Why Is the Create Workshop Order Pop-Up Not Showing When Raising a Sales Order?

When raising a sales order in DMS Navigator, users often expect to be prompted to create a workshop job card, especially in cases involving pre-sale preparation or checks. However, if this prompt (the Create Workshop Order pop-up) does not appear, it is usually because the system does not yet recognise the vehicle as physically present at your dealership. This article explains why that happens and how to resolve it.

Why the Pop-Up Doesn’t Appear

The Create Workshop Order pop-up is only triggered when the vehicle is marked as being in stock at your dealership. If you're raising a sales order against a vehicle record that has not been officially accepted into stock, the system assumes the vehicle is still in transit or otherwise unavailable. As a result, it skips the workshop job card step entirely.

This behaviour is intentional, as workshop actions (like pre-delivery inspections) should only be performed on vehicles that are confirmed to be on-site.

How to Resolve the Issue

To ensure the workshop order prompt appears as expected, you need to accept the vehicle into stock before raising the sales order. Here’s how to do that:

Step-by-Step: Accept a Vehicle into Stock

1. Go to Vehicles > Vehicle Administration Toolkit

   • This is where all vehicle records, including those in transit, can be managed.

2. Search for the Stock Record

   • Use the registration number, stock number, or VIN to locate the correct vehicle.

3. Open the Vehicle Record

   • Click into the stock record to view its full details.

4. Navigate to the “Sales” Tab

   • At the top of the vehicle record screen, click the Sales tab.

5. Accept the Vehicle into Stock

   • Within the Sales tab, you will find an option to Accept into Stock. Click this to confirm that the vehicle is now physically at your site.

Once the vehicle has been accepted into stock, you can proceed to raise the sales order. The system will now recognise the vehicle’s status and present the Create Workshop Order pop-up as expected.

Common Scenarios Where This Happens

• New vehicle arrivals: Vehicles entered in advance for tracking or allocation purposes, but not yet delivered.

• Inter-branch transfers: Vehicles moved between locations that haven’t been confirmed as received.

• Trade or external purchases: Units added via purchase invoice or order, but not yet checked in on arrival.