How to perform a accident repair job in Service Job card in Gain DMS: A Step-by-Step Guide

Overview

The Accident Repairs Job Card process in Gain DMS is used to manage vehicle repair jobs related to accident damages where billing may involve:

• Insurance Company Claims
• Customer Payable Amounts
• Mixed Billing Scenarios

This process helps dealerships:

• Capture accident-related service details
• Manage insurance claims efficiently
• Split repair costs between customer and insurance company
• Track labor and spare approvals
• Generate separate customer and insurance bills

The system ensures accurate job costing, proper insurance billing, and transparent repair documentation.

Industry Standard Explanation

In automobile dealerships, an Accident Repair Job Card is a specialized workshop process used when a vehicle is damaged due to an accident and repairs are partially or fully covered by an insurance company.

Industry-standard accident repair workflow includes:

• Vehicle inspection and damage assessment
• Insurance policy verification
• Repair estimate preparation
• Labor and spare allocation
• Insurance and customer billing segregation
• Claim settlement tracking
• Final invoicing and documentation

A standard accident repair process generally involves:

1. Vehicle reception
2. Damage diagnosis
3. Insurance claim processing
4. Estimate approval
5. Repair execution
6. Cost sharing between insurance and customer
7. Final billing and vehicle delivery

Gain DMS follows this dealership-standard process by:

• Supporting insurance-based job cards
• Allowing split billing
• Managing customer payable percentages
• Generating separate invoice as insurance invoice
• Tracking labor and spare allocations under paid or insurance.
  

Prerequisites

Before creating an Accident Repair Job Card, ensure:

• Vehicle exists in the system
• Customer and vehicle sale records are available
• Insurance details are updated
• Required service advisor is assigned
• Workshop diagnosis is completed

Step-by-Step Process to Create an Accident Repairs Job Card

Step 1: Open Service Job Card Module

Navigation

• Go to Workshop
• Click on Service Job Cards

Description

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

Step 2: Create New Job Card

Action

• Click on Plus (+)

Description

This opens the Job Card Creation Screen where accident repair job details can be entered.

Step 3: Enter Chassis Number

Action

• Enter the vehicle Chassis Number
• Select the chassis using the keyboard

Important Note

Always use the keyboard while selecting the chassis number and avoid using the mouse.

System Behavior

Once the chassis number is selected:

• Customer information loads automatically
• Vehicle details load automatically
• Sale and insurance details load automatically
  

Step 4: Update Customer Contact Details

Action

Update:

• Contact Name
• Contact Phone Number
• Contact Relation

Optional Shortcut

If the contact person is the vehicle owner:

• Click on Same as Customer

Description

This identifies who is handing over the vehicle for repairs.

Step 5: Update Job Card Information

Mandatory Details

Update the following:

• Service Date
• Service Advisor
• Odometer Reading
• Service Type
  

Step 6: Enter Odometer Reading

Important Rule

The current odometer reading must always be greater than the previous job card odometer reading.

Example

• Previous Job Card: 25,000 km
• Current Job Card: Must be above 25,000 km

The system does not allow lower odometer readings.

Step 7: Select Service Type

Action

• Select Accident Repairs

Description

Selecting Accident Repairs enables:

• Insurance-related billing
• Claim management
• Insurance split calculations
• Accident repair workflow
  

Step 8: Update Additional Vehicle Information

Optional Details

You may update:

• Reception Mode
• Battery Number
• OEM Accessory Details
• Vehicle Images
  

Step 9: Select Reception Mode

Options

• Customer
• RSA Team

Description

This specifies who brought the vehicle to the workshop.

Step 10: Verify Insurance Details

Description

Insurance details are automatically loaded from vehicle sales records.

The following details are displayed:

• Insurance Company Name
• Policy Number
• Policy Start Date
• Policy End Date
  

Step 11: Modify Insurance Details (If Required)

Available Options

Edit

Used to modify existing insurance details.

New

Used to add new insurance information.

Step 12: Update Estimate Information

Action

Update:

• Estimated Repair Cost
• Estimated Completion Date

Description

These details help:

• Insurance claim processing
• Workshop planning
• Customer communication

Step 13: Save the Job Card

Action

• Click on Save

Result

The job card is successfully created.

Immediately after saving:

• The Complaint Screen opens automatically
  

Adding Customer Complaints

Step 14: Acknowledge Service Pre-Check Summary

Action

• Click on Acknowledge and Continue

Description

The Service Pre-Check Summary provides:

• Service due information
• Pending complaints
• Recall information
• Repeat visit details
• Value-added services
• Open repair recommendations

Acknowledging this ensures the advisor reviews all critical vehicle information before proceeding.

Step 15: Add Customer Complaints

Action

Update:

• Customer Voice
• Complaint Category
• Complaint Details

Then:

• Click on Save

Description

Complaint entry is mandatory before labor and spare operations can be performed. 

Adding Accident Repair Labor

Step 16: Open Labor Issue Screen

Navigation

• Use Quick Link
  OR
• Click on Labor

Description

The Labor Issue Screen is used to:

• Assign technicians
• Add repair operations
• Define billing responsibility
  

Step 17: Assign Technician

Action

• Select Technician Name

Step 18: Add Insurance Claimable Labor

Action

• Select Labor Description
• Choose Job Type = Bill on Insurance
• Click on Add

Example

• Chassis Replacement Labor
  

Step 19: Add Partial Customer Payable Labor

Scenario

Sometimes insurance companies do not cover the full labor cost.

Action

• Click on Three Dots
• Update:
  • Customer Payable Percentage
  • Discount (if applicable)

Example

• Labor Cost: ₹1000
• Insurance Pays: 70%
• Customer Pays: 30%

Result

The system automatically calculates:

• Insurance Share
• Customer Share
  

Adding Spare Parts

Step 20: Open Spare Issue Screen

Navigation

• Click on Spare Issue

Step 21: Add Insurance Claimable Spare

Action

Update:

• Technician Name
• Part Code
• Quantity
• Job Type = Bill on Insurance

Then:

• Click on Add
  

Step 22: Add Paid Spare Part

Action

• Add another spare
• Select Job Type = Paid

Description

These items are fully payable by the customer.

Step 23: Add Partial Insurance Spare

Action

For partially claimable parts:

• Select Customer Payable Percentage
• Specify old part disposition:
  • Scrap
  • Return
  • Other available options

Example

• Insurance Pays: 50%
• Customer Pays: 50%
  

Important Billing Logic

Supported Billing Types

A single Accident Repair Job Card can contain:

• Insurance Bill
• Paid Bill
• Mixed Billing needs to be issued under Bill on insurance.

The system automatically separates:

• Customer payable amounts
• Insurance payable amounts

Job Card Closing Process

Step 24: Close the Job Card

Description

During job card closing:

• System calculates billing breakup
• Insurance payable amount is displayed
• Customer payable amount is displayed
  

Step 25: Complete Closing Checklist

Action

Complete all mandatory checklist items before closing the job card.

Purpose

Ensures:

• Quality control
• Repair completion verification
• Service compliance

Step 26: Save the Closing Process

Action

• Click on Save

Result

The Job Card moves to Billing Stage.

Billing the Accident Repair Job Card

Step 27: Generate Bills

Action

• Click on Save in Billing Screen

System Behaviour

Separate bills are generated for:

• Customer Payable
• Insurance Company Payable

Understanding Customer Bill

Customer Bill Includes

• Fully Paid Spare Parts
• Customer Share of Insurance Jobs
• Taxes on Customer Payable Amount

Example

If:

• Labor Cost = ₹1000
• Insurance Pays = ₹700
• Customer Pays = ₹300

Then:

• Customer bill shows ₹300 + tax
  

Understanding Insurance Bill

Insurance Bill Includes

• Insurance-approved labor
• Insurance-approved spare parts
• Insurance share of partial jobs

Example

• Insurance Portion = ₹700
• Reflected in Insurance Invoice
  

Insurance Claim Process

Estimate Requirement

Accident repair jobs usually require:

• Service Estimate creation
• Insurance Approval

For estimate generation:

• Use Service Job Estimate Module in DMS 

Key Functional Highlights

System Features

• Insurance claim handling
• Customer and insurance split billing
• Partial payable calculation
• Accident repair workflow
• Insurance invoice generation
• Multiple job type support
• Estimate integration
• Workshop technician tracking

Best Practices

Recommended Guidelines

Always:

• Verify insurance validity
• Upload vehicle damage images
• Confirm payable percentages carefully
• Use correct job types
• Validate estimate before billing
• Complete complaint documentation

Avoid:

• Incorrect insurance split allocation
• Billing without estimate confirmation
• Missing customer payable details
• Incorrect job type mapping
• Closing job card without checklist verification

Conclusion

The Accident Repairs Job Card process in Gain DMS enables dealerships to efficiently manage accident repair operations involving customers and insurance companies.

By properly categorizing labor and spare billing responsibilities, the system ensures:

• Accurate claim processing
• Transparent customer billing
• Proper insurance settlement
• Controlled workshop operations
• Standardized dealership repair workflow

Following the correct process helps improve operational efficiency, reduce billing disputes, and maintain smooth insurance coordination.