Adding spare in a service Job card
How to add spare in a job card in Gain DMS: A Step-by-Step Guide
Overview
The Service Job Spare Adding Process is used to issue and record spare parts against a Service Job card in Gain DMS.
This process helps workshops:
- Issue spare parts required for repair or service
- Track spare consumption
- Allocate parts to technicians
- Maintain inventory control
- Calculate spare charges
- Generate accurate billing
- Maintain complete repair history
Each spare added to the Job card becomes part of the service operation and customer billing process.
Industry Standard Process Understanding
In automobile dealership workshops, spare parts management is one of the most critical service operations.
After complaints are diagnosed and labour operations are identified, the required spare parts are issued against the Jobcard for vehicle repair or maintenance.
Industry-standard DMS systems use spare issue processes to:
- Control inventory movement
- Track spare usage
- Monitor technician consumption
- Prevent stock misuse
- Calculate customer billing
- Support warranty and insurance claims
The spare issue process generally includes:
- Technician assignment
- Item code selection
- Quantity issue
- Job type classification
- Discount handling
- Insurance payable handling
Modern dealership systems also support:
- Recall spare auto-loading
- Estimate-to-Jobcard spare conversion
- Multiple billing types
- Partial customer payable for insurance jobs
This structured approach ensures accurate inventory tracking and transparent workshop operations.
Gain DMS Adding Spare Tutorial Video
Navigation Path
Workshop → Service Jobcard
Step-by-Step Process to Add Spare to a Job card
Step 1: Open Service Jobcard Worksheet
- Click on Workshop
- Click on Service Jobcard
The system will open the Job card Worksheet, where all open Job cards are displayed.
Step 2: Select the Required Jobcard
- Locate the required Jobcard
- Click on Action
- Click on Item Issue
The system will open the Spare Issue Screen.
Understanding the Spare Issue Screen
The Spare Issue Screen is used to:
- Issue spare parts to the Jobcard
- Allocate parts to technicians
- Track spare quantities
- Manage spare pricing
- Control billing classification
All issued spares will be displayed in this screen.
Step 3: Select Technician Name
Update the:
- Technician Name
This defines which technician is using the spare part for repair or service activity.
Proper technician mapping helps workshops:
- Track technician productivity
- Monitor spare usage
-
Maintain repair accountability
Step 4: Select Item Code
Update the:
- Item Code
The Item Code represents the spare part being issued.
Examples:
- Oil Filter
- Brake Pad
- Engine Oil
- Clutch Plate
- Headlight Assembly
The system will fetch the spare details based on the selected item code.
Step 5: Update Quantity
Enter the:
- Quantity
This defines how many units of the spare are being issued against the Job card.
Example:
- Engine Oil = 2 Units
-
Brake Pad = 1 Set
Step 6: Add Spare to Job card
Once Item Code and Quantity are updated:
- Add the spare to the Job card
The spare will now display in the spare issue list.
Step 7: Verify Spare in Spare Issue List
After adding:
- The spare will appear in the list section of the screen
The list displays:
- Issued spares
- Quantities
- Pricing details
-
Technician allocation
Step 8: Add Multiple Spares (If Required)
The system allows:
- Multiple spare items in one Jobcard
Example:
A service may require:
- Engine Oil
- Oil Filter
- Air Filter
- Brake Fluid
All can be added separately in the same Jobcard.
Editing or Deleting Spare Items
Once spare items are added:
- Spare entries can be edited
- Spare entries can also be deleted
This helps correct quantity or item selection mistakes.
Important Business Rule
The last line item in the Spare Issue Screen:
- Cannot be deleted
This restriction is generally maintained for system integrity and transaction control.
Revising MRP Using Sticker Option
If there is a requirement to revise the spare price:
- Select the Sticker option
This allows updating or revising the MRP price of the spare item.
Industry Standard Use of Sticker Pricing
Sticker pricing is commonly used in dealerships when:
- New price stickers are applied
- Revised OEM pricing is available
- MRP correction is required
- Old stock carries updated pricing
This ensures correct billing based on actual pricing.
Auto Loading of Spare Items
The system may automatically load spare items in certain scenarios.
Scenario 1: Recall Vehicle
If the vehicle has:
- Recall Campaign than appropriate parts will reflect based on the master definition.
- Field Fix activity than appropriate parts will reflect based on the master definition.
- Periodic maintenance than appropriate parts will reflect according to the service type selected.
- AMC than appropriate parts will reflect based on the package definition.
The required spare items may automatically load into the Job card.
