Receipt Creation for a vehicle sale booking

Receipt Creation for a vehicle sale booking

How to create a Payment receipt towards a vehicle sale Booking in Gain DMS: A Step-by-Step Guide

In the automotive sales lifecycle, payment collection begins immediately after booking confirmation. Recording the booking amount or subsequent payments in the DMS system is essential to track financial progress and validate the sale.

Gain DMS Receipt creation 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




⚡ When Can You Create a Receipt?

  • Immediately after booking creation (system redirects automatically), OR
  • Later, from the Vehicle Sales Worksheet or Customer centre screen

 

Vehicle Sales Worksheet

 

Customer centre screen



➕ Step 2: Open Receipt Screen (If Not Done Earlier)

If you didn’t collect payment during booking:

  1. Go to Vehicle Sales Worksheet
  2. Click on the Booking Number
  3. Click on “Make Receipt”



 

📊 Step 3: Understand the Receipt Screen

The system will display:

  • Customer Details
  • Total Amount
  • Paid Amount
  • Balance Amount

✅ These will help you track how much payment is pending or completed

 


 

🏢 Step 4: Auto-Filled Details

The following details are automatically filled:

  • Branch
  • Franchise
  • Company
  • Receipt Current Date
  • Customer Name (based on booking)

👉 No need to manually update these unless required

 


 

🧾 Step 5: Enter Payment Details

1. Select Account Code (Ledger)

  • Choose the Account Code
  • This represents the ledger where payment is recorded.

 

 

2. Enter Payment Amount

  • Enter the amount received
  • It Can be:
    • Booking Amount
    • Partial Payment
    • Full Payment

 


 

3. Select Payment Mode

Choose how the customer paid:

💰 Cash

  • No additional details required

💳 Non-Cash (Important)

Includes:

  • Cheque
  • DD
  • Card
  • Online (NEFT / RTGS)

👉 For non-cash payments, enter:

  • Reference Number
  • Bank Name
  • Transaction Date

 


 

4. Add Narration

  • Enter a short description or note about the payment
  • Example: “Booking advance received via UPI”

 


 

✅ Step 6: Save the Receipt

  1. Verify all details
  2. Click on Save



🖨️ Step 7: After Saving

  • A printable receipt will be generated
  • The receipt will also appear in the list below on the screen

🔁 Important Notes

📌 Same Process for All Payments

  • The receipt process is the same for:
    • Booking Amount
    • Partial Payment
    • Full Payment

👉 Always create a receipt whenever customer makes a payment

📊 Payment Status Updates

  • After saving receipt:
    • Paid Amount is updated
    • Balance Amount is reduced

👉 This can be viewed in the
Customer Centre Screen

 


 

🔄 Next Action Indicator

  • System may suggest next step (e.g., Subsidy Check) after booking amount is received.

📌 Order Status in Worksheet

  • In Vehicle Sales Worksheet, check Order Stage
  • It indicates:
    • Whether payment is pending
    • When receipt needs to be created

👉 Helps you track next action clearly