Have you ever noticed that barcode in the corner of your Service RO or Parts Ticket? It might not seem like it reduces very much time it takes your service and parts staff to pull up an RO or Parts Ticket. Here at Scan123 we are excited for you to utilize barcodes for your scanning process. Scan123 software can use the barcode to automatically populate the folder name for your uploads. Using barcodes in your dealership in conjunction with DMS interfacing can effectively put an end to data entry for your users.
How to use Scan123 with Barcodes
- Login to Scan123 on your computer
- Click the checkbox for Read Barcode found next to the Scan button
- Once selected, the Read Barcode checkbox will remain selected
- Click Scan or the spacebar on your keyboard
- Note the absence of keying in the folder name, keywords, etc
- Click Send
- Select the Cabinet to send to and Scan123 will auto-populate the Service RO#
- Utilize DMS interfacing and the following Service RO fields will display in Scan123
- Stock #
- Customer Name
- Customer Phone #
- License Plate
DMS Interfacing: Eliminate Data Entry
You can eliminate data entry by using DMS interfacing with Scan123. Once you have sent your documents to the cloud, routinely run your DMS report and import to Scan123. Data from your DMS will automatically map to the correct folders and populate the fields listed above. Interfacing with your DMS will enhance your search capabilities while eliminating data entry.
Are you using Barcodes But Aren’t Using the DMS Interfacing Yet?
When using Scan123 to scan your RO or Parts Ticket with a Barcode, Scan123 will auto-populate the Service RO# or Parts Ticket# and enter it as the Folder Name. In order to have the same search options shown above (VIN, Stock, Customer Name, etc) you will need to key in these keywords in Scan123 before clicking Send.
The Support team at Scan123 can walk you through the steps to setup DMS Interfacing for your Scan123 cabinets at your dealership. Once setup, DMS interfacing is very simple and in some cases can be entirely automated. With DMS interfacing in place you will enhance your search capabilities with minimal keystrokes from your team. DMS interfacing involves running a report from your DMS and uploading the report to Scan123. We suggest that you upload the report at least a few times each week in order to keep your files up to date.
Why Does Scan123 File Service ROs by RO# Instead of VIN?
Scan123 recommends that your Service ROs be filed by RO# to minimize your keyword entry. DMS interfacing has allowed us to greatly minimize the time to scan and recall documents by utilizing DMS interfacing. The Repair Order # is a unique field. While you may have several Repair Orders for each vehicle VIN, you only have one Repair Order. When you upload your DMS interface report, you are essentially uploading a spreadsheet. Have you ever merged 2 spreadsheets together only to discover a duplicate entry and accidentally overwritten data? Ouch.
The scanning process is the same when using DMS interfacing for your other cabinets. When scanning Car Deals, use Deal # for the folder name. When scanning Accounts Payable, use Check # for the folder name.
DMS Interfacing is currently available for the following cabinets within Scan123:
- Service ROs
- Parts Tickets
- Car Deals
- Accounts Payable
Is there a cabinet you would like to setup for DMS interfacing that is not listed above? Please contact the Support team at Scan123. We would be happy to help you eliminate keyword entry and build efficiencies in your office. While each DMS varies in its report building functionality, we have leveraged our expertise to integrate with every DMS we have encountered to date.
Tips for Scanning with ROs with Barcodes
- Barcode must be on the first page scanned
- Use RO# for Folder Names
- Review scanned pages for readability before sending to your cabinet
- Utilize DMS Integration a few times each week for best results