Scenario 2: Job types in which the parts can be issued in a job card
Job type | Explanation |
| Paid | If the jobs are done under paid than while issuing the part the job type needs to be selected as paid and the bill will be generated under customer name. |
| River Warranty | If the jobs are done under standard warranty than while issuing the part the job type needs to be selected as River Warranty. But the part cannot be issued in the job card spare issue screen directly. First it has to be added in warranty prior and than only after approval the part can be added in the screen. later while billing the warranty statement will be generated for the respective part. |
| Bill in Insurance | If the jobs are done under Insurance than Bill on insurance needs to be selected. The respective parts will reflect in insurance bill and the bill will be generated under the insurance company which is selected at the time of job card opening. |
| Bill On Supplier | If the jobs are done for the press fleet vehicle than Bill on Supplier needs to be selected. The respective parts will reflect in Supplier bill and the bill will be generated under the manufacturer's name. |
| Extended Warranty | If the jobs are done for the extended warranty case than the Extended warranty needs to be selected in Job type, and the bill will be generated under the manufacturer's name. |
FOC | If the jobs are done under Free Of Cost for test ride vehicle or for normal customer (if the dealership is bearing the cost), than in job type select the FOC and the bill will be generated under the dealership name. |
| Parts Warranty | If the jobs are done under part warranty than while issuing the part the job type needs to be selected as Part Warranty. But the part cannot be issued in the job card spare issue screen directly. First it has to be added in warranty prior and than only after approval the part can be added in the screen. later while billing the warranty statement will be generated for the respective parts. |
| Good Will Warranty | If the jobs are done after the standard warranty period than while issuing the part the job type needs to be selected as Good Will Warranty. the part can be issued in the job card spare issue screen directly. later while billing the warranty statement will be generated for the respective part. |
| Field Fix Warranty | If the jobs are done under recall than while issuing the part the job type needs to be selected as Field Fix Warranty. The part cannot be issued in the job card spare issue screen directly. Based on the masters definition the screen will auto load the parts in the spare issue screen. later while billing the warranty statement will be generated for the respective parts. |
Scenario 3: Estimate Conversion
If the Job card is converted from an Estimate:
- Spare items added during estimate preparation will auto-load into the Job card
This avoids duplicate manual entry.
Scenario 3: Periodic maintenance Parts
- The respective part will auto populate in the service job spare issue screen.
Scenario 4: Warranty Parts
Scenario 5: AMC Parts
Scenario 6: Quotation Parts Autoloading
Additional Options Using Three Dots Menu
When you click on the Three Dots option against a spare item, additional actions become available.
Option 1: Add Discount
Allows the workshop to:
- Provide spare discount
- Reduce spare pricing
Discounts may be given for:
- Customer retention
- Service campaigns
-
Goodwill adjustments
Option 2: Customer Partial Payable
Used mainly in:
- Insurance cases
This allows workshops to define:
- The portion payable by the customer
-
The portion payable by the insurance company
Industry Standard Insurance Handling
In insurance repair cases:
- Some items may not be fully claimable
- Depreciation may apply
- Consumables may become customer payable
This functionality helps dealerships manage accurate insurance billing.
Understanding Job type
While issuing spare items, the system allows selection of:
- Job type
Job type defines the nature of work under which the spare is being issued.
Importance of Job type in Workshop Operations
Job type is extremely important because:
- Different job types follow different billing rules
- Warranty jobs are claimable from OEM
- Internal jobs are dealership expenses
- Paid jobs are customer billable
Common Industry Standard Job types
| Job type | Purpose |
|---|---|
| Paid Service | Customer-paid repair/service |
| Free Service | Free scheduled service |
| Warranty | OEM warranty repair |
| Internal | Internal dealership work |
| Recall | OEM recall repair |
| Insurance | Insurance-related repair |
| Accident Repair | Bodyshop repair |
| PDI | Pre-Delivery Inspection |
Multiple Job types in One Job card
A single Job card can contain:
- Multiple Job types
Example:
A Job card may include:
- Paid Service spare items
- Warranty spare items
- Insurance repair spare items
All within the same Job card.
Impact on Job card Billing
Because multiple Job types are supported:
- Different bills may be generated in the Job card Billing Screen
This helps separate:
- Customer billing
- OEM warranty claims
- Insurance claims
- Internal workshop expenses
Best Practices Followed in Automobile Dealerships
1. Issue Only Required Spares
Always issue only necessary spare parts to avoid stock misuse.
2. Verify Quantity Before Issue
Ensure correct quantity is issued to avoid inventory mismatch.
3. Use Correct Job type
Proper Job type selection is critical for:
- Billing accuracy
- Warranty claim processing
- Insurance settlement
4. Map Spare to Technician
Technician allocation improves accountability and repair traceability.
5. Validate Pricing Before Billing
Always verify MRP and discounts before final billing.
Important Business Rules
- Spares can be added only against valid Job cards
- Multiple spare items are allowed
- Last spare line item cannot be deleted
- Discounts can be applied
- Insurance customer payable can be updated
- Spares may auto-load for recalls or estimate conversions
- Multiple Job types are supported
Process Outcome
Once spare items are successfully added:
- Spare inventory gets allocated
- Repair work can proceed
- Spare charges become part of billing
- Workshop consumption gets recorded
- Job card progresses toward completion
Conclusion
The Service Job Spare Adding Process in Gain DMS helps dealerships efficiently manage spare consumption, technician allocation, inventory control, and workshop billing.
Proper spare issue management ensures:
- Accurate inventory tracking
- Better workshop efficiency
- Transparent customer billing
- Smooth insurance and warranty processing
- Improved service quality
This is how spare items are added to a Service Job card in Gain DMS.
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