Used Vehicle & Trade-In Check-In
Get trade-ins into your inventory system the moment they arrive
How Trade-In Check-In Differs
Checking in a used vehicle or trade-in uses the same scan steps as a new one. But there are a few key differences:
- No factory invoice — Trade-ins don't have factory invoice records. The system reads the VIN to fill in year, make, model, trim, and engine. But options may need a manual look.
- Condition notes — Trade-ins need condition notes and photos that new ones don't. ScanIt Vehicles asks you to record the vehicle's shape at intake.
- Used stock — The vehicle posts to the used section of your DMS, not the new section.
- Miles entry — The system asks for the current odometer reading. This is required for used vehicles.
Scanning the VIN on Used Vehicles
The VIN barcode spot on used vehicles can vary by age and maker:
- Pick Used Vehicle Check-In from the scanner menu so it gets filed right.
- Check the driver's door jamb first — this is the most common spot for the VIN barcode.
- If the door jamb label is worn or gone, look at the lower-left of the windshield (dashboard VIN plate).
- Scan the barcode. The system reads the VIN and shows the vehicle info for you to confirm.
- Enter the odometer reading when asked.
Tip: Older vehicles may have worn or faded VIN labels. If the barcode will not scan, manually enter the 17-character VIN using the scanner keypad. Double-check the entry against the physical VIN plate to avoid errors.
Adding to Used Stock
Once the VIN is scanned and confirmed, the vehicle gets added to used stock:
- Check the decoded info (year, make, model, trim, engine). Fix any fields if needed.
- Enter where it came from (trade-in, auction, dealer buy, etc.).
- Give it a stock number. Your store may use a different number series for used.
- Assign a spot for where the vehicle will park.
- The vehicle posts to your DMS used inventory.
Recording Shape at Intake
Writing down a trade-in's shape when it arrives keeps your store safe and sets clear goals for recon:
- After the VIN scan, the system opens a condition screen.
- Walk around the vehicle. Note any outside damage: dents, scratches, paint chips, cracked glass, or body damage.
- Check inside. Note any wear, stains, odors, or damage to seats, dash, or trim.
- Take photos of any damage. These attach to the vehicle record as intake proof.
- Rate the overall shape (great, good, fair, rough) and add notes for your recon team.
Why this matters: A timed record from intake stops disputes later. If a buyer says damage happened after the trade, your records prove the vehicle's shape at arrival.
Next step: When a full transport load arrives, you can speed up the process even further with batch check-in. Continue to the next lesson.