How to Order and issue a VOR part in Service Job card in Gain DMS: A Step-by-Step Guide

1. Introduction

The VOR (Vehicle Off Road) process in DMS is used when a required spare part is not available in dealership inventory and must be urgently ordered for a vehicle that is waiting for repair completion.

A VOR process allows the dealership to:

• Reserve unavailable parts against a specific job card
• Raise emergency purchase orders to OEM/supplier
• Track urgent parts separately
• Allocate the inwarded part directly to the vehicle
• Reduce vehicle downtime

2. What is VOR?

Definition

VOR (Vehicle Off Road) refers to a situation where:

• A vehicle cannot be delivered or repaired
• Due to non-availability of a required spare part

Manufacturers treat VOR orders as:

• Emergency priority orders
• High urgency logistics requests
• Critical customer satisfaction cases

3. Business Importance of VOR Process

The VOR workflow helps dealerships:

• Minimize vehicle downtime
• Improve customer satisfaction
• Prioritize critical repairs
• Track emergency spare requirements
• Ensure faster OEM dispatch
• Maintain service turnaround time (TAT)

4. Navigation Path

To Add VOR Part

Go to:

Workshop → Service Job Cards

5. Opening the Spare Issue Screen

Step 1: Open Service Job Card Worksheet

The worksheet displays all service job cards.

Locate the required job card.

Click:

Action → Item Issue

This opens the Spare Issue Screen.

6. Understanding the Spare Issue Screen

The Spare Issue screen allows users to:

• Issue spare parts
• Add unavailable parts as VOR
• Allocate quantities
• Define billing type
• Track part issuance
  

7. Adding a VOR Part

Step 2: Select the Required Spare Part

Choose the spare part required for repair.

Example scenario:

• The required part has zero stock availability

The system displays:

Step 3: Enter Required Quantity

Specify the quantity needed.

Example:

| Required Quantity | 1 |  

Step 4: Add the Part

Click the Add button.

The part is now added to the job card.

8. Understanding VOR Indicators

Red Color Highlight

The part appears in:

• Red color

This indicates:

• Part stock is unavailable
• The item is treated as a VOR requirement
• Purchase order is pending
  

9. Important System Behavior

Billing Restriction

Even though the VOR part is added:

• The job card cannot be billed
• Until the part is inwarded and issued

This prevents incorrect billing without actual material consumption.

10. Removing a VOR Part

If required:

• The VOR line can be deleted
• Before raising the purchase order

Click:

Delete → Confirm

11. Raising a VOR Purchase Order

Step 5: Navigate to Purchase Order

Go to:

Spares → Purchase Order

Step 6: Open VOR Pending Orders

Inside Purchase Order:

Click:

Quick Link → VOR Pending Order

12. Understanding VOR Pending Worksheet

The VOR worksheet lists:

• All job cards with pending VOR parts
• Vehicle details
• Required parts
• Pending quantities

13. Creating VOR Purchase Order

Step 7: Click Raise Order

Select the required VOR entry.

Click:

Raise Order

14. Purchase Order Screen

The system automatically links:

• Job card
• Vehicle chassis
• Required spare part
• Required quantity
  

Step 8: Select Supplier

Choose the OEM/supplier.

Example:

| Supplier | River Mobility Private Limited |

Step 9: Verify Part and Quantity

The system automatically loads:

Step 10: Save Purchase Order

Click:

Save

The system:

• Generates VOR PO number
• Submits order immediately
• Locks editing/deletion
  

15. VOR Purchase Order Characteristics

After saving:

• PO becomes non-editable
• PO becomes non-deletable
• OEM receives urgent request
• Order is tracked separately

16. Viewing VOR Orders

When filtering:

VOR Orders Only

The worksheet displays:

17. Important System Note

Even after raising the order:

• Spare Issue screen still shows the item in red
• Because stock is still unavailable

18. Inwarding the VOR Part

Step 11: Navigate to GRN

Go to:

Spares → Spares GRN

(GRN = Goods Receipt Note)

19. Creating GRN for VOR

Step 12: Create New Inward

Click:

Plus (+)

Step 13: Select Same Supplier

Important:

The supplier selected during GRN must match the VOR PO supplier.

20. Loading Pending VOR Order

Step 14: Open Pending Orders

Click:

Pending Orders

Locate the VOR PO.

