Physical Inventory 5 min read

Preparing for Physical Inventory

Good prep is the key to a fast and correct count. Learn how to plan teams, assign zones, and set up your scanners.

Planning Your Count

Physical inventory is one of the most important tasks at any store. It proves that the vehicles in your DMS are really on your lot. It finds missing or moved vehicles. It also meets audit rules from makers and lenders. ScanIt Vehicles makes the count fast. Good prep makes it right.

Whether you count new, used, or both, the steps are the same. Most stores do a count each month. Some do it weekly on used lots where turnover is higher.

Setting Up Teams and Zones

Split your lot into zones. Assign a team to each zone. This is the fastest way to do a count. Here's how:

  1. Map your lot into zones — Break it into areas: front lot, back lot, service, overflow, offsite, body shop, detail. Each zone should take one or two people 30-60 minutes.
  2. Pick a leader per zone — The leader makes sure every vehicle in their zone gets scanned. They also handle problems like missing barcodes.
  3. Pair new staff with experts — If someone hasn't used a scanner, pair them with someone who has.
  4. Track vehicles in transit — Note any vehicles out on test drives, at the body shop, or on the way from another store. Log these apart from the count.

Pre-Count Checklist

Do these things before count day:

  • Set the date and time — Early morning works best, before the lot gets busy
  • Pull the DMS inventory report — This is the baseline your scan results get checked against
  • Note vehicles off the lot — Log any vehicles out for service, at auction, on test drives, or at other stores
  • Charge all scanners — Make sure every scanner is fully charged the night before
  • Print zone maps — Give each team a printed map of their zone so they know what area to cover
  • Tell your staff — Make sure everyone knows the date, time, and their zone at least one day ahead
  • Hold test drives — Ask that no vehicles leave the lot during the count if you can

Setting Up Scanners for Count Mode

ScanIt Vehicles scanners have a count mode built for physical inventory. Setting them up right keeps the data clean:

  1. Turn on the scanner — Power it on and check that it links to the wireless network.
  2. Pick Inventory Mode — From the main menu, tap "Physical Inventory" to enter count mode.
  3. Choose what to count — Pick "New Vehicles," "Used Vehicles," or "All Vehicles."
  4. Set the zone — Enter the zone this scanner will cover. Each scan gets tagged with that zone.
  5. Check the date and time — Make sure the scanner's clock is right. Timestamps go into the variance report.
  6. Do a test scan — Scan one vehicle to make sure it reads and talks to the server.

Talking to Your Staff

Clear updates make the count go smooth. Use these tips:

  • Hold a quick meeting — Five minutes before the count, gather all teams. Go over zones, target finish time, and who to call with questions.
  • Name one point person — Pick one person to handle questions, scanner issues, and zone changes during the count
  • Use radios or group text — Fast talk between zones solves problems in real time. No need to walk across the lot.
  • Set a finish time — Give teams a target so the variance report can run as soon as the count is done
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