How to create a Service Job card in Gain DMS: A Step-by-Step Guide

Overview

The Service Job Card process in Gain DMS is used to register a vehicle for service and capture all required customer, vehicle, service, and inspection information before workshop activities begin.

The Job Card acts as the primary service document for tracking:

• Customer complaints
• Vehicle condition
• Service type
• Odometer reading
• Advisor details
• Inventory details
• Service history
• Vehicle inspection details

Once the Job Card is created successfully, the vehicle enters the workshop process for further service activities.

Navigation Path

Workshop → Service Job Cards → "+"

Step-by-Step Process to Open a Service Job Card

Step 1: Open Service Job Cards

• Login to Gain DMS.
• Click on Workshop.
• Select Service Job Cards.
  
• Click on  "+"

Step 2: Access the Service Job Card Worksheet

You will arrive at the Service Job Card Worksheet screen.

This worksheet will by default display all the current open Job Cards.

The worksheet helps users:

• Track open Job Cards
• Monitor service status
• Search Job Cards
• Access Job Card details
• Create new Job Cards
  

Step 3: Create a New Job Card

To create a new Job Card:

• Click on the Plus (+) button.

The system will open the Service Job Card Screen.

Step 4: Enter Vehicle Information

Update Chassis Number

• Enter the Chassis Number or the Registration number of the vehicle.

Important Behaviour:

Once the chassis number is entered, Gain DMS automatically loads available vehicle information from the sales records, such as:

• Motor Number
• Date of Sale
• Vehicle Color
• Customer Information
• Vehicle Details

This reduces manual entry and ensures accurate vehicle history tracking.

Step 5: Update Customer Contact Information

Enter or verify customer contact details.

Required details include:

• Contact Number
• Contact Person Details
• Relationship with Owner

Relationship Selection

Specify how the contact person is related to the vehicle owner.

Example:

• Self
• Family Member
• Friend
• Driver
• Relative

Select the appropriate option.

Step 6: Verify Service Date

The Service Date is automatically populated with the current date by default.

Verify the date before proceeding.

Step 7: Select Service Advisor

Choose the Service Advisor responsible for handling the Job Card.

The selected advisor becomes responsible for:

• Customer coordination
• Service communication
• Vehicle inspection
• Complaint tracking
• Service delivery
  

Step 8: Enter Odometer Reading

Update the vehicle's current Odometer Reading.

Important Validation Rule

The odometer reading must always be greater than the previous Job Card reading.

Example:

The system will not allow lower readings.

Step 9: Select Service Type

Choose the appropriate Service Type.

Automatic Service Type Suggestion

Gain DMS automatically suggests the service type based on:

• Vehicle Date of Sale
• Odometer Reading

Using these factors, the system identifies whether the vehicle is due for:

• First Service
• Second Service
• Third Service
• Periodic Service
• Paid Service

The suggested service type can then be selected accordingly.

Step 10: Update Battery Number

Enter the Battery Number if applicable.

This helps maintain accurate service and warranty records.

Step 11: Select Mode of Reception

Specify who brought the vehicle to the service station.

Available examples may include:

• Customer
• RSA Team

Select the appropriate option.

Step 12: OEM Accessory Information

Specify whether OEM accessories are fitted in the vehicle.

Options:

• Yes
• No

If Yes is selected:

• Enter accessory remarks/details.

Example:

• Seat Cover
• Crash Guard
• Additional Lights
• Carrier

Step 13: Verify Insurance Information

The insurance details section is automatically populated from the vehicle sales information.

Verify:

• Insurance validity
• Insurance provider
• Insurance type

before proceeding.

Step 14: Update Estimated Costing

Enter the estimated service cost for the customer.

This may include:

• Labour charges
• Spare charges
• Service package estimate
• Additional repairs
  

Step 15: Upload Vehicle Images

Vehicle images can be uploaded during Job Card opening.

Recommended Vehicle Photos:

• Front View
• Rear View
• Left Side
• Right Side
• Damaged Areas
• Existing Scratches/Dents

Uploading images helps:

• Maintain vehicle condition records
• Avoid future disputes
• Improve service transparency
  

Step 16: Generate OTP Verification

After entering all mandatory details:

• Click on Generate OTP

The OTP will be sent to the registered customer phone number.

Step 17: Enter OTP

• Enter the OTP received by the customer.

Step 18: Verify OTP

Click on Verify

Once verification is successful:

• The Job Card becomes eligible for saving.
  

Important OTP Rules

OTP Expiry Time

The OTP must be verified within 5 minutes.

If verification exceeds 5 minutes:

• OTP becomes invalid
• A new OTP must be generated
  

Additional Vehicle Information Automatically Displayed

When the chassis number is entered, Gain DMS may also display important vehicle alerts such as:

• Next Service Due
• Vehicle Recall Information
• VIN Cutoff Details
• Extended Warranty Status
• RSA Availability
• Service Packages like AMC

This helps the advisor identify pending service-related actions before opening the Job Card.

Step 19: Save the Job Card

Once all mandatory details are completed and OTP verification is successful:

• Click on Save

The Job Card will now be created successfully.

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Step 20: Customer Complaint Screen

After saving:

• The system redirects to the Customer Complaint Screen

This indicates that:

• Job Card creation is completed
• Complaint entry process should begin

At this stage, customer complaints and service concerns can be updated.

Job Card Printing Process

Important Condition

A Job Card cannot be printed until Bike Inventory is updated.

If print is attempted before inventory update, the system displays:

“Without inventory cannot take print”

Step 21: Update Bike Inventory

To update inventory:

• Open the Service Job Card worksheet
• Click on Inventory against the respective jobcard.
• Update Bike Inventory details
• Save the information

Once inventory is saved:

• Job Card printing becomes available
  

Step 22: Print the Job Card

After inventory completion:

• Click on Print

The Job Card printout can now be generated successfully.

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Final Outcome

Once the Job Card is created successfully:

• The Job Card appears in the Open Job Card List
• Workshop activities can begin
• Customer complaints can be processed
• Technicians can start service operations
• Service workflow tracking becomes active

Important Points to Remember

Conclusion

The Service Job Card process in Gain DMS ensures accurate vehicle registration, service tracking, customer validation, and workshop readiness before service activities begin. Proper Job Card creation helps maintain transparency, improve workshop efficiency, and ensure complete vehicle service documentation.