Raising Invoice a particular vehicle sale booking

Raising Invoice a particular vehicle sale booking

How to raise the invoice for sale booking in Gain DMS: A Step-by-Step Guide

In dealership operations, once all pricing, payments, and approvals are finalized, the next step is to generate the final invoice. This marks the official billing of the vehicle sale and confirms the transaction between the dealership and the customer.

Gain DMS Invoice raising Tutorial Video


🧭 Step 1: Navigate to Vehicle Sales

  1. Go to Sales
  2. Click on Vehicle Sales
  3. You will reach the Product Sales Worksheet

 

 

🔍 Step 2: Open Invoice Screen

You can access the invoice stage in two ways:

Option 1:

  • Click on “Invoice” link against the booking 

Sale worksheet

 

Option 2:

  1. Click on the Sale Code / Booking Number
  2. You will reach the Customer Centre Screen
  3. System will suggest next action as Raise Invoice
  4. Click on it

 

Customer Centre Screen



⚠️ Step 3: Pre-Requisite – Vehicle Inspection (Mandatory)

Before raising the invoice, you must complete the Vehicle Inspection Checklist

How to Complete Inspection:

  1. Click on Inspection Button
  2. You will be redirected to Vehicle Inspection Screen
  3. Tick all checkpoints

 

Customer Centre Screen


Inspection screen

 


🚨 Important:

  • Every checkpoint must be ticked
  • Even one missing/unticked item = Inspection incomplete
  • If inspection is incomplete:
    👉 System will block invoice generation

 

🔄 Step 4: Return to Customer Centre

  • After completing inspection, go back to Customer Centre Screen

🧾 Step 5: Open Product Sale Invoice Screen

  • Click on Raise Invoice
  • You will land on the Product Sale Invoice Screen



📊 Step 6: Review Invoice Details

Here you can view:

  • Customer & Booking Information
  • Complete Pricing Details
  • Final On-Road Price

 

🖨️ Step 7: View Pre-Invoice (Optional)

  • Click on Pre-Invoice
  • Helps verify invoice before final generation

⚠️ Step 8: Final Checks Before Invoice

Ensure:

  • ✅ Vehicle inspection is completed
  • ✅ Full payment is received (no balance pending)
  • ✅ All pricing and details are correct

✅ Step 9: Raise Invoice

  1. Click on Raise Invoice
  2. System will generate the final invoice

 

📄 Step 10: Access Invoice Copies

  • After invoice generation:
    • Invoice copies will be available in the Customer Centre Screen

 

 


🔒 Step 11: Post-Invoice Restriction

⚠️ Important:

  • Once invoice is generated:
    • Customer details cannot be edited

🔄 Step 12: Next Action

  • After invoice:
    • System suggests next step → Insurance Process



🎯 Summary

  • Open booking → Click Invoice
  • Complete Vehicle Inspection Checklist
  • Review details → (Optional: Pre-Invoice)
  • Ensure full payment is done
  • Click Raise Invoice
  • Access invoice copy
  • Proceed to Insurance Stage

⚠️ Key Points to Remember

  • Inspection is mandatory for invoicing
  • Even one unchecked item blocks invoice
  • Always verify using Pre-Invoice
  • No edits allowed after invoice generation
  • Invoice is the final billing document
  • Customer details cannot be edited post invoicing.