DON'T RECONCILE EVERY INVOICE. RECONCILE THE EXCEPTIONS.

ScanApp connects OEM invoice information to what was shipped and what the dealership physically received, giving Parts and Accounting visibility into what is ready to close and what still needs attention.

Invoice data means more when it is connected to the physical receipt.

ORDER → SHIPMENT → RECEIPT → INVOICE

One controlled chain of information from inbound inventory to accounting review.

Why dealership parts invoice reconciliation is different

An OEM invoice can show what the dealership was billed, but the invoice alone does not prove that every part physically arrived. A controlled parts reconciliation process needs to connect the financial transaction back to the shipment and receipt activity that created it.

InvoiceWhat the OEM billed.
ShipmentWhat the OEM says it shipped.
ReceiptWhat physically arrived and was verified.

The problem with manual cross-referencing

When Parts or Accounting has to manually compare invoice lines against purchase orders, shipments and receiving records, routine transactions consume the same attention as true discrepancies. That creates repetitive work and increases the chance that an exception is overlooked.

The better approach is to establish the receipt status at the line-item level and let the user concentrate on invoices or lines that remain unresolved.

The ScanApp invoice workflow

1. ImportBring OEM invoice information into the same operational dataset used for shipment and receipt control.
2. MatchConnect invoice lines to the corresponding shipment and physical receipt activity.
3. ReviewUse real-time line-item status to identify what is complete and what still requires investigation.
4. PrepareValidate the invoice before accounting posting and prepare the accounting information required for the next step.

Why exception-based reconciliation matters

Most transactions should not require investigation. Reconciliation software should separate normal matches from conditions that deserve attention, allowing Parts and Accounting to spend time on the exceptions instead of recreating the entire transaction manually.

This also strengthens the audit trail. Shipment, receipt and invoice status remain connected, making it easier to understand why an invoice is open, what has been received and what still needs to be resolved.

Receiving and invoicing belong in the same process

Invoice reconciliation is strongest when receiving data is already controlled. ScanApp starts with DMS purchase-order and OEM shipment information, captures the physical receipt, validates discrepancies and then carries that receipt status into invoice reconciliation.

That is why ScanApp is not simply an accounts-payable tool and not simply a barcode scanner. It is an inbound OEM parts control system spanning shipment, receipt and invoice reconciliation.

See ScanApp invoice control in action.

Explore the invoicing workflow and how ScanApp brings receipt status into invoice review.

EXPLORE INVOICING