Monitoring OEM Receipt and Verification Status for Warranty DCs in Gain DMS

Overview

In the automobile warranty process, dispatching a Warranty DC from the dealership is not the final step. Once the warranty parts are shipped to the OEM, the dealership must continue monitoring whether the shipment has been received successfully and whether the OEM has verified the dispatched parts correctly.

In real-world warranty operations, situations such as missing parts, quantity mismatches, damaged shipments, or verification discrepancies are quite common. Because of this, dealerships require complete visibility into what was dispatched, what was received, and what is still pending at the OEM side.

To simplify this process, Gain DMS provides dedicated stages within the Warranty Control Center that allow dealerships to monitor:

• Whether the OEM has received the dispatched DC

• Whether the OEM has verified all the parts

• Whether any discrepancies are identified during verification

• Which parts are still pending or marked as missing

This article explains how to track OEM receipt and verification status for dispatched Warranty DCs in Gain DMS.

Accessing the Warranty Control Center

To begin, navigate to:

Workshop → Warranty → Warranty Control Center

The Warranty Control Center acts as a centralized dashboard where all warranty processing stages are managed in sequence.

Once the screen opens, users can monitor the movement of warranty claims and dispatches through various operational stages.

Understanding the Warranty Workflow After Dispatch

Before understanding OEM verification, it is important to understand what happens after a DC is dispatched.

When a dealership dispatches warranty parts:

1. The DC moves out of the “DC Awaiting eWay Bill” stage

2. The shipment enters the “Pending Receipt at OEM” stage

3. Once the OEM physically receives the shipment, the DC moves to:

Pending Verification at OEM

This stage indicates that:

• The shipment has reached the OEM

• But the OEM verification process is still pending

Only after all dispatched parts are verified successfully will the DC move ahead in the warranty lifecycle.

Opening Pending Verification at OEM

Inside the Warranty Control Center dashboard, users will notice the stage:

Pending Verification at OEM

The count displayed here indicates how many DCs are currently waiting for OEM verification.

For example:

• Pending Verification at OEM = 1

Clicking this stage opens the list of DCs received by the OEM but not fully verified yet.

Understanding the Warranty DC List Screen

Once the stage is opened, the system displays the Warranty DC List screen.

This screen provides a summarized operational view of the dispatched DCs and their current verification status.

The screen displays information such as:

• DC Number

• DC Creation Date

• Linked Batch Number

• DC Status

• Claim Count

• Part Count

• Total Quantity

• Total DC Value

• Priority

Apart from general DC information, this screen also provides detailed shipment tracking visibility.

Understanding Shipment Receipt Information

One of the most important aspects of this screen is the comparison between:

• What was sent by the dealership

• What was received by the OEM

For example:

• The dealership may have dispatched 2 boxes weighing 28 KG

• But the OEM may have received only 1 box weighing 25 KG

This immediately indicates that:

• One shipment box is still missing

• Some parts are yet to be received

This comparison helps dealerships quickly identify possible logistics or transportation discrepancies.

Understanding Missing, Received, and Pending Parts

The system also tracks the status of individual spare parts within the DC.

For example:

• Total Parts Sent = 7

• Parts Received = 5

• Pending Parts = 2

• Missing Parts = 1

This means:

• Five parts were successfully received by the OEM

• Two parts were not completely received

• Out of those two pending parts, one part is specifically marked as missing

This level of visibility is extremely important in automobile warranty management because OEM claim approval often depends on physical verification of failed parts.

Shipment and Transport Visibility

The Warranty DC List screen also continues to display the transporter and dispatch details that were updated during dispatch processing.

This includes:

• Transporter Name

• Consignment Number

• Tracking Link

The tracking link helps users directly open the transporter portal and verify the current shipment status without manually searching for the consignment.

This becomes especially useful when the OEM reports missing shipments or delayed receipt.

Opening Detailed Warranty DC Information

To view complete verification details, users can click on the respective DC Number.

This opens the detailed Warranty DC Information screen.

This screen provides a more comprehensive breakdown of the dispatch and verification status.

Understanding the Warranty DC Detail Screen

The detail screen displays important information related to the dispatched DC such as:

• DC Date

• DC Status

• Dealer Name

• Dealer Code

• Contact Person

• Claim Count

• Part Count

• Total Quantity

• Total DC Value

The screen also compares:

• Boxes Sent vs Boxes Received

• Weight Sent vs Weight Received

This comparison helps users immediately understand whether the complete shipment has reached the OEM successfully.

Understanding DC Status

The system also displays the DC status code.

For example:

• Status “R” indicates that the shipment has been Received at OEM.

However, received status alone does not mean the verification is complete.

The OEM still needs to validate:

• Whether all parts are received

• Whether quantities are correct

• Whether the parts are physically acceptable

Understanding Part Verification Status

Within the detail screen, the parts are initially filtered under:

Pending Status

This means the OEM is yet to complete verification for those parts.

Users can change the filter from:

• Pending
  to

• All

This displays all parts available within the DC along with their verification status.

Understanding OEM Verification Results

Once the filter is changed to “All”, users can clearly identify:

• Which parts were received correctly

• Which parts were marked as discrepancy

• Which parts are still pending

For example:

• Five parts may show received quantity correctly

• One part may show status as “Not Okay”

• Another part may still show quantity as zero

What Does “Not Okay” Mean?

The “Not Okay” status generally indicates that the OEM has identified a discrepancy in the respective part.

This may happen due to:

• Physical damage

• Wrong spare part received

• Incorrect quantity

• Unacceptable condition

• Missing identification details

Such discrepancy information helps dealerships investigate and take corrective action quickly.

Why the DC Remains in Pending Verification

The DC continues to remain under:

Pending Verification at OEM

until all parts are either:

• Successfully received

• Verified

• Or closed through discrepancy handling

For example:

• If one part is still pending receipt, the DC will continue to remain in the Pending Verification stage.

Once the remaining part is received and verified, the DC automatically moves to the next stage in the warranty process.

Industry Importance of OEM Verification Tracking

In the automobile industry, OEM verification plays a very critical role in warranty settlement.

OEMs generally verify:

• Whether failed parts are returned correctly

• Whether dispatch quantities match

• Whether parts are physically acceptable

• Whether warranty policies are followed

Without proper verification tracking, dealerships may face:

• Warranty rejection

• Delayed settlements

• Shipment disputes

• Missing part escalations

• Audit issues

Gain DMS helps eliminate these challenges by providing complete end-to-end visibility for dispatched warranty parts.

Best Practices for Dealership Users

While monitoring OEM verification stages, dealerships should always:

• Regularly monitor Pending Verification at OEM

• Verify missing part alerts immediately

• Use tracking links for shipment follow-up

• Investigate “Not Okay” discrepancies quickly

• Ensure dispatch quantities are accurate before shipment

• Maintain proper packaging and transporter documentation

These practices help improve warranty approval efficiency and reduce operational disputes with OEMs.

Conclusion

The OEM Receipt and Verification tracking process in Gain DMS provides dealerships with complete visibility into dispatched warranty shipments after they leave the dealership.

Using the Warranty Control Center, users can:

• Monitor OEM receipt status

• Track pending and missing parts

• Review shipment discrepancies

• Verify transporter and consignment details

• Understand OEM verification outcomes

This structured process helps dealerships improve warranty transparency, reduce logistics confusion, and maintain stronger operational coordination with OEMs throughout the warranty lifecycle.