How to add Good Will part and labour in Service Job card in Gain DMS: A Step-by-Step Guide

Overview

The Goodwill Warranty process in Gain DMS allows dealerships to request approval from the OEM (Original Equipment Manufacturer) for repairs or replacements that are provided as a goodwill gesture to the customer, even when the vehicle may not be covered under standard warranty conditions.

This process helps dealerships:

• Improve customer satisfaction and retention
• Handle exceptional service cases professionally
• Obtain OEM approval for goodwill labor and spare claims
• Maintain proper documentation and billing segregation between Paid and Goodwill jobs

The system ensures that only OEM-approved goodwill labor and spare parts are processed under goodwill warranty billing.

Industry Standard Explanation

In automobile dealerships, Goodwill Warranty is a special support mechanism where the dealership or OEM covers certain repair costs for customers outside normal warranty terms as a customer satisfaction initiative.

Goodwill approvals are generally provided:

• For loyal customers
• For vehicles slightly out of warranty
• For recurring issues
• For manufacturing-related concerns
• To maintain customer relationship and brand reputation

Industry-standard dealership practice requires:

• Proper complaint documentation
• Clear segregation between Paid and Goodwill jobs
• OEM approval before billing
• Traceability of approved and rejected items
• Separate accounting and warranty claim tracking

Gain DMS follows this standard workflow by ensuring that:

• Goodwill labor and parts are marked separately
• OEM approval is mandatory
• Rejected items cannot be billed under goodwill
• Approved goodwill items reflect in warranty statements
• Paid items reflect in customer invoices
  

Prerequisites

Before processing Goodwill Warranty in DMS, ensure:

• The Job Card is already created
• Customer complaints are updated
• Technician and repair details are available
• Required labor and spare parts are identified
• OEM goodwill approval process is enabled

Step-by-Step Process to Add Goodwill Warranty Labor and Spare Parts

Step 1: Open Service Job Card Worksheet

Navigation

• Go to Workshop
• Click on Service Job Cards

Description

The Service Job Card Worksheet displays all open job cards available in the system.

From this screen, users can access:

• Labor Issue
• Spare Issue
• Billing
• Complaints
• Warranty Processing
• Goodwill Requests
  

Step 2: Select the Required Job Card

Action

• Identify the job card for which goodwill warranty needs to be processed
• Click on Action

Description

The Action menu provides multiple job card operations related to service execution.

Adding Goodwill Labor

Step 3: Open Labor Issue Screen

Action

• Click on Labor

Description

The Labor Issue screen allows the service advisor or technician to:

• Add repair labor operations
• Assign technicians
• Select job type
• Define repair timings
  

Step 4: Enter Technician Details

Action

• Enter the Technician Name

Description

The technician assigned to perform the repair activity must be specified for accountability and workshop tracking purposes.

Step 5: Add Goodwill Labor

Action

• Search and select the required labor using Labor Description
• Select Job Type = Goodwill Warranty
• Click on Add

Description

The selected labor operation is now categorized under Goodwill Warranty.

Example

• Chassis Replacement
• Battery Replacement
• Display Repair
  

Step 6: Add Paid Labor (If Applicable)

Action

• Add another labor operation
• Select Job Type = Paid
• Click on Add

Description

A single job card can contain:

• Goodwill labor
• Paid labor
• Warranty labor
• Insurance labor

Each category is billed separately in the Job Card Billing process.

Adding Goodwill Spare Parts

Step 7: Open Spare Issue Screen

Action

• Navigate to Spare Issue Screen

Description

The Spare Issue screen allows users to:

• Issue spare parts
• Allocate stock
• Define billing category
• Assign technician responsibility
  

Step 8: Enter Technician Name

Action

• Specify the technician handling the repair

Description

Technician tagging ensures proper service tracking and accountability.

