Warranty Batch creation

Warranty Batch Creation Process in Gain DMS

Overview

This document explains the step-by-step process of creating a Warranty Batch in Gain DMS for automobile dealership operations.

In automobile dealership management systems (DMS), warranty claims are generated whenever a service job card contains warranty-related parts or labor and the job card is billed. These warranty claims are then grouped into batches before being submitted further for warranty processing.

The Warranty Control Center helps users manage the complete warranty workflow in a stage-by-stage manner.

Business Purpose of Warranty Batch Creation

In the automobile industry, warranty claims are generally processed in batches to:

Organize multiple warranty claims together
Simplify OEM warranty submission
Track claim processing stages
Manage dispatch and critical parts efficiently
Monitor claim expiry timelines
Reduce manual warranty handling errors

Gain DMS Warranty Claim batch creation Tutorial Video

Navigation Path

To create a Warranty Batch:

Workshop → Warranty → Warranty Control Center

Understanding Warranty Claim Generation

Automatic Claim Creation

Warranty claims are generated automatically when:

A Service Job Card is billed
The Job Card contains warranty-related parts and/or labor

Important Rule

One Job Card = One Warranty Claim

This means:

Each warranty claim contains only one job card
Multiple job cards cannot exist under a single claim
One claim is always linked to one service job card

Warranty Control Center Dashboard

Once the Warranty Control Center is opened, users will see various workflow stages.

Each warranty claim moves through these stages sequentially.

Initial Stage: Ready for Batch Creation

This stage displays all claims that are ready for batch creation.

Example:

Ready for Batch Creation: 9 Claims

Clicking this stage opens the list of eligible claims.

Step-by-Step Process to Create a Warranty Batch

Step 1: Open Ready for Batch Creation

Navigate to:

Workshop → Warranty → Warranty Control Center

Click on:

Ready for Batch Creation

The system displays all warranty claims eligible for batching.

Step 2: Review Available Claims

The claims list screen displays important details such as:

Claim Number
Claim Date
Service Job Card Number
Claim Value
Batch Type
Critical Status
Days Remaining for Batch Creation

Step 3: Select Claims for Batch Creation

Users can:

Select a single claim and create one batch
OR
Select multiple claims and create a single batch

Example

Claim No. 11 selected
Claim No. 15 selected

Both claims can be grouped into one batch.

Viewing Claim Details Before Batch Creation

Before creating a batch, users can review the claim contents.

How to View Claim Details

Click on the respective Claim Number.

A popup window displays:

Parts Information

Part Code
Item Name
Quantity
Critical Status
Dispatch Requirement
Item Value

Labor Information

Labor Code
Labor Name
Quantity
Critical Status
Value

Understanding Critical Parts

What is a Critical Part?

Critical parts are high-priority warranty components identified either by:

DMS Master configuration
OR
OEM intervention

How Critical Status Works

A part/labor becomes Critical when:

Scenario 1: DMS Master Definition

If a part is configured as Critical in DMS Masters, the system automatically marks it as:

Critical = Yes

Scenario 2: OEM Override

Even if the part is non-critical in DMS, the OEM can manually mark it as Critical during batch processing.

Understanding Dispatch Requirement

What is Dispatch?

Dispatch refers to whether the failed warranty part must be physically sent to the OEM.

Dispatch Logic

If Dispatch = Yes

It means:

The DMS Master defines the part for physical dispatch

If Dispatch = No

It means:

Dispatch is not mandatory as per DMS configuration

OEM Override Capability

The OEM can:

Mark dispatch as required even if DMS says No
Mark dispatch as not required even if DMS says Yes

Dealer Login Restriction

In Dealer Login:

Users can only view Critical and Dispatch status
Dealers cannot modify these values

These are controlled through:

DMS Master settings
OEM-level permissions

Batch Creation Screen Information

The Batch Creation screen displays the following details:

Field	Description
Claim Number	Unique warranty claim reference
Claim Date	Date claim was created
Service Job Number	Linked service job card
Claim Value	Warranty amount
Critical Status	Indicates critical parts availability
Batch Type	Labor Only / Part & Labor
Days for Batching	Remaining days before expiry

Claim Expiry Monitoring

The system also helps users identify claims nearing expiry.

Users can:

Monitor claims expiring within the next 7 days
Use the filter checkbox for quick identification

This helps prevent warranty claim rejection due to delayed batching.

Search Functionality

Users can search claims using:

Claim Number
OR
Job Card Number

After entering the value, click:

Search

The system retrieves the matching claim.

Step 4: Create the Batch

After selecting the required claims:

Click:

Create Batch

The system displays the confirmation message:

Batch Created Successfully

Post Batch Creation Behavior

Once the batch is created:

Selected claims are removed from the "Ready for Batch Creation" stage
Claim count reduces automatically

Example

Before Batch Creation:

Ready for Batch Creation = 9

After Creating Batch for 2 Claims:

Ready for Batch Creation = 7

Next Workflow Stage

After successful batch creation, claims move to the next stage:

Batch Awaiting for DC Creation

This indicates the batch is now ready for Dispatch Challan (DC) creation.

Process Summary