Parts and stock
Parts stock per branch and service van, with lots and serials
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.
PlansFrom Scale
The problem it solves
- The parts shelf and the books never agree, because parts leave the store with no record.
- A mobile mechanic's van carries thousands of rupees of parts nobody counts.
- A battery fails under warranty and nobody can find which serial number went into which car.
- Counter sales and workshop issues come out of the same shelf, but only one of them is recorded.
How it works
- 01
Mark each part as kept in stock on its product. Its quantity is then counted in each branch.
- 02
For a van, open the employee who drives it and click Create Van. The van becomes a place of stock with its own reorder rules.
- 03
On a job card, Issue Parts asks where the part comes from: the parts store or a van. For a part with lots or serial numbers, scan or choose them.
- 04
Billed parts leave stock towards the customer; unbilled parts and supplies go to the branch's Workshop Consumption and are expensed when issued.
- 05
To fill a van, open it in Garage > Parts > Stock > Service Vans and click Refill Van. A transfer from the store is prepared up to the van's rules; load the van and confirm it.
- 06
Items sold at the counter leave the branch stock, and a refund puts them back.
Everything it does
Places of stock
- One parts store per branch: the Parts Store you choose, else the branch's main warehouse
- One place per service van, linked to its technician and to the van itself as a vehicle
- Workshop Consumption per branch, for parts and supplies that are not billed (made for each branch)
Issue and return
- Issue from the store or a van; the technician's van is offered when they issue on the road
- Return goes back to where the part came from, at the value it left with
- Deleting a part used puts it back
- A part's billing can change after issue (approved, declined, free within warranty, Bill Anyway). It then moves between the customer and workshop consumption at the value it left with
Lots and serial numbers
- Scan a serial and its lot comes with it
- Lots and serials are kept on the part used, so a failed part can be traced to the car it went into
- The serial finds the original purchase for a supplier warranty claim
Garage > Parts menu
- Stock: Parts Stock, on hand in each branch store and each van
- Stock: Parts Used, Parts Moves, Service Vans
- Buying: Purchases, Receipts, Special Orders, Supplier Warranty Claims, Reorder Rules (managers)
Valuation
- Billed parts are the cost of goods sold of their invoice
- Unbilled parts and supplies are expensed when issued
- Counter sales leave the register's location with their lots
Who uses it
Where you use it
- Web: Garage > Parts > Stock (Parts Stock, Parts Moves, Service Vans) and Buying (Reorder Rules), and the job card's Parts Used tab
- The SmartMy Garage app: store or van picker with stock on hand, lots and serials by scan. Parts > Service Vans for van refills. Built and in testing, not in the app stores yet.
- Not without signal: loading a van needs signal; a van refill asked for is kept and sent later
What you control
Settings
- Parts Store: per branch, empty to start with (the branch's main warehouse)
- Workshop Consumption