Service Job Card – Other Charges Process Guide

1. Purpose

The Other Charges process in DMS is used to add additional service-related charges to a Job Card that are not categorized under:

• Labor Charges
• Spare Parts Charges

These charges are generally added for miscellaneous or operational services provided during vehicle servicing.

Examples include:

• Parking Charges
• Pickup & Drop Charges
• Washing Charges
• Towing Charges
• Environmental Charges
• Consumable Charges
• Handling Charges

The Other Charges functionality ensures accurate billing, transparency, and proper accounting of non-standard service expenses.

Industry Standard Overview – Other Charges in Automobile Dealerships

In automobile dealership workshops, not all service-related expenses fall under labor or spare categories. Certain operational and value-added services are billed separately as Other Charges.

Industry-standard dealership systems use Other Charges to:

• Recover operational expenses
• Bill optional customer services
• Handle insurance-related miscellaneous charges
• Improve billing transparency
• Separate taxable/non-taxable service components
• Track workshop revenue accurately

These charges are usually:

• Configurable
• Job type-based
• Tax applicable
• Separately billable
  

Common Industry Examples of Other Charges

Navigation Path

Workshop → Service Job Cards

Preconditions

Before adding Other Charges:

• Job Card must already be created
• Job Card should be in Open Status
• User should have permission to edit Job Card charges

Step-by-Step Process – Adding Other Charges

Step 1: Open Service Job Card Worksheet

Login to DMS and navigate to:

Workshop → Service Job Cards

The Service Job Card Worksheet screen will open.

This screen displays:

• Open Job Cards
• Vehicle Information
• Customer Details
• Service Status
• Job Card Details
  

Step 2: Select the Required Job Card

Locate the Job Card where Other Charges need to be added.

Against the respective Job Card:

Click:

Action

Step 3: Open Other Charge Screen

From the Action menu:

Click:

Other Charge

This opens the Service Other Charge Screen.

Understanding the Other Charge Screen

The Other Charge screen is used to:

• Add miscellaneous charges
• Modify charges
• Remove charges
• Apply additional service billing

The screen typically contains:

• Charge Description
• Amount
• Tax Details
• Total Amount
• Save Option
  

Step 4: Select the Charge Type

Choose the applicable charge from the available list.

Example:

• Parking Charges
• Pickup Charges
• Washing Charges

Example from process:

Parking Charges

Step 5: Enter the Charge Amount

Specify the charge value.

Example:

₹800

The system automatically:

• Applies tax (if configured)
• Calculates total amount
• Updates Job Card billing
  

Step 6: Save the Charge

After entering the charge details:

Click:

Save

The system adds the charge to the Job Card.

Step 7: Verify Added Charge

Once saved:

The charge appears in the list section of the screen.

Example:

Editing Existing Other Charges

If modifications are required:

• Select the line item
• Edit:
  • Charge Type
  • Amount
  • Tax
• Save again
  

Deleting Other Charges

If the charge was added incorrectly:

• Select the line item
• Click Delete

The charge will be removed from the Job Card.

Industry Standard Best Practice – Charge Authorization

Dealerships should ensure:

• Customer approval before applying additional charges
• Proper documentation for non-standard charges
• Transparency in billing
• Tax compliance on miscellaneous charges

Recommended practice:

• Mention charges clearly in estimate or final invoice
• Avoid hidden charges
• Maintain approval records for audit purposes

Billing Behavior of Other Charges

The system generates:

• Separate billing entry for Other Charges
• Tax calculation
• Invoice integration

These charges are reflected in:

• Job Card Billing Screen
• Final Customer Invoice
• Insurance Billing (if applicable)

Industry Standard Billing Classification

Other Charges may be billed under different categories:

Important Functional Notes

Business Use Cases

Example 1 – Parking Charges

Vehicle remained in workshop for extended duration:

• Parking fee added
• Billed separately

Example 2 – Pickup & Drop Service

Dealership arranged vehicle transport:

• Transportation charges added
• Customer billed separately

Example 3 – Insurance Handling Charges

Insurance processing or file handling:

• Added under insurance billing

Best Practices

For Service Advisors

• Inform customer before applying charges
• Ensure estimate transparency
• Add remarks where required

For Workshop Accounts Team

• Verify tax applicability
• Ensure billing accuracy
• Maintain proper accounting classification

For Dealership Management

• Monitor miscellaneous revenue
• Avoid unauthorized charging
• Standardize charge policies

Process Flow Summary

Open Job Card
        ↓
Action → Other Charge
        ↓
Select Charge Type
        ↓
Enter Amount
        ↓
Save Charge
        ↓
Charge Added to Billing
        ↓
Invoice Generation

Key Validation Points

Conclusion

The Other Charges process in DMS allows dealerships to efficiently manage and bill miscellaneous service-related expenses beyond standard labor and spare billing.

A properly managed Other Charges process helps dealerships:

• Improve billing accuracy
• Recover operational expenses
• Maintain invoice transparency
• Ensure accounting compliance
• Enhance workshop revenue tracking

This functionality plays an important role in delivering a complete and transparent dealership service billing process.