Test Ride Outward & Inward Process

Test Ride Outward & Inward Process

Hindi Video Tutorial -Test Ride Outward & Inward Process 



Test Ride Outward & Inward Process - SOP


INTRODUCTION

What is the Test Ride Process?
The Test Ride process is used to track vehicle movement when a customer or driver takes an EV out for a test ride from the dealership. It involves two key entries in the Excellon DMS system - an Outward entry when the vehicle leaves and an Inward entry when it returns.
Why is This Document Used?
Track vehicle movement during test rides
Record driver details, timing, and kilometer readings
Ensure accountability and safety of dealership vehicles
Maintain accurate records for audit and reporting purposes
Importance for Dealership Operations
Proper test ride documentation protects the dealership from liability, ensures vehicle safety, and creates a clear audit trail for every vehicle that leaves the premises.

TEST RIDE OUTWARD PROCESS

Overview

This section covers the complete process for creating a Test Ride Outward entry in the Excellon DMS system.
What is Test Ride Outward?
The Outward entry is created when a vehicle is being taken outside the dealership for a customer test ride. It records the starting details of the trip.
Key Information Captured
Vehicle identification and branch details
Starting kilometer (KM) reading
Out time (departure time)
Driver name and licence number
Customer enquiry reference


WHEN TO USE OUTWARD ENTRY

Create an Outward Entry When:
A customer requests a test ride and the vehicle is about to leave the dealership
A driver is assigned to take the vehicle out for a demonstration
Before the customer or driver physically leaves with the vehicle
Important Note
The Outward entry MUST be created BEFORE the vehicle leaves the premises. Never allow a vehicle to depart without completing this step.
Who Creates This Entry?
The Sales Executive or Test Ride Coordinator at the dealership is responsible for creating the Outward entry in the system.



NAVIGATION STEPS - OUTWARD

NAVIGATION STEPS - OUTWARD

Navigate to
 Vehicles >
 Sales >
 Test Ride >
 TEST RIDEGATEPASS OUTWARD >




DOCUMENT CREATION - OUTWARD


Click New to open
a blank Outward form



FIELD EXPLANATION - OUTWARD

Outward Details Section
Enquiry: Select the customer enquiry linked to this test ride. This connects the test ride to the customer record in the system.
Vehicle: Select the vehicle being taken for the test ride. Choose from the dropdown list of available vehicles at your branch.
Branch: This field shows your dealership branch. It is usually auto-filled based on your login credentials.
Supplier: Select the supplier or source associated with the vehicle. This helps track vehicle origin and ownership.
KM Reading: Enter the current odometer reading of the vehicle BEFORE it leaves for the test ride. This is the starting kilometer reading.


FIELD EXPLANATION - OUTWARD 


Outward Information Section
Out Time: Enter the exact date and time when the vehicle is leaving the dealership. Use the date picker to select the departure time.
Driver: Enter the full name of the person who will be driving the vehicle during the test ride.
Remarks: Add any relevant notes about the test ride such as the route planned, special instructions, or customer preferences.
Attachment: Upload any supporting documents such as customer ID copy, driving licence scan, or signed consent form.
Licence No: Enter the driving licence number of the person who will be driving the vehicle. This is mandatory for accountability and safety.


SAVE AND SUBMIT - OUTWARD

 

SECTION 2: TEST RIDE INWARD PROCESS

Overview
This section covers the process for creating a Test Ride Inward entry after the vehicle returns from a test ride.
What is Test Ride Inward?
The Inward entry is created when a vehicle returns to the dealership after a test ride. It records the closing details of the trip and completes the test ride cycle.
Key Information Captured
Vehicle identification and branch details
Ending kilometer (KM) reading
In time (arrival time)
Driver name and vehicle condition
Status of the test ride

 



NAVIGATION STEPS - INWARD

NAVIGATION STEPS - INWARD

Navigate to
Vehicles >
 Sales >
 Test Ride >
EV Test Ride GatePass Inwards

 



Click on new to create NEW INWARD



FIELD EXPLANATION - INWARD 

Inward Details Section
Vehicle: Select the same vehicle that was taken out for the test ride. This links the Inward entry to the corresponding Outward record.
Branch: Your dealership branch, usually auto-filled based on login credentials.
Supplier: Select the supplier associated with the vehicle, same as in the Outward entry.
KM Reading: Enter the current odometer reading when the vehicle RETURNS. This is the ending KM. It must be higher than the Outward KM reading.


FIELD EXPLANATION - INWARD

Inward Information Section
In Time: Enter the exact date and time when the vehicle arrived back at the dealership.
Driver: Enter the name of the driver who returned the vehicle.
Remarks: Add notes about the test ride experience, vehicle condition upon return, or any issues observed.
Key Difference from Outward
Inward does not require Enquiry, Attachment, or Licence No fields. These are already captured in the Outward entry.


CLICK SAVE TO SUBMIT  TESTRIDE GATEPASS INWARD




OUTWARD VS INWARD COMPARISON

Side-by-Side Comparison
Purpose: Outward = Start of test ride | Inward = End of test ride
KM Reading: Outward = Starting KM (before departure) | Inward = Ending KM (after return)
Time: Outward = Out Time (departure) | Inward = In Time (arrival)
Driver: Recorded in both entries to track who drove the vehicle
Unique to Outward: Enquiry, Licence No, Attachment fields
Unique to Inward: HMI Code, Status fields
Key Takeaway
Both entries together form the complete test ride record. The Outward entry opens the trip and the Inward entry closes it.



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