Buying campaigns: a brief the desk works
When the fleet is going to buy, open a campaign instead of watching listings by hand. Say the brief in a line, the class, how many and the budget per vehicle, and a date you need them by. From then on the desk works it: the listings and yard lots that fit are counted against your brief and kept in front of you.
The brief is filled by your hand, never ours. Nobody at Truckaurbus decides which vehicle answers your campaign; the register matches on what you asked for and you decide what to do about it.
Close a campaign when you have bought. A campaign left open keeps counting matches you no longer want, and the count stops meaning anything.