Viewing Invoice History
After a vehicle is sold and gone from your active stock, ScanIt Vehicles keeps the invoice data. This helps with audits, customer questions, deal checks, and maker or lender audits. The system saves up to 18 months of scan and invoice history.
How to Search Invoice History
- Open ScanIt Vehicles — Launch the app from any PC on your network.
- Go to Invoice History — Pick "Invoice History" from the main menu. This is not the same as active Invoice Retrieval.
- Pick how to search — Search by date range, VIN, or stock number.
- View the results — Matches show in a list you can sort.
- Open and print — Click any result to see the full invoice. Print or export as needed.
Search by Date, VIN, or Stock Number
ScanIt Vehicles gives you flexible ways to find old invoices fast:
- Date range — Set a start and end date to see all invoices from that time. Great for monthly or quarterly audits.
- VIN search — Type a full or partial VIN to find that vehicle's invoice history.
- Stock number — Look up a vehicle by the stock number your store gave it.
You can mix search fields for better results. For example, use a date range plus a partial VIN to narrow things down.
Why Invoice History Matters
Keeping invoice history isn't just handy — it's a must:
- Maker audits — Makers may audit your store and ask for invoices from months or years ago.
- Money audits — Your accounting team and outside auditors need the original invoice data to check costs and margins.
- Customer questions — If a buyer asks about the gear or price on their vehicle, pull the invoice to clear it up fast.
- Deal checks — Compare the invoice to the deal jacket. Make sure all costs, holdback, and bonuses were applied right.
- Trend tracking — Look at past invoices to spot buying trends, popular options, and price patterns.
Exporting Old Data
All past invoice data can be exported:
- Run your search — Use any mix of date, VIN, or stock number to find what you need.
- Pick invoices to export — Check one or more, or select all results.
- Choose the format — Export to Excel for review, or to your DMS for record keeping.
- Save or share — Save the file or email it to auditors, accounting, or managers.