The Process of Ordering Parts by Dealerships from the Automaker

In the automotive supply chain, coordination between dealerships and the vehicle manufacturer is a key factor in supplying parts on time and maintaining customer satisfaction. If the parts ordering process is handled manually or through disconnected systems, vehicles may remain idle in the workshop and customer dissatisfaction can rise quickly. However, with an integrated after-sales service software, the entire process can be managed in an automated, transparent, and trackable way from the moment a dealership identifies a need until the part is received in inventory, minimizing time loss throughout the workflow.

Types of Parts Ordering Methods Used by Dealerships

Every parts order at a dealership serves a different purpose. In a professional after-sales service software, the dealership should be able to choose the order type based on its actual requirement. In general, there are three main order types in this process:

• Stock Replenishment: used to supply frequently consumed and fast-moving parts based on expected future demand.
•  VIS Order (Vehicle In Service): related to vehicles currently in the workshop that require parts in order to complete service operations.
•  VOR Order (Vehicle Off Road): the most urgent type of order, used for vehicles that are out of operation due to missing parts and therefore must be prioritized in supply.

Order Registration and the Role of System Data

The process begins with order registration at the dealership. After reviewing real-time inventory and the requirements submitted by the technical department, the parts officer enters the requested items into the after-sales service software. The key point here is the direct connection between the ordering system and the vehicle’s repair record in VIS and VOR cases. This integration allows the manufacturer to know exactly which chassis number and which customer each part has been ordered for, significantly increasing transparency in parts allocation.

Order Review and Approval by the Vehicle Manufacturer

Once the order is submitted by the dealership, the review stage begins at the manufacturer level. At this point, the after-sales service software automatically or semi-automatically classifies orders based on priority: VOR first, then VIS, and finally stock replenishment orders. The parts planning department then reviews the dealership’s credit limit, the central warehouse inventory, and the urgency of the request in order to approve or adjust the order. This stage serves as the operational link between dealership demand and the manufacturer’s supply capacity.

Allocation and Pick Release from the Central Warehouse

After final approval, the order is forwarded to the central warehouse. Here, the after-sales service software manages picking, packing, and release operations. Parts are collected from storage locations according to system-generated lists and then prepared for shipment to the destination dealerships. The use of barcodes at this stage ensures that the exact requested part is included in the shipment and minimizes human error when handling similar items.

Shipment and Logistics Tracking of Parts

Shipment transparency is one of the most important expectations of dealership managers. Once parts leave the central warehouse, the order status in the after-sales service software changes to “shipped.” The dealership should be able to monitor the shipment status at any time and know where it stands in the logistics process. This capability enables after-sales managers to plan more accurately for incoming vehicles and expected delivery times for the vehicles already under service.

Receiving Parts and Managing Discrepancies at the Dealership

The final operational stage is receiving the shipment into the dealership warehouse. When the shipment arrives, the warehouse officer matches the delivered items against the recorded order using the receiving list in the after-sales service software. If there is any discrepancy in quantity or part type, it is immediately recorded in the system. Once the receipt is confirmed, the dealership’s inventory is automatically updated, and parts related to VOR or VIS orders are immediately reserved for the technical department so that repair work can begin without delay.

Managerial Benefits of an Integrated Ordering Process

Managing this complex workflow without a comprehensive after-sales service software is extremely difficult. Integration ensures that data flows correctly across parts sales, workshop operations, warehouse management, and accounting. By analyzing reports generated from this process, senior managers can identify bottlenecks in supply operations; for example, whether delays occur mainly during manufacturer approval or during warehouse dispatch. This data-driven approach creates a strong foundation for continuous improvement across the service network.

Conclusion and the Role of Sidarsoft in Supply Optimization

The parts ordering process from dealership to vehicle manufacturer is a chain of interconnected strategic and operational decisions. The ultimate goal is to deliver the right part at the right time to the technician responsible for the repair. Sidarsoft provides advanced solutions within after-sales service software to cover all these stages in a fully web-based and integrated environment, from registering VOR and VIS orders to logistics tracking and final warehouse receipt. This system not only accelerates parts supply, but also increases transparency and strengthens trust among the dealership, the parent company, and the end customer.