Tracking a Vehicle Leaving Your Lot
When you send a vehicle to another dealer, good records matter. ScanIt Vehicles logs every outgoing transfer with a full audit trail. It tracks from the moment you start the transfer until the vehicle leaves. This protects your store from disputes. It also keeps your inventory clean.
Creating a Transfer Record
Follow these steps to create an outgoing transfer:
- Find the vehicle — Search by VIN, stock number, or use GPS to find it on the lot.
- Select "Outgoing Transfer" — From the vehicle record, pick the outgoing transfer option.
- Enter the other dealer — Add the dealer code and name of the store getting the vehicle.
- Add transfer details — Enter the reason, agreed price, and any special terms.
- Confirm and save — Check all details and confirm. The system adds a timestamp and logs who made it.
Full Audit Trail
Every outgoing transfer creates a full audit trail. It includes:
- Timestamp — Exact date and time the transfer started and finished
- User info — Who created and approved the transfer
- Vehicle details — Full VIN, stock number, year, make, model, and miles
- Other dealer info — Dealer code, name, and contact details
- Cost details — Transfer price, costs, and any fees
- Status tracking — The status updates as the vehicle moves through the process
Automatic DMS Posting
No need to update your DMS by hand. Once you confirm the transfer, the system does the rest:
- Updates the vehicle status — The vehicle is flagged as "transferred out" in your DMS.
- Posts the accounting entry — The transfer posts to your DMS with the right deal type and amounts.
- Removes from active stock — The vehicle no longer shows in your active counts or reports.
- Keeps it in history — The record stays in your transfer and invoice history for audits.
Transfer Paperwork
ScanIt Vehicles creates all the forms you need for a dealer-to-dealer transfer:
- Transfer form — Records the deal between your store and the other dealer
- Vehicle condition report — Notes the vehicle's shape at the time of transfer
- Bill of sale — A formal record of the deal between dealers
- Key and document checklist — Makes sure all keys, manuals, and papers go with the vehicle
Print these forms from any PC on your network. You can also email them to the other dealer.