DMS Cleanup Reports

What is DMS Cleanup?

DMS Cleanup is a set of five reports that find data quality issues in your DMS so your parts manager can fix them. Bad data in the DMS causes downstream problems — wrong reorders, parts that cannot be received, customers waiting on orders that fell through the cracks. The five reports surface those issues in one place.

How to Open the Reports

1. Log in to the ScanIt Parts Dashboard.
2. Click DMS Cleanup in the left sidebar.
3. Pick the report you want to review.

Report 1: Bad Parts

Lists part numbers that look wrong — too short, too long, or with unusual characters. These are usually typos in the DMS that prevent the part from being found during a scan or POS lookup.

Fix in your DMS. ScanIt Parts identifies the problem; the correction happens on the DMS side.

Report 2: Bad Quantities

Parts with quantity over 999 or negative quantities. Negative quantities usually mean a sale was posted without a matching receipt; very high quantities are usually data-entry errors.

Fix in your DMS by adjusting the on-hand quantity.

Report 3: Bad Bins

Bin locations that are blank, duplicates, or contain unusual characters. This one you can fix directly from the report.

1. Open DMS Cleanup > Bad Bins.
2. Find the bad bin name in the list.
3. Click Change Bin.
4. Enter the bad bin name and the correct bin name. Click Post.

ScanIt Parts moves all parts from the bad bin to the correct bin in bulk and posts the change to your DMS.

Report 4: Old Orders

Open orders that have never been filled or finished. By default the report shows orders older than 30 days, sorted oldest first — so a 100-day-old open order shows at the top.

Filters at the top

• Search — type a partial Part #, Order #, Shipment #, Repair Order #, Customer Name, or Description to narrow the list.
• Older than — change the cutoff date. Default is 30 days ago. Pick 60 or 90 to focus on the worst offenders.
• Order type — All Orders, Special Orders (has a customer name OR a repair order #), or Stock Orders (no customer, no repair order). Use this to separate "customer waiting on a part" from "DMS auto-reorder that never came in."

Old Orders is display-only. To close an order, go to Browse Orders or fix it in your DMS. Export to Excel or CSV to share with your parts manager.

Report 5: Duplicate Part Numbers

Parts with the same part number appearing twice in inventory. Almost always one is the active part and the other is a duplicate that should be merged or deleted in your DMS.

Best Practices

• Run them monthly — DMS Cleanup is not a daily task, but a monthly pass keeps your data healthy.
• Start with Bad Bins — fastest to fix because Change Bin posts the correction for you.
• Filter Old Orders by Stock — stock orders that have been open for 90+ days are usually parts that never arrived. Closing them stops your DMS from auto-reordering the same dead orders.
• Filter Old Orders by Special — special orders that have been open for 30+ days mean a customer is waiting on a part. Either chase the order or close it and refund.
• Export and share — every report has Excel, CSV, and PDF export. Send the list to your parts manager so they can fix it in the DMS.