Your Tire Identification Number report is your tire-recall compliance tool. It lists every Tire Identification Number (the DOT code molded into the tire sidewall) your shop sold on an invoice, together with the customer's name and mailing address and the invoice each tire came from. When a tire manufacturer sends you a recall notice — federal law (49 CFR § 579) requires you to notify every customer you sold the recalled tire to — you pull this report, filter to the recalled dates, export to Excel, match the recalled TINs against your list, and use the customer rows as your mail-merge source for the notification letters. The report is a single filterable, sortable list with an Excel export — there are no dollar totals, no charts, and no financial summaries, because this is a compliance tool, not a sales report.
Filters
| Filter | Default | What it does |
|---|---|---|
| Countries | Your country (only appears if you operate in more than one country) | Picks which country's shops feed the Locations picker below. |
| Locations | All of your shops (HQ view only) | Narrows the report to one or more of your shops. If you're on the HQ view and you clear the Locations list, the report still runs across every shop you have access to — clearing it means "all my shops," not "no shops." |
| Invoiced Date | Last month — the report defaults to showing tires sold in the previous complete calendar month | Limits the report to tires on orders that were invoiced inside the date range you pick. Both the start and end dates are inclusive. |
A few things that are not filters on this report, but that affect what shows up:
- The report only shows tires on invoiced orders. Tires on an Estimate or a Repair Order will not appear until the order is invoiced.
- The report only shows tires where the technician typed the TIN / DOT code into the tire line item on the order. A tire with the TIN field left blank is not on this report — even though the tire was sold and invoiced.
- The customer's mailing address is pulled from their current customer record. If a customer moved after they bought the tires, the report shows their current address, not the address they had at the time of the sale.
Understanding Each Number
| Column | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| First Name / Last Name | The customer's name as set on their customer record. | Fleet or company-only customers may not have a first/last name set — those rows show blank name cells. | Mail-merging the name into a recall notification letter. | — |
| Location | The shop where the tire was sold (HQ view only). | — | Seeing which of your shops a recalled tire was sold at, so you know which shop needs to process the recall exchange. | If you're running the report for a single shop, this column doesn't show. |
| Street Address, City, State, Zip Code | Your customer's mailing address — where the recall notification letter needs to be sent. | — | Printing mailing labels for recall letters. | Important note about the Excel export: on the screen, the Street Address column shows line 1 plus any apartment / unit / suite number on line 2. When you export to Excel, the Street Address column contains only line 1 — line 2 (apartment / unit) is not included. If some of your customers live in apartments and you're using the XLS to print labels, double-check those rows before mailing. |
| Tire Identification Number | The DOT code from the tire's sidewall, as typed into the tire line item on the order. | Any tire where the technician didn't type in a TIN — those tires aren't on this report. | Matching against a manufacturer's recall notice to find out which of your customers bought a recalled tire. | If you sold multiple tires on one invoice, each TIN shows as its own row — same customer, same invoice, but one row per TIN. This is by design: each TIN is recall-trackable independently. |
| Tire Brand | The brand of tire, when your system can figure it out from the part or inventory record. | Tires sold outside your regular parts/inventory won't have a brand — those rows show a blank Brand but still show the TIN. | Narrowing to a specific brand during a brand-wide recall. | Brand isn't a filter on this report — if you're looking at a brand-specific recall, export to Excel and filter the Brand column there. |
| Invoice | The invoice number for the order that the tire was sold on. Click to open the order. | — | Going from the recall list back to the original sale, if you need to issue a refund, exchange, or warranty claim. | Clicking the Invoice column header to sort does not sort by the invoice number you see — it sorts by an internal ID, which looks nearly random. Sort by Invoiced Date instead, or sort in Excel after exporting. |
| Invoiced Date | The date the order was invoiced. | — | Checking when the tires were sold, to match against a recall's date window (e.g., "tires manufactured between these dates"). | The report is sorted by Invoiced Date, newest first, by default. |
Common Questions
Q: I just got a recall notice from a manufacturer. What's the workflow? A: Set the Invoiced Date filter to cover the period the manufacturer specifies (often a multi-year window for the production dates of the recalled tires). Click Export XLS. Open the exported file in Excel. Use the TIN column to match against the list of recalled TINs from the manufacturer — the fastest way is a VLOOKUP or a filter-contains against the recalled-TIN list. The matching rows give you the customer names, addresses, and invoices you need for the notification letters. Keep the exported file as your compliance record — federal recordkeeping rules require you to be able to produce this kind of customer notification history on request.
