Overview of Available Reports
ScanIt Vehicles has a full set of reports. They help managers and staff track inventory. Every report is in the main menu. You can run any report from any PC on your network.
Key reports in ScanIt Vehicles include:
- Physical Inventory Variance Report — Compares scanned results to DMS records. Shows missing, matched, and extra vehicles.
- Check-In Report — Lists all vehicles checked in during a date range. Includes timestamps and user details.
- Transfer Report — Shows all dealer transfers in and out. Includes status and cost details.
- Invoice Report — Shows pulled invoices and their export status
- Scan History Report — Every scan, with VIN, stock number, who scanned it, and when
- Not In Inventory Report — Vehicles that were scanned but don't match anything in your DMS inventory
- Aging Report — Shows how long each vehicle has been in stock. Helps find slow movers.
- Location Report — Lists the GPS spot and zone for every vehicle on the lot
Scan History Report
The Scan History Report is your full record of activity. It lists every scan your team makes, with the details you need to answer "who scanned what, and when":
- VIN and stock number — See exactly which vehicle each scan was for
- Who scanned it — Each scan is tied to the user who made it
- When — Every scan carries its own date and time stamp
- Date-range filter — Narrow the report to any span of days; it defaults to your latest count session
- Per-user filter — Focus on one team member's scans
- Exportable — Send the results to Excel for records or review
Because the handheld only captures scans, this report — like all reports — is built and read on the ScanIt Vehicles web dashboard.
Not In Inventory Report
The Not In Inventory Report flags vehicles that were scanned but don't match anything in your DMS inventory. These are the "found extras" — usually new arrivals, trade-ins, or units from another store that still need to be added or transferred in your DMS:
- Who scanned each one — Every entry shows the user who scanned the vehicle
- Date-range filter — Limit the list to the days you care about
- Search — Find a specific vehicle fast by VIN or stock number
- Exportable — Send the list to Excel to work through and reconcile
Color-Coded Reports for Easy Reading
All reports use color coding. This lets you spot issues fast. You don't need to read every line. The colors point you to what matters:
- Green — All good. Vehicles match, deals are done, or records are current.
- Red — Needs attention. Vehicles are missing, records are not complete, or errors were found.
- Yellow — Worth a look. May need action, like extra vehicles on the lot or pending transfers.
- Blue — For your info. Items like vehicles in transit or actions just finished.
These colors are the same on every report. Once you learn them, you can read any report fast.
Exporting All Reports to Excel
Every report can be sent to Excel format (.xlsx). This lets you:
- Create custom reports — Use Excel to sort, filter, and pivot the data any way you need.
- Share with others — Email reports to managers, auditors, lenders, or corporate.
- Build dashboards — Pull the data into your own sheets or BI tools.
- Save for audits — Keep files as records for audit and compliance.
Click "Export to Excel" at the top of any report. The file saves to your default download folder.
18-Month Scan History
ScanIt Vehicles keeps all scan data for 18 months. You can look back at any scan, check-in, transfer, or count. This history helps with:
- Audit support — Give auditors full scan records. Show when and where every vehicle was scanned.
- Settling disputes — Answer questions about where a vehicle was, when it was checked in, or when it transferred.
- Trend tracking — Compare counts over time. Spot patterns like seasonal changes or repeat issues.
- Staff tracking — See how fast vehicles get checked in and how long counts take.
Automatic Nightly Backups
ScanIt Vehicles backs up all data every night. This includes scan records, vehicle data, transfer history, and settings. This means:
- No manual backup needed — The backup runs on its own each night. Your staff does nothing.
- Quick recovery — If hardware fails or data is lost, IPS support can restore from the latest backup.
- Data safety — Your records are safe even if your server or network has a problem.
Multi-Location Support
For dealer groups with more than one store, ScanIt Vehicles offers combined reporting across all rooftops:
- View by location — Filter any report to show data for one store
- Combined view — Run reports across all stores to see your full group's inventory at once
- Cross-store transfers — Transfer reports track vehicles moving between your stores with full audit trails
- User access by location — Assign each user to one or more stores. Control what data they see and which reports they run.