Before purchasing spare parts, customers often request a quotation to understand the pricing, availability of required parts, and any additional charges involved. Providing a professional quotation helps dealerships maintain transparency, improve customer confidence, and facilitate informed purchasing decisions.
GainDMS enables users to create detailed Spare Parts Quotations by capturing customer information, selecting the required spare parts, and including optional fitting charges where applicable. The generated quotation can later be used as a reference for creating customer orders, initiating counter sales, or processing service-related spare parts transactions.
This article explains how to create a Spare Parts Quotation in GainDMS.
A customer visits the dealership and requests the price for replacing brake pads, an oil filter, and an air filter. Before proceeding with the purchase, the customer wants a formal quotation showing the cost of each spare part and the overall estimated amount.
Using GainDMS, the spare parts executive creates a quotation containing all the requested items and provides a printed copy to the customer. If the customer decides to proceed, the quotation can later be used as the basis for further sales or service processes.
To create a Spare Parts Quotation, follow the navigation path below:
PCA → PCA Quotation
Note: In some dealership environments, the PCA menu may be displayed as Spares depending on the system configuration. In such cases, navigate to Spares → Quotation.
The Spare Parts Quotation Worksheet displays all quotations previously created, including important details such as quotation number, customer information, and quotation date.
To create a new quotation, click the (+) Add icon.
The Spare Parts Quotation screen will be displayed.
Begin by entering the customer's basic information.
Capture the following details:
Customer Name
Mobile Number
Email Address (Optional)
Providing complete customer information makes it easier to retrieve quotations in the future and simplifies subsequent sales or service processes.
Once the customer information has been entered, begin adding the required spare parts to the quotation.
Search for each spare part using the appropriate Part Code or description and specify the required quantity.
After selecting the part, click Add to include it in the quotation.
Repeat this process until all requested spare parts have been added.
Every spare part that is added appears in the quotation details section and will be included when the quotation is printed.
One important feature of Spare Parts Quotations is that they are independent of current inventory availability.
A quotation can be prepared even if the required spare part is not available in stock.
For example, a spare part showing Zero Stock can still be added to the quotation. This enables dealerships to provide customers with pricing information without waiting for inventory replenishment.
The quotation serves only as a price estimate and does not reserve or allocate inventory.
In many cases, customers may also request the dealership to install the purchased spare parts.
GainDMS provides a Fitting Charge option to include labour or installation charges within the quotation.
If applicable, enter the fitting charge while preparing the quotation.
The fitting charge is displayed separately in the printed quotation, allowing customers to clearly distinguish between the cost of spare parts and the associated labour charges.
While creating the quotation, GainDMS provides two transaction options:
Select this option when the customer intends to purchase the spare parts directly from the dealership without any installation or workshop activity.
This quotation can later be used for a Counter Sale transaction.
Select this option when the dealership is expected to install the spare parts on the customer's vehicle.
This option supports the workshop or Job Card process, where both spare parts and labour activities are carried out together.
Choosing the correct transaction type helps streamline the subsequent business process.
If the customer accepts the quotation and wishes to proceed with the purchase, GainDMS provides the Convert to Order option.
This feature allows the quotation to be converted into a Customer Order, ensuring that the customer's requested spare parts are formally recorded for further processing.
After reviewing all customer information and spare parts details, click Print.
GainDMS generates a professional quotation in PDF format containing:
Customer Details
List of Spare Parts
Quantities
Pricing Information
Fitting Charges (if applicable)
Total Estimated Amount
The quotation can then be shared with the customer either as a printed document or in digital format.
A customer visits the dealership requesting the price of an oil filter and an air filter for routine vehicle maintenance. Although one of the required parts is currently out of stock, the spare parts executive prepares a quotation by entering the customer's details and adding both spare parts to the quotation.
Since the customer also wants the dealership to install the parts, a fitting charge is included, and the transaction type is selected as Fit onto Vehicle. After reviewing the details, the quotation is printed and handed over to the customer.
A few days later, when the customer agrees to proceed, the same quotation can be converted into a Customer Order, eliminating the need to create the transaction again.
Spare Parts Quotations can be created even if the required spare parts are not currently available in stock.
Customer Name and Mobile Number should be captured while preparing the quotation.
Email Address is optional.
Multiple spare parts can be included in a single quotation.
Fitting Charges can be added separately when installation services are required.
Across the Counter is used for direct spare parts sales, whereas Fit onto Vehicle is used for workshop or service-related transactions.
Accepted quotations can later be converted into Customer Orders for further processing.
The generated quotation can be printed and shared with the customer as a professional price estimate.