RECEIVING ISN'T SCANNING. IT'S RECONCILIATION.

A barcode tells you what is in your hand. A controlled receiving process tells you whether that part is what you ordered, what the OEM shipped and what should become inventory.

Know what's coming. Validate what arrived. Resolve what doesn't match.

Dealership parts employee receiving inbound inventory with ScanApp

What dealership parts receiving software should actually do

Receiving should establish the physical truth of an inbound shipment before inventory is updated. That requires more than capturing a barcode. The receiving process has to compare the physical part and quantity against the dealership purchase order and the shipment information available from the OEM.

ExpectedWhat the dealership ordered through the DMS.
ShippedWhat the OEM says it actually shipped.
ReceivedWhat physically arrived at the dealership.

Why receiving errors matter

When ordered, shipped and physically received quantities are treated as if they are automatically identical, discrepancies can become inventory problems. Short shipments, over shipments, substitutions, supersessions and parts shipped without a matching order need to be identified while the shipment is being processed—not discovered later during research or reconciliation.

A strong receiving workflow also preserves an audit trail. The dealership should be able to determine what was expected, what was scanned, what was adjusted and what was ultimately verified.

The ScanApp receiving workflow

1. Power ShippedSee expected inbound inventory and match OEM shipment information to DMS purchase orders.
2. Scan & ValidateCompare the physical receipt against order and shipment data as parts arrive.
3. Review & VerifyIdentify discrepancies, adjust quantities when necessary and approve the final receipt.
4. Power ReceiptReview the day's receiving activity as an exception report and focus on what needs attention.

Manage by exception instead of reviewing every receipt

Clean receipts should not consume the same management time as discrepancies. ScanApp classifies receiving activity so users can focus on conditions such as Received as Ordered, Short Shipped, Over Shipped, Shipped Without Order and Manually Assigned.

That changes receiving from a repetitive data-entry exercise into a controlled exception-management process.

Why faster receiving affects more than Parts

Receiving sits upstream of the rest of the dealership. Until inbound inventory is available, technicians can be waiting for parts, service bays can be delayed and wholesale orders can remain unfulfilled. Reducing receiving time can therefore improve the speed of work downstream even though receiving itself is a Parts operation.

DMS integration matters

With Quorum, verified ScanApp receipts can automatically update the corresponding purchase orders. PBS and Reynolds & Reynolds customers currently use ScanApp to validate and reconcile receiving, with the final PO receipt completed manually in the DMS.

See the complete ScanApp receiving workflow.

Explore Power Shipped, scanning, exception review, verification and Power Receipt.

EXPLORE RECEIVING