Parts and stock
Parts and consumables per job card by scan, with shop supplies
Record what was really fitted on each vehicle: every part and consumable, how many, who took it, for which task and at what cost. Scan a barcode to issue or return, and bill parts through their approved estimate line. Add one shop supplies fee instead of billing rags and cleaner one by one.
PlansFrom Growth
The problem it solves
- The estimate says one oil filter, the store gave out two, and nobody knows which car the second went into.
- Small consumables like rags, grease and cleaner are never billed and never counted in the cost of the job.
- A technician fits a part that was never approved, and it is either given away or argued over at delivery.
How it works
- 01
Open the job card and go to the Parts Used tab. The Work tab says what the customer pays for; Parts Used says what was really taken.
- 02
Click Issue Parts, scan the barcode or type the barcode or reference, set the quantity and click Apply. An advisor can click Issue Approved Parts to issue every approved part line in one step.
- 03
Each part used is linked by itself to its approved line on the estimate when the product is the same. So it is billed through that line.
- 04
A part fitted without approval shows as not billed. An advisor clicks Add to Estimate, and the customer is asked about it like any other work.
- 05
Unused parts go back with Return Unused on the line, or Return Parts and a scan. Type how many and why.
- 06
When the job card is invoiced, the branch's shop supplies charge is added once, if the branch uses one.
Everything it does
Each line of Parts Used
- Part or consumable, quantity issued, returned and used
- Cost when issued, kept on the line for the job cost
- Issued By and Issued On, the technician and the task it was for
- Billed through its approved estimate line, or marked as a shop supply, or not billed
- Parts can be issued only on an open job card
Issuing and returning
- Scan a barcode, type the barcode or reference, or pick the product
- Issue Approved Parts: every approved part line not fully issued, in one step
- Returns keep who returned the part and why; you can never return more than was used
Shop supplies
- Mark a product as Shop Supply: used in the workshop and not billed one by one
- Shop Supplies Charge per branch: No Charge (the default), a fixed amount per job card, or a percentage of the labour with a cap. A cap of 0 means no cap
- Added once when the job card is invoiced; a further invoice gets only the difference
- Never added on a rework within warranty, and never on storage
Branch rules
- Issue Parts When Approved: an approved part is recorded as used at once, for shops that do not record each issue (off to start with)
- Parts Issued Before Ready: a job card moves to Ready only when its approved parts are issued (off to start with)
Lists
- Garage > Workshop > Tasks and Inspections > Parts Used, with the filters Parts, Shop Supplies, Billed, Not Billed and With Returns
Who uses it
Where you use it
- Web: the job card's Parts Used tab; Garage > Workshop > Tasks and Inspections > Parts Used; Garage > Reports > Jobs and Parts > Parts Used
- The SmartMy Garage app: the Parts section of a job card, with camera scanning, issue, return and Add to Estimate. Issues and returns are kept on the phone without signal and sent in order. Built and in testing, not in the app stores yet.
- Not on the customer's job page: the customer sees the approved work and its price, not the parts issued
What you control
Settings
- Shop Supplies Charge: No Charge to start with; Fixed Amount per Job Card or % of Labour with a cap
- Supplies Charge Product: empty to start with (the line is called Shop Supplies)
- Issue Parts When Approved: off
- Parts Issued Before Ready: off
- Per product: Shop Supply, off
FAQ
Questions, answered.
Does issuing a part take it out of stock?
In Scale and Enterprise, yes: issuing takes it out of the parts store or a van. A return puts it back at the value it left with. In Growth, parts used are recorded with their cost but no stock is kept.
What if a technician fits a part that was not on the estimate?
The line shows as not billed. An advisor clicks Add to Estimate, and the customer approves or declines it like any other work. Only approved work is billed.
How do we charge for rags, grease and cleaner?
Mark them as shop supplies and set a Shop Supplies Charge for the branch. It is a fixed amount per job card or a percentage of the labour with a cap. It is added once at invoicing. Record the consumables as parts used all the same, so they count in the cost of the job.
Can technicians issue parts without signal?
Yes, in the SmartMy Garage app. Issues and returns are kept on the phone and sent in order when it is back online. The app is built and in testing, not in the app stores yet.
Related
Related features.
Job cost and margin per job cardFrom Growth
See what each job really cost and earned. Labour comes from the task timers at each employee's hourly cost, parts and supplies at their cost when issued, and revenue from the billable lines. Margin shows on the job card for workshop managers, with reports by job card, service, technician and branch.
Parts stock per branch and service van, with lots and serialsFrom Scale
Each branch keeps its own parts stock, and each service van carries its own. Issuing a part to a job card takes it out of the store or the van. A return puts it back at the same value. Counter sales leave the branch stock too. Lots and serial numbers are scanned, and vans are refilled to their rules.
Ordering parts for a job, reorder rules and supplier billsFrom Scale
When an approved part is not in stock, Order Parts buys the shortage from the part's vendor for that job card. The job card waits on the supplier until the delivery is received. Reorder rules buy for each branch and van by themselves, and the supplier's bill is made from the purchase order.
Estimates approved or declined line by lineEvery plan
Build the estimate from your services and parts, priced and taxed. The customer approves or declines each line in person, by phone, by message, or on their job page with a typed signature. Each line keeps how it was decided, when, and who recorded it.
The counter: registers, cash, refunds, and items put on the job cardFrom Growth
Sell parts, oils and accessories over the counter with registers, sessions, cash counts, refunds and invoices. When a customer waiting for their car buys something, put it on their job card so everything is paid once, on one invoice.
The staff app for phones and tabletsEvery plan
The SmartMy Garage app puts the job card in your team's hands at the car. Check in with the camera, mark damage on a car outline, scan the VIN, run tasks with timers, invoice and deliver. It runs on Android and iPhone, phones and tablets.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.