How to cancel a Vehicle Sale Booking Gain DMS: A Step-by-Step Guide 

Introduction

The Booking Cancellation process enables dealerships to cancel customer bookings when required and maintain accurate booking records. During cancellation, users are required to provide cancellation details, refund information, and complete OTP verification to ensure secure and authorized processing.

This guide covers:

1. Accessing the booking record
2. Initiating cancellation
3. Updating cancellation details
4. Refund and bank information capture
5. OTP verification
6. Completing booking cancellation
7. Important business validations

Section 1: Navigate to Vehicle Sales

Step 1: Open Vehicle Sales

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

You will be redirected to the Vehicle Sales Worksheet, where all vehicle sale bookings are displayed.

Section 2: Open Booking Details

Step 1: Select Sale Booking

1. Locate the booking that needs to be cancelled.
2. Click the respective Sale Code.

You will be redirected to the Customer Center Screen, where customer and booking details are displayed.

Section 3: Open Booking Cancellation Screen

In the Booking Info section:

1. Click Cancel Booking

The system opens the Product Booking Cancellation Screen.

Section 4: Update Mandatory Cancellation Information

All required fields must be completed before proceeding.

Update the following details:

Cancellation Information

• Cancelled By
• Executive Name
• Cancellation Reason
• Cancellation Sub-Reason
• Additional Cancellation Details (if applicable)
  

Explanation

Cancellation Reason
General reason for cancelling the booking.

Cancellation Sub-Reason
More specific information describing the reason.

Example:

Reason: Customer Request

Sub-Reason: Purchased from another dealer

Section 5: Update Refund Information

Refund details must be captured for cancellation processing.

Update:

Refund Details

• Refund Type
• Refund Mode

Bank Information

Enter:

• Account Number
• Bank Name
• IFSC Code

Supporting Document

Upload:

Cancelled Cheque

This is required for refund validation and processing.

Section 6: OTP Verification Process

All cancellation requests require OTP verification.

The OTP will be sent to:

The phone number registered during booking creation

Step 1: Generate OTP

Click:

Generate OTP

Important OTP Rule

OTP validity:

5 Minutes

If OTP verification is not completed within five minutes:

• OTP becomes invalid
• A new OTP must be generated

Step 2: Verify OTP

1. Enter received OTP
2. Click Verify

System message:

Verification completed successfully

Section 7: Complete Booking Cancellation

After successful OTP verification:

Click:

Cancel Booking

The booking will now be cancelled successfully.

System Behaviour After Cancellation

Once cancelled:

• Booking status changes to Cancelled
• Booking no longer appears in active booking worksheets
• Process completes successfully

Important Business Rules

Rule 1: Receipt Cancellation Validation

Before cancelling a booking:

All receipts created against the booking must first be cancelled.

If receipts remain active:

Booking cancellation will not be allowed.

Rule 2: Vehicle Allotment Validation

Booking cancellation is allowed only before vehicle allotment.

Allowed:

✔ Booking created
✔ Vehicle not allotted

Not Allowed:

✘ Vehicle allotted

Once vehicle allotment is completed:

Cancel Booking option will no longer be available

Common Validation Scenarios

Process Flow Summary

Sales → Vehicle Sales → Select Sale Code → Customer Center → Cancel Booking → Enter Cancellation Details → Update Refund Information → Upload Cancelled Cheque → Generate OTP → Verify OTP → Cancel Booking

Completion

You have successfully completed the Vehicle Sale Booking Cancellation process in DMS. This process ensures secure booking cancellation with proper audit controls, refund handling, and validation checks.