Q: A tire I know I sold isn't showing up. Why? A: Most common reasons, in order:
- Your Invoiced Date filter doesn't cover when the tire was sold. The report defaults to last month — change the filter to the right date range.
- The order isn't invoiced yet. Tires on an estimate or a repair order won't appear until the order is invoiced.
- The technician didn't type the TIN into the tire line item on the order. If the TIN field is blank, the tire isn't on this report. (This is the #1 data-entry gap on TIN reports — worth a team reminder if it happens a lot.)
- The order was sold in the last few minutes and the report's data hasn't refreshed yet. The "Last updated" banner at the top of the report tells you when the data was last refreshed — if the sale is newer than that, give it a few minutes.
Q: My customer's apartment number is missing from the Excel export. Is that a bug? A: It's a known difference between the on-screen view and the export. On screen, the Street Address column shows address line 1 plus line 2 (where apartment / unit / suite numbers are usually stored) combined. In the Excel export, the Street Address column contains line 1 only. If you're mail-merging the export for recall letters, double-check apartment/unit numbers on customers who live in multi-unit buildings — you may need to look them up in the customer record directly.
Q: The same customer and same invoice appear on multiple rows. Is that a duplicate? A: No — that's by design. One row per TIN per order. If your customer bought four tires on one invoice and your technician typed in four different TINs, you'll see four rows, one per TIN, with the same customer name and same invoice number repeated. Each TIN is recall-trackable independently — you need one row per TIN so you can match any one of them against a recall notice.
Q: Why doesn't this report show dollar values (cost, retail, profit)? A: This is a compliance report, not a sales report. It exists to answer the question "who bought this TIN from me?" — not "how much did I sell?". For tire sales totals, use the Sales by Line Item Type report (with the Type filter set to Tire) or the Canned Services Detail report.
Q: Why does the Invoice column sort so strangely? A: Clicking the Invoice column header sorts by an internal order ID, which is not the same as the invoice number you see. The quickest workaround is to sort by Invoiced Date instead (tires on the same invoice share an invoice date, so they stay grouped together), or export to Excel and sort the Invoice column there.
Q: Can I search by the customer's name or by a specific TIN? A: Not directly on the report — there's no name-search or TIN-search box. The workflow is to filter to a useful date range, export to Excel, and then use Excel's filter or search to find a specific customer or TIN. For recall compliance this is usually fine, because you're matching against a manufacturer-supplied TIN list in bulk anyway.
Q: The Tire Brand column is blank for some rows. Why? A: The brand is figured out by matching the tire line item against your shop's parts and inventory. If the tire was sold outside your regular inventory (for example, a customer brought their own tire for you to mount), your system may not be able to match it to a brand. The TIN still shows up — what's missing is the brand derivation, not the tire itself.
Tips for Getting the Most Out of This Report
- Make typing the TIN into every tire line item a standard shop process. The single biggest gap on this report is tire line items where the TIN field was left blank. A tire with no TIN in your system is a tire you can't recall-track — when a manufacturer recall lands, you will not be able to reach that customer. Consider making the TIN field a required part of closing out any tire installation ticket.
- Run the report in big date windows for recalls. Manufacturer recall notices usually cover a multi-year production window. Set the Invoiced Date to a wide range (or clear it to all time), export to Excel, and use a VLOOKUP or a filter against the recalled TINs to find your affected customers in one pass.
- Save your recall exports. Federal recordkeeping rules require you to be able to show that you notified the customers affected by a recall. The exported XLS is your evidence. Keep a copy of each recall-driven export together with the manufacturer's recall notice in your compliance files.
- Check the "Last updated" banner before you start. The data refreshes periodically — if you just sold a tire in the last few minutes, it may not yet be in the report. For compliance work this rarely matters (you're looking at historical sales), but it's worth being aware of.
- Keep customer addresses current. The report uses the customer's current mailing address at the time you run the report, not the address at the time of the sale. Keeping the customer record up to date means your recall letters actually reach the customer.
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