How to raise a Vehicle Purchase Order in Gain DMS: A Step-by-Step Guide

his document explains the step-by-step process for creating and submitting a Vehicle Purchase Order in DMS.

Introduction

The Vehicle Purchase Order process enables dealerships to place vehicle procurement requests with manufacturers or suppliers for stock replenishment and operational requirements. Once submitted, the purchase order is shared with the manufacturer for fulfilment and tracking.

This guide covers:

1. Creating a Vehicle Purchase Order
2. Adding products and quantities
3. Submitting the order
4. Understanding order status tracking
5. Handling partial deliveries (Back Orders)

Section 1: Navigate to Vehicle Purchase Order

Step 1: Open Vehicle Purchase Order Screen

1. Login to DMS.
2. Click Sales.
3. Select Vehicle Purchase Order.

You will be redirected to the Vehicle Purchase Order Worksheet, where all open purchase orders are displayed.

The worksheet provides visibility into current and previously created orders.

Section 2: Create a New Vehicle Purchase Order

Step 1: Start New Order Creation

1. Click + (Plus).

The system opens the Vehicle Purchase Order creation screen.

Step 2: Update Basic Order Information

Enter or verify the following information:

Supplier

Select the supplier from the list.

Example:

River Bike Private Limited

Delivery Branch

• Automatically populated based on the logged-in branch.
• Default selection can be verified before submission.

Order Date

• Automatically populated with the current date.

Review these details before proceeding.

Section 3: Add Vehicles to Purchase Order

Vehicles can be added individually into the order list.

For each product:

1. Select Vehicle/Product
2. Select Vehicle Color
3. Enter Required Quantity

Repeat the process for all products that need to be ordered.

Example Information

Continue adding products until the complete requirement is captured.

Section 4: Submit Purchase Order

After verifying all products:

Click Submit Order

System Action After Submission

Once submitted:

• A unique Order Number is generated.
• Order request is sent to the manufacturer.
• Order becomes available for tracking.

Important Note:

Only after clicking Submit Order does the manufacturer receive the purchase request.

Creating an order alone does not initiate manufacturer processing.

Section 5: View Order in Worksheet

After successful submission:

The purchase order appears in the Vehicle Purchase Order Worksheet.

Initial status displayed:

Order Confirmed / Created

This indicates that:

• Order has been successfully generated
• Manufacturer can process the request
  

Section 6: Understand Partial Inward / Back Orders

In some situations, manufacturers may not supply the complete requested quantity.

Example:

Requested Quantity: 10 Vehicles
Supplied Quantity: 6 Vehicles

Remaining Quantity: 4 Vehicles

Such cases are treated as:

Back Orders

System Status for Partial Supply

Orders with incomplete supply will display:

Partial Inward

This status indicates:

• Some vehicles have been received
• Remaining vehicles are still pending delivery

Users can continue monitoring these orders from the worksheet.

Order Status Reference

Process Flow Summary

Sales → Vehicle Purchase Order → Plus → Select Supplier → Verify Branch & Date → Add Products → Select Color → Enter Quantity → Submit Order → Order Number Generated

Completion

You have successfully completed the Vehicle Purchase Order process in DMS. This functionality enables dealerships to efficiently create, track, and manage vehicle procurement requests while maintaining visibility into order fulfillment status.