Portfolio valuation guide
Direct answer
For Robert Hicks's initial CAR Financial review, provide interest rate, total down payment, payment frequency and amount, contract date, last paid date, oldest unpaid installment date, actual current amount due including late fees, vehicle year, make, mileage, and full VIN. Identify IB or PC and send the principal balance for IB accounts or gross balance for PC accounts. A payoff balance is not acceptable. Customer contact information is not required for this first review.
Minimum fields for a first look
Use the BHPH portfolio data dictionary for the exact definitions and a fictional example. The blank CSV template contains the required columns; use only the balance column that applies to each account.
| Category | Required fields | What to report |
|---|---|---|
| Contract type and balance | IB or PC; principal balance for IB or gross balance for PC | Identify the type on every row. Do not substitute a payoff balance. |
| Contract terms | Interest rate, down payment, payment frequency, payment amount, date of contract | Down payment includes the amount put down on the sale date, pickup notes, and trade equity. |
| Payment position | Last Paid Date, Next Due Date, Next Due Amount | Last Paid Date includes partial payments. Next Due Date is the oldest unpaid installment. Next Due Amount is the actual current amount due, including late fees. |
| Vehicle | Year, make, mileage, full VIN | Include mileage and the complete VIN for the account review. |
Performance data usually drives the next questions
The required payment fields distinguish the most recent payment from the oldest unpaid installment and the actual current amount due. A recent partial payment belongs in Last Paid Date, even when an older installment remains unpaid.
Payment count, total collected, remaining term, and transaction history can provide additional context, but they are not additional mandatory columns for this initial CAR Financial review. Supporting payment records may be requested as the purchase advances.
Vehicle, title, and documentation information
Vehicle year, make, mileage, and the full VIN are required for the account review. Vehicle model, title status, and lien information are not additional required columns for the initial grade. Supporting documents and material account exceptions can be reviewed as the purchase advances.
Information commonly requested after the initial review
When proceeding with a purchase, customer names and phone numbers are required. Customer addresses and email addresses are preferred. Contracts, titles, payment histories, and other supporting documents are handled through the purchase and verification process. Use the secure transfer method provided for purchase-stage customer information.
A portfolio grade is a preliminary review, not a guaranteed closing price. Final pricing can change when balances refresh, accounts pay off, performance changes, or diligence identifies documentation differences.
Make the account tape easier to review
- Use one row per account and one meaning per column.
- Include a header row with all required columns. An export date and internal account ID can be helpful context, but are not required fields for the initial grade.
- Use real dates and numeric dollar values rather than formatted text.
- Mark every contract IB or PC and provide the matching balance.
- Export the actual current amount due, including late fees, rather than copying the regular scheduled payment.
- Flag accounts that are excluded, paid off, repossessed, charged off, or in bankruptcy.
- Reconcile the total count and balance to a DMS control report.
Frequently asked questions
Do I need a special buyer template?
No. A clean Excel or CSV export from your DMS is often enough to begin. A buyer template can help when important fields are missing.
Is a PDF report enough?
A PDF may support an initial conversation, but an account-level spreadsheet is more useful for sorting, filtering, and valuation.
Is a BHPH portfolio grade a credit rating?
No. In this context, grade is shorthand for a buyer's preliminary review of portfolio quality, risk, and value. It is not a consumer credit score or formal rating.
Sources and related resources
Review requirements supplied by Robert Hicks at CAR Financial Services and updated October 23, 2026. See the data dictionary for exact field definitions.