What the Variance Report Shows
The Variance Report lives on the ScanIt Vehicles web dashboard. Your handheld only captures scans — the report is built and read on the dashboard. It compares the vehicles in your DMS against the vehicles your team scanned, then sorts every difference into two clear buckets so you know exactly what to chase down.
- Missing — In your DMS, but not scanned. These are the units to track down — sold, in transit, moved, or truly gone.
- Found — Scanned on the lot, but not in your DMS list. Usually new arrivals, trade-ins, or vehicles from another store.
When Missing and Found are both empty, your physical lot matches your DMS — the count is reconciled.
Count Sessions: One Report, One Physical Count
ScanIt Vehicles groups your scans into a count session automatically, so the report reflects a single physical count — not a pile of all-time scans.
- Scans group on their own — As your team scans the lot, those scans are gathered into the current count session. There is no "start count" button to remember.
- A new session starts after a break — Once there have been 48 hours with no scanning, the next scan begins a fresh count session. This keeps last month's count separate from this month's.
- Inventory is snapshotted when a count begins — The system saves a picture of your DMS inventory at the moment the count starts. The Variance Report compares that snapshot against the session's scans, so later DMS changes don't muddy the numbers.
The result: the Variance Report always shows one clean physical count, from the first scan to the last.
Filtering the Report
Use the filters at the top of the report to zero in on what you need:
- All / New / Used — Show every vehicle, or just new or just used units.
- Variance type — Show only Missing, only Found, or both at once.
Each row shows the details you need to act — year, make, model, color, stock number, VIN, and last-scanned time.
Finding Missing Vehicles
The Missing bucket is where the biggest issues show up. For each one, figure out why:
- Check the transit list — Is it out on a test drive, at auction, in service, or being shipped?
- Check if sold — Was it sold but not yet removed from the DMS? Ask sales and F&I.
- Re-walk the lot — Some missing vehicles are just parked in the wrong spot. Use the last-scanned location to check.
- Check other stores — It may have been moved to another lot without a transfer being logged.
- Escalate if truly missing — If you still can't find it after every check, tell management right away.
Color-Coded Rows
ScanIt Vehicles color-codes the report so you can read it at a glance:
- Red rows — Missing. In the DMS but not scanned.
- Green rows — Found. Scanned on the lot but not in the DMS.
The colors carry through to your exports, so printed and on-screen reports read the same way.
Export to PDF or Excel
Send the Variance Report to auditors, managers, and finance in the format they want — straight from the dashboard:
- Filter first — Set All/New/Used and the variance type so the export shows exactly the vehicles you want.
- Export to PDF — Get a clean, color-coded document that's ready to print or email as-is.
- Export to Excel — Get a spreadsheet you can sort, add notes to, and use for manager sign-off.
- Save the report — Keep it on file. Most stores keep count records for at least 18 months.