Dealer Transfers 3 min read

Receiving Incoming Transfers

Handle vehicles coming from other dealers fast and right. Scan, verify, post to your DMS, and check all transfer papers.

Handling Vehicles from Other Dealers

When a transfer arrives, you need to check it in fast and right. ScanIt Vehicles makes this easy. Get the vehicle into your active stock and floor-ready quickly. Good transfer handling keeps your DMS counts correct and your records in line.

Step-by-Step Incoming Transfer

  1. Meet the vehicle — Have your scanner ready when it arrives. Make sure the vehicle matches the transfer papers before you accept it.
  2. Scan the VIN — Scan the VIN barcode on the vehicle. The system looks for any pending transfer records that match this VIN.
  3. Check vehicle details — Confirm year, make, model, trim, color, and miles match the papers. Note anything that differs.
  4. Inspect the vehicle — Check its shape against the other dealer's condition report. Note any damage or missing items right away.
  5. Accept the transfer — Once checked, mark it as accepted. This starts the DMS posting process.

Scanning and Checking Transfers

The scan process catches errors before they cause problems:

  • VIN check — The system confirms the scanned VIN matches the transfer record. This prevents mix-ups.
  • Equipment check — Compare the vehicle's actual options against what the invoice lists
  • Mileage entry — Enter the odometer reading when you receive the vehicle
  • Photo capture — Take photos at check-in to record the vehicle's shape at arrival

Posting to DMS

After you accept the transfer, ScanIt Vehicles posts it to your DMS:

  1. New vehicle record — A record is added to your DMS with all the right details.
  2. Stock number — The system gives the vehicle the next stock number based on your store's format.
  3. Cost posting — The transfer cost posts to your books. This sets the vehicle's cost in your stock.
  4. Added to active stock — The vehicle shows up right away in your active inventory and reports.

Checking Transfer Papers

Good record checks prevent gaps between your records and the other dealer's:

  • Match the transfer form — Make sure the form matches what both stores agreed to
  • Compare invoices — Check that the invoice matches the vehicle you got and the agreed price
  • Count the keys — Confirm you have all keys, fobs, and valet keys from the checklist
  • File all papers — ScanIt Vehicles stores all transfer docs online. Also file hard copies per your store's rules.
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