Vehicle Inward in DMS

Vehicle Inward in DMS

How to create a vehicle Inward in Gain DMS: A Step-by-Step Guide

The vehicle receiving and inventory intake process plays a critical role in the automotive retail and dealership ecosystem. Properly recording vehicles received from manufacturers or suppliers ensures inventory accuracy, operational transparency, and seamless coordination across procurement, stock management, sales, and delivery functions. Organizations may follow different vehicle intake workflows depending on business scenarios and logistics requirements. This guide outlines the process flow for handling vehicle inward operations across various scenarios, helping users understand how vehicles are systematically recorded and integrated into inventory management processes to maintain efficient dealership operations.


Gain DMS Vehicle inward Tutorial Video



Vehicle Inward Process – DMS Training Guide

Introduction

This Article explains the step-by-step process for performing a Vehicle Inward operation in DMS. It covers both:

  1. Normal Invoice Process

  2. Transit Invoice Process

The Vehicle Inward process is used to receive vehicles from suppliers and update inventory in the system.

Section 1: Vehicle Inward – Normal Invoice Process

Step 1: Navigate to Vehicle Inward

  1. Login to DMS.

  2. Click Sales.

  3. Select Vehicle Inward.

You will be redirected to the Product Purchase Worksheet, where all purchase entries are displayed.


Step 2: Create a New Vehicle Inward Entry

  1. Click the + (Plus) icon.

  2. Select or specify the Supplier.

  3. Enter the Supplier Invoice Number.

  4. Update:

    • Receive Date

    • Invoice Date

  5. Click Pending Orders.

Important Note:

Suppliers dispatch products only against Purchase Orders (POs). Therefore, vehicle dispatches are always linked to specific purchase orders.


Step 3: Select Pending Order

  1. Choose the Purchase Order against which vehicles were dispatched and invoiced.

  2. Click Load.

The system displays all products available within the selected order.


Step 4: Select Received Vehicles

Select only the vehicles available in the supplier invoice.

Example:
If an order contains multiple vehicles but only two were invoiced, select only those two vehicles.

For each selected vehicle, update:

  • Chassis Number

  • Motor Number

  • Battery Number

  • Vehicle Charger Number

After updating all details:

Click Save Order.


Step 5: Verify Pricing and Finalize

After saving:

You will be redirected to the Product Purchase Entry Screen.

Review:

  • Vehicle pricing

  • Additional charges (if mentioned in invoice)

Update any extra charges if applicable.

Click Finalize Invoice.

Note:

Once Finalize Invoice is clicked, the vehicle is officially added to stock inventory.

You may close the screen after completion.


Section 2: Transit Invoice Process

Transit Invoice is used when vehicles are in transit and have not yet been fully received.

Step 1: Create Transit Invoice

  1. Click + (Plus).

  2. Select the Supplier.

  3. Set Invoice Type as Transit.

  4. Click Pending Orders.


Step 2: Select Order and Load Vehicles

  1. Select the order against which the supplier dispatched vehicles.

  2. Click Load.

  3. Select the received vehicles.

Update vehicle details:

  • Chassis Number

  • Motor Number

  • Battery Number

  • Vehicle Charger Number

Click Save.

Invoice gets created.

Click Finalize Invoice.



Section 3: Receive Transit Vehicles

For every Transit Invoice, a Receive option will be available.

Click Receive.

Vehicle condition can now be updated.

Available conditions:

  • Vehicle Received Okay

  • Vehicle Damaged

  • Missing Vehicle in Truck

  • Wrong Product Dispatched

  • Wrong Chassis Dispatched

  • Total Loss

Select the appropriate option.

Example:
Select Receive Okay if the vehicle condition is normal.

Click Receive All Okay.



Section 4: Inspect Items

After vehicle receipt:

Click Inspect Items.

The system displays:

  • Mandatory parts supplied with vehicle

  • FOC (Free of Cost) parts dispatched with vehicle

Verify quantities carefully.

After verification:

Click Save.

System message:

"Item Inspection Saved Successfully"

Close the inspection screen.






Section 5: Complete Vehicle Receipt

Click Receive Vehicle.

Once completed:

  • Invoice type changes from Transit to Normal.

  • Vehicle stock becomes available in inventory.

Process Summary

Sales → Vehicle Inward → Plus → Supplier → Pending Orders → Load → Select Vehicles → Enter Vehicle Details → Save → Verify Pricing → Finalize Invoice

For Transit:

Transit Invoice → Receive → Inspect Items → Receive Vehicle

Completion

You have successfully completed the Vehicle Inward process in DMS.