How to Edit a customer details in vehicle sale booking in Gain DMS: A Step-by-Step Guide

Introduction

This document explains the step-by-step process for editing customer information in DMS during the vehicle sales process. It covers customer information updates before invoice generation and additional methods for updating customer information after vehicle delivery.

The Customer Edit process enables dealerships to maintain accurate and up-to-date customer records, ensuring correct information is used across sales, invoicing, and customer communication processes.

Section 1: Edit Customer Information During Vehicle Booking

Step 1: Navigate to Vehicle Sales

1. Login to DMS.
2. Click Sales.
3. Select Vehicle Sales.

You will be redirected to the Vehicle Sales Worksheet, where all sale bookings are displayed.

Step 2: Open the Required Sale Booking

1. Locate the sale booking for which customer information needs to be updated.
2. Click the respective Sale Code.

You will now be redirected to the Customer Center Screen, where all customer details are displayed.

Step 3: Access Customer Edit Screen

1. In the Customer Info section, click Edit Customer Detail.
2. Click the available Pencil (Edit) icon.

The system opens the Customer Edit Screen, allowing customer information modifications.

Section 2: Update Customer Type Information

Specify the customer category:

• End User
• Institution

If Customer Type = Institution

Update:

• GSTN Number

If Customer Type = End User

Update:

• PAN Number
• Aadhaar Number

Also provide:

• Reason for Change

Important Note:

PAN Number, Aadhaar Number (for End User), and Reason for Change are mandatory where applicable.

Section 3: Modify Customer Information

The following details can be updated:

• Customer Name
• Phone Number
• Email ID
• PAN Number
• Aadhaar Number
• GSTN Number

After updating the necessary details:

Ensure all mandatory fields are completed.

Section 4: OTP Verification Process

Customer information changes require OTP verification.

Generate OTP

1. Click Generate OTP.
2. OTP will be sent to the registered mobile number.
3. Enter the received OTP in the OTP field.

Important:

OTP validity is 5 minutes only.

If verification is not completed within 5 minutes, the OTP becomes invalid and a new OTP must be generated.

Verify OTP

1. Enter OTP.
2. Click Verify.

System confirmation:

"OTP verification completed successfully."

Once verified:

Click Save.

Section 5: Review Edit History

After saving:

The system maintains an edit history log.

Information available in history:

• Date of modification
• User who performed modification
• Previous values
• Updated values

Example:

Old Phone Number → New Phone Number

This ensures complete change tracking and audit visibility.

Section 6: View Updated Information

Close the edit screen.

The updated customer information now reflects in the Customer Center Screen and associated sale booking.

Section 7: Update Additional Customer Details

Additional customer information can also be updated, including:

• Address
• Registered Address
• City
• Other profile details

After updating:

1. Generate OTP again
2. Enter OTP
3. Click Verify
4. Click Save

The updated information immediately reflects within the respective booking.

Important Business Rule

Customer information editing through vehicle booking is allowed only before invoice generation.

Editing Conditions:

✔ Before Invoice → Editing Allowed

✘ After Invoice → Editing Not Allowed

If the booking has crossed the invoice stage, customer information can no longer be modified through the booking process.

Section 8: Alternative Method — Edit Customer Information After Vehicle Delivery

Customer information can also be updated after delivery using Customer Search.

Step 1: Open Customer Search

1. Click Quick Search
2. Select Customer Search
3. Enter customer phone number
4. Click Search

The system loads customer details.

Step 2: Open Customer Profile

1. Click customer name.

The customer profile screen opens.

If the customer has purchased vehicles, purchased vehicle details are also displayed

.

Step 3: Edit Customer Information

1. Click Edit

The same Customer Edit Screen opens.

You can now modify:

• Phone Number
• Email ID
• Address
• PAN Details
• Aadhaar Details
• GSTN Details
• Other customer information

Complete OTP verification and save changes.

Completion

You have successfully completed the Customer Edit process in DMS. This functionality ensures customer records remain accurate and updated throughout the sales lifecycle.