Step 9: Add Goodwill Spare Parts

Action

• Enter the Part Code
• Specify the Quantity
• Select Job Type = Goodwill
• Click on Add

Description

The selected spare part is now marked under Goodwill Warranty.

Example

• Display Assembly
• Chassis Components
• Battery Components
  

Step 10: Add Paid Spare Parts (If Applicable)

Action

• Add another spare part
• Select Job Type = Paid
• Click on Add

Description

A job card may contain both:

• Customer payable items
• OEM goodwill-supported items

The system manages them separately during billing.

Raising Goodwill Request to OEM

Step 11: Open Goodwill Request Screen

Action

• Click on Quick Link
• Select Raise Goodwill Request

Alternative Navigation

You can also:

• Go to Job Card Worksheet
• Click on Action
• Select Raise Goodwill Request
  

Step 12: Submit Goodwill Request

Action

Update the following:

• Requested By
• Request Date
• Request Remarks

Then click:

• Request

Description

This process sends the goodwill approval request to the OEM for authorization.

Important System Validation

OEM Approval Requirement

Important Note

Goodwill labor and parts cannot be finalized unless approved by the OEM.

Without approval:

• Job card billing will be blocked
• Warranty claim cannot be processed
• Goodwill items cannot be settled
  

Modifying Goodwill Request After Submission

Step 13: Add or Modify Items After Request

Description

Even after submitting the goodwill request:

• Additional labor can be added
• Additional spare parts can be added
• Existing items can be modified

However:

• Newly added items will remain pending approval
  

Step 14: Re-Request Approval

Action

• Click on Re-request

Description

This sends all newly added goodwill items again for OEM approval.

OEM Approval and Rejection Handling

Step 15: Review Approval Status

Description

Once OEM reviews the request:

• Approved items will be marked as Approved
• Rejected items will not be approved for billing
• Rejection remarks may be displayed
  

Step 16: Verify Approved Labor and Spare Parts

Description

In:

• Labor Issue Screen
• Spare Issue Screen

Users can verify:

• Approved items
• Rejected items
• Pending items
  

Billing Validation Process

Step 17: Attempt Job Card Billing

System Validation

During billing, the system checks:

• Whether all goodwill items are approved
• Whether any item is still pending
• Whether any item is rejected
  

Step 18: Handle Rejected Goodwill Items

Important Note

If any goodwill labor or part is rejected:

• It must be removed from the job card
  OR
• Converted into Paid billing

Otherwise:

• Job card billing will fail
  

Deleting Approved Goodwill Items

Important Business Rule

Even after OEM approval:

• Approved labor or parts can still be deleted from the job card

However:

• Deleted items will not appear in Warranty Claims
• System treats them as not issued to customer
  

Final Billing Outcome

Goodwill Items

Approved goodwill labor and spare parts will appear in:

• Warranty Statement Print

Paid Items

Paid labor and spare parts will appear in:

• Customer Invoice / Customer Bill

Key Functional Highlights

System Features

• Goodwill labor and spare tracking
• OEM approval workflow
• Multi-category billing support
• Re-request approval functionality
• Rejection handling
• Warranty statement integration
• Separate Paid and Goodwill billing

Best Practices

Recommended Guidelines

Always:

• Verify OEM approval before billing
• Add accurate technician details
• Use proper Job Type selection
• Review rejected items carefully
• Maintain detailed request remarks

Avoid:

• Billing without approval
• Leaving rejected items in job card
• Incorrect job type mapping
• Duplicate goodwill requests

Conclusion

The Goodwill Warranty process in Gain DMS enables dealerships to professionally manage customer goodwill repairs while maintaining OEM approval compliance and billing accuracy.

By properly categorizing labor and spare parts under Goodwill or Paid categories, dealerships can:

• Improve customer satisfaction
• Maintain transparent billing
• Ensure warranty compliance
• Simplify claim management
• Strengthen OEM-dealer coordination

Following the correct workflow ensures smooth job card processing, accurate warranty statements, and proper financial tracking.