Allotting a vehicle for a respective sale Booking

Allotting a vehicle for a respective sale Booking

How to Allot the vehicle for a respective sale booking in Gain DMS: A Step-by-Step Guide

In dealership operations, once the booking is confirmed and payments are secured, the next critical step is assigning a specific vehicle to the customer. This process, known as vehicle allotment, ensures that a particular chassis is reserved and linked to the booking.


Gain DMS Vehicle Allotment Tutorial Video


🧭 Step 1: Navigate to Vehicle Sales

  1. Go to Sales
  2. Click on Vehicle Sales
  3. You will reach the Product Sales Worksheet

 


 

🔍 Step 2: Open Allotment Screen

You can access the allotment stage in two ways:

Option 1:

  • Click on “Allot” link against the booking

 


 

Option 2:

  1. Click on the Sale Code / Booking Number
  2. You will reach the Customer Centre Screen
  3. System will suggest next action as Vehicle Allotment
  4. Click on it

 

 


⚠️ Step 3: Pre-Requisites for Allotment

Before allotting a vehicle, ensure the following:

✅ 1. PDI (Pre-Delivery Inspection) Completed

  • Vehicle must pass PDI
  • Only then chassis will be available for selection

💵 2. Full Payment Completed

  • 100% payment must be collected
  • No balance amount should be pending

🧾 3. Booking Details Updated

  • Ensure all required information in booking screen is complete

🧾 Step 4: Open Product Sale Allotment Screen

  • Click on Vehicle Allotment
  • You will land on the Product Sale Allotment Screen

 


 

 

🚘 Step 5: Select Chassis Number

  • Choose the chassis number to allot to the customer

📌 Important:

  • Chassis list appears based on FEFO Logic
    (First In, First Out – older stock appears first)

 

 

📦 Step 6: Check Stock Availability

  • You can also view:
    • Stock available at other locations

 


 

🔢 Step 7: Auto-Filled Details

  • Once chassis is selected:
    • Motor Number will automatically populate

✅ Step 8: Save Allotment

  1. Verify selected chassis details
  2. Click on Save

 



🔄 Step 9: Stock Availability
 
The availability button in the allotment screen will show all the list of available chassis for the respective colour and product. The user can click on "Allotment" and allot the respective chassis to the particular sale.



🔄 Step 10: Next Action

  • After successful allotment:
    • System suggests next step → Sale Approval

 

 


🎯 Summary

  • Open booking → Click Allot
  • Ensure:
    • PDI completed
    • Full payment done
    • Booking details updated
  • Select chassis
  • Save allotment
  • Proceed to Sale Approval

⚠️ Key Points to Remember

  • Chassis will not appear without PDI
  • Allotment requires complete payment
  • FIFO logic ensures older stock is prioritized
  • Motor number is auto-filled
  • If the product and color of the vehicle available in stock does not match exactly with the Product and color selected in booking screen, than the chassis will not load automatically in the vehicle allotment screen.
  • Always verify before saving.