The system identifies it as:

Step 15: Load Order

Select the order.

Click:

Load

The part details automatically appear.

21. Updating GRN Information

Step 16: Enter Mandatory GRN Details

Update:

Step 17: Save GRN

Click:

Save

The system creates the inward entry.

22. Understanding PRI Pending Stage

After GRN save:

The stock shows:

What is PRI?

PRI = Pre-Receipt Inspection

The part is inwarded but:

• Not yet quality checked
• Not yet finalized into usable stock
  

23. Performing PRI

Step 18: Open PRI

Locate the inward entry.

Click:

PRI

Step 19: Verify Part

Inspect:

• Part condition
• Quantity
• Packaging
• Damage status

Step 20: Save PRI

Click:

Save

The system displays:

“Stock Updated”

24. Important VOR Stock Behavior

After PRI:

The system still shows:

25. Understanding Existing DC

Meaning of Existing DC

This means:

• The part is directly reserved for the job card
• It does not enter the dealership inventory
• It is allocated specifically for that vehicle

This is standard VOR behavior.

26. Issuing the VOR Part to Job Card

Step 21: Return to Spare Issue Screen

Open:

Workshop → Service Job Cards → Action → Item Issue

27. Auto-Suggestion of VOR Part

The system now auto-suggests:

• The inwarded VOR part
• Ready for issue
  

Step 22: Enter Issue Details

Specify:

Step 23: Add Items

Click:

Add Items

The part is now officially issued.

28. Visual Status Change

Before Issue

After Issue

29. Final Stock Behavior

After issue:

This confirms:

• The part was directly consumed by the job card
• It never entered free stock
  

30. Returning VOR Part to Dealer Inventory

Sometimes:

• The VOR part is no longer needed
• Repair scope changes
• Wrong part ordered

In such cases:

The part can be returned to inventory.

31. Returning the VOR Part

Step 24: Navigate to Item Return

Inside Job Card:

Click:

Quick Link → Item Return

Step 25: Select Requisition

Open the requisition containing the VOR part.

Step 26: Enter Return Quantity

Example:

Step 27: Save Return

Click:

Save

32. Stock After Return

Now the stock shows:

| Dealer Inventory Stock | 1 |

This means:

• The VOR part is now converted into normal dealer stock
  

33. Industry Standard Best Practices

A. Use VOR Only for Genuine Emergency Cases

VOR should be used only when:

• Vehicle is immobilized
• Customer delivery is impacted
• Critical repair dependency exists

B. Avoid Excessive VOR Usage

Too many VOR orders can:

• Increase logistics cost
• Impact OEM emergency supply chain
• Reduce operational efficiency

C. Track VOR Aging

Dealerships should monitor:

• Pending VOR orders
• Transit delays
• Unissued VOR parts
• Vehicle downtime

D. Perform PRI Carefully

Always inspect:

• Wrong parts
• Transit damage
• Packaging mismatch
• Quantity discrepancy

Before issuing.

E. Maintain Traceability

Every VOR should be traceable through:

• Job card
• Chassis number
• Purchase order
• GRN
• Technician issue

34. Common Real-Time Use Cases

35. Common Mistakes to Avoid

36. Complete Workflow Summary

Job Card Created
        ↓
Part Not Available
        ↓
Add Part as VOR
        ↓
Raise VOR Purchase Order
        ↓
OEM Dispatches Part
        ↓
Create GRN
        ↓
Perform PRI
        ↓
Part Reserved to Job Card
        ↓
Issue Part to Vehicle
        ↓
Complete Repair & Billing

37. Key Benefits of VOR Process

The VOR workflow helps dealerships:

• Reduce vehicle downtime
• Improve emergency repair handling
• Increase customer satisfaction
• Improve spare traceability
• Prioritize urgent logistics
• Maintain OEM escalation visibility

38. Conclusion

The VOR Part Ordering and Issuing process in DMS is a specialized emergency spare management workflow designed for critical vehicle repair situations where parts are unavailable in stock.

By properly managing:

• VOR reservation
• Purchase ordering
• Inward processing
• PRI inspection
• Direct allocation
• Final issuance

Dealerships can significantly improve:

• Service turnaround time
• Inventory control
• Emergency response handling
• Customer experience
• Workshop operational efficiency

A properly controlled VOR process is considered a critical best practice in modern automotive dealership service operations.