Posted on January 22, 2026 by Travis Peterson
One View Exception Report
When I worked as a dealership controller, one of the biggest risks in the accounting office was missing paperwork. Deals closed in the DMS but never scanned. Repair orders filed incorrectly. Accounting documents that were difficult to locate during audits.
The One View Exception Report was designed to solve that problem.
The report automatically compares documents scanned into One View with records in your Dealer Management System (DMS). It highlights documents that are missing, incorrectly named, or not properly matched so your team can resolve issues quickly.
Instead of finding missing paperwork during month-end or an audit, you can identify and fix problems daily.
What the Exception Report Shows
The report compares scanned documents to your DMS records and identifies two types of exceptions:
Unscanned Documents
Records exist in the DMS but the document has not been scanned into One View.
Unmatched Documents
Documents were scanned into One View but cannot be matched to a DMS record.
Why Controllers Use Exception Reports
Controllers need confidence that every deal, invoice, and repair order is properly archived.
Key benefits include:
- Ensures every closed deal and repair order is captured digitally
- Automatically compares DMS records to scanned documents
- Helps accounting teams resolve issues before month-end
- Supports compliance for audits and manufacturer reviews
- Improves organization across sales, service, and accounting
How to Use the Exception Report
The report can be filtered by:
- Store
- Document type
- Date range (7, 30, 60, or 90 days)
- Custom time period
Users can click any exception to view details including:
- Deal number
- Repair order number
- Invoice number
- Document title
- Date the exception occurred
Documents can be corrected directly within the report if the issue is simply a naming or indexing error.
Recommended Review Process
Daily review (scan operators)
- Check the unmatched report for scans from the previous day
- Confirm documents were properly named and transmitted
- Correct any document titles or indexing issues
Monthly review (controller or department managers)
- Review the unscanned document list for the prior month
- Confirm every closed deal and invoice has been captured
- Resolve any missing paperwork with department staff
Once the unscanned report for a month reaches zero, documents can typically be shredded according to your state, CPA, and manufacturer retention policies.
What Causes Unscanned Documents
Most unscanned documents occur for one of these reasons:
- The document was never scanned after the deal or repair order closed
- The document was scanned but labeled incorrectly
- The deal number, RO number, or invoice number was entered incorrectly
What Causes Unmatched Documents
Unmatched scans usually occur when:
- The deal or repair order has not been closed in the DMS yet
- The document was scanned with an incorrect number or title
- The document was scanned outside the DMS matching window
Scanner Best Practices
Many document issues come from poor scanning procedures. Simple operational habits can significantly improve document matching and OCR accuracy.
Recommended practices:
- Clean scanners regularly to prevent dust and streaking
- Monitor scan quality to ensure documents are clear and readable
- Use consistent naming conventions for deals, invoices, and repair orders
- Train scan operators on proper indexing procedures
- Review exception reports daily to catch errors early
Small improvements in scanning quality can prevent hours of reconciliation work later.
Questions About Your Exception Report?
Contact the One View support team or your Customer Success Manager.
(317) 915-9039
csm@one-view.com
Considering a Document Management System for Your Dealership?
Dealerships looking to reduce paper, improve accounting accuracy, and maintain compliance should consider implementing a document management strategy.
Request a dealership document management ROI analysis to see how One View can help automate document storage and verification.