Service Job Card Closing & Reopening Process Guide

1. Purpose

The Job Card Closing process is performed after all service, repair, inspection, spare issue, and labor activities are completed for a vehicle.
Closing the Job Card confirms that:

• All customer complaints are reviewed and addressed
• Final vehicle inspection is completed
• Service recommendations are updated
• Billing values are finalized
• Vehicle is ready for invoicing and delivery

The Job Card Reopen process is used when additional work, corrections, or missed activities need to be performed after closure but before final billing or delivery.

Industry Standard Overview – Job Card Closing in Automobile Dealerships

In an automobile dealership workshop environment, the Job Card Closing process acts as the final quality validation checkpoint before vehicle delivery.

Industry-standard workshop operations generally include:

• Final inspection by workshop supervisor or quality controller
• Complaint resolution confirmation
• Technician work verification
• Spare and labor reconciliation
• Customer payable amount confirmation
• Pending complaint tracking
• Safety and roadworthiness validation
• Vehicle cleanliness and readiness verification

A properly closed Job Card helps dealerships:

• Improve first-time fix ratio
• Reduce repeat repairs
• Increase customer satisfaction
• Ensure accurate billing
• Maintain warranty and audit compliance
• Improve workshop process accountability
  

Preconditions

Before closing the Job Card, ensure:

• Complaints are added
• Labor is issued
• Spare parts are issued
• Required inspections are completed
• Final checklist is available
• Service advisor review is completed

Navigation Path

Workshop → Service Job Cards → (Service job card) Action → Job close

Step-by-Step Process – Closing a Job Card

Step 1: Open Service Job Card Worksheet

• Login to DMS
• Navigate to:

Workshop → Service Job Cards

The Service Job Card Worksheet screen will open.

This screen displays:

• Open Job Cards
• Closed Job Cards
• Billed Job Cards
• Vehicle details
• Customer details
• Job status
  

Step 2: Select the Required Job Card

• Locate the Job Card to be closed
• Click on:

Action → Close

against the respective Job Card.

Step 3: Review Job Card Summary

The Job Card Close Screen will open.

The system displays:

• Job Card Number
• Customer Information
• Vehicle Information
• Service Type
• Billing Summary
• Labor Charges
• Spare Charges
• Other Charges
  

Understanding Billing Split-Up

The system displays billing category-wise totals such as:

The system calculates:

• Labor Amount
• Spare Amount
• Other Charges
• Total Job Value
• Customer Payable Value
  

Important Note – Total vs Payable Amount

The Total Amount and Total Payable Amount may differ because:

• Internal utilization jobs are not customer payable
• Supplier claims are not customer payable
• Warranty-covered items are billed separately
  

Step 4: Update Final Inspection Details

Under the Final Inspection Section, update:

Industry Standard Best Practice – Final Inspection

Before closing a Job Card, dealerships should verify:

• Vehicle cleanliness
• No oil leakage
• Proper fitting of panels/components
• Proper torque and fastening
• Test ride completion
• Brake functionality
• Electrical functionality
• Tool or material removal from vehicle
• Spare parts fitting confirmation

This step ensures delivery readiness and reduces repeat workshop visits.

Step 5: Update Advisor Suggestions (If Any)

If the Service Advisor recommended additional repairs or maintenance that the customer postponed:

• Update postponed recommendations
• Mention customer-declined repairs

Example:

• Brake pad replacement postponed
• Wheel alignment postponed
• Chain sprocket replacement declined
  

Step 6: Add Service Advisor Remarks

Update any final remarks related to:

• Vehicle condition
• Pending observations
• Repair notes
• Customer communication
• Additional recommendations

Example:

“Customer advised for next service after 3000 KM.”

Step 7: Review Complaint Completion Status

The system displays all complaints added during Job Card opening.

For each complaint:

Option A – Complaint Completed

If the complaint is resolved:

• Check:

Complete

• Enter:
  • Action Taken
  • Repair Details

Example:

“Wheel alignment corrected and test ride completed.”

