer reading when you acquired it or took custody of it for sale |
| From | Name and address of the person you got it from, or the auction business |
| Security interest | Any security interest over the car |
| Disposal | Buyer’s name and address, date of delivery and odometer reading |
| Roadworthy | Certificate of roadworthiness number and date |
| VicRoads notices | Dates the notice of acquisition and notice of disposal were sent |
| Signature | Signature of the person you traded with, as prescribed |
If you can’t get the other person’s signature, keep a signed document that identifies the vehicle and the person’s name and address.
When entries must be made
At the time of purchase, sale, exchange or receipt of the car. There’s no grace period like QLD’s 24 hours.
Electronic dealings books
Consumer Affairs Victoria says the dealings book can be paper or electronic and your legal obligations are the same either way. An electronic book should be accessible at each location where you trade. We found no separate approval process for electronic books. If you keep signed electronic documents instead of signed entries, keep those too.
Consignment
Cars taken on consignment still go in the dealings book. For the specific rules on consigning cars from members of the public and the forms that go with them, check with Consumer Affairs Victoria.
Inspection and penalties
A police officer or inspector may enter your premises at a reasonable time, examine vehicles, require the dealings book to be produced and take possession of it. Failing to produce it or concealing it is an offence.
| Offence | Maximum penalty |
|---|---|
| Not keeping a dealings book in the prescribed form on the premises (s 35(1)) | 50 penalty units |
| Making a false or misleading entry (s 35(3)) | 100 penalty units |
Some offences can also be dealt with by infringement notice. Licensing is covered in our VIC car dealer licence guide.