Option B – Complaint Pending

If the complaint could not be resolved:

• Check:

Remind in Next Service

• Enter:
  • Non-completion Reason

Example:

“Part not available.”

---

Complaint completion mandatory on the next visit.

If the specific complaint is marked as remind in next service during closing of the job card than, automatically when the respective vehicle reports to the service station than adding the complaint is mandatory in the complaint screen and later the same complaint will be displayed in the job card closing screen. and it shows that the respective complaint is skipped in the previous service job card.

Industry Standard Importance – Pending Complaint Tracking

Pending complaint tracking ensures:

• Customer transparency
• Proper service history
• Repeat issue monitoring
• Future complaint auto-reminders
• Better workshop accountability

The DMS automatically carries pending complaints into the next service visit.

Step 8: Complete Final Inspection Checklist

The system displays the Final Inspection Checklist.

Examples include:

• Brake checked
• Lights checked
• Horn checked
• Oil level checked
• Fasteners checked
• Road test completed
  

Important Validation Rule

All mandatory checklist items must be checked.

If any checklist item remains unchecked:

• Job Card closure may not complete successfully

Step 9: Save the Checklist

After completing all checklist items:

Click:

Save

This saves the final inspection checklist.

Step 10: Close the Job Card

After verifying all information:

Click:

Save

The system displays:

“Successfully Saved”

This means:

• Job Card is successfully closed
• Status changes from:
  • Open → Closed & Unbilled
    

Post-Closure Status

After closure:

• Job Card no longer appears in Open Jobs
• It appears under:
  • Closed
  • Unbilled Status

The Job Card is now ready for:

• Billing
• Invoice generation
• Vehicle delivery
  

Reopening a Closed Job Card

When is Reopening Required?

A Job Card may be reopened if:

• Additional repair work is required
• Customer reports unresolved issue before billing
• Billing correction is needed
• Spare/labor entry was missed
• Technician work requires correction

Step-by-Step Process – Reopen Job Card

Step 1: Locate Closed Job Card

Go to:

Workshop → Service Job Cards

Find the Job Card under:

• Closed
• Unbilled Status
  

Step 2: Click Reopen

Select:

Action → Reopen

Step 3: Enter Reopen Remark

Specify the reason for reopening.

Example:

• Additional complaint identified
• Missed labor entry
• Customer requested recheck
  

Industry Standard Requirement – Audit Trail

Every reopened Job Card should include:

• Reopen reason
• User name
• Date and time

This helps maintain:

• Audit transparency
• Workshop accountability
• Process tracking

Step 4: Reopen the Job Card

Click:

Reopen Job

The system changes status back to:

Open & Unbilled

The Job Card can now be edited again.

Important Business Rules

Best Practices

For Service Advisors

• Verify all complaints before closure
• Confirm customer-approved work
• Mention postponed jobs clearly
• Ensure billing accuracy

For Workshop Supervisors

• Conduct proper quality inspection
• Ensure technician completion
• Validate labor and spare usage
• Verify road test completion

For Dealership Management

• Monitor reopened Job Cards
• Track repeat repairs
• Analyze pending complaints
• Improve first-time fix ratio

Process Flow Summary

Open Job Card
        ↓
Issue Labor & Spares
        ↓
Complete Repairs
        ↓
Final Inspection
        ↓
Complaint Review
        ↓
Checklist Completion
        ↓
Close Job Card
        ↓
Closed & Unbilled Status
        ↓
Billing & Delivery

Conclusion

The Job Card Closing process in DMS ensures that all workshop activities are completed, verified, and documented before vehicle delivery and billing.

A properly managed closing process helps dealerships:

• Deliver quality service
• Improve operational control
• Reduce customer complaints
• Ensure billing accuracy
• Maintain complete vehicle service history

The Reopen functionality provides operational flexibility while still maintaining complete audit and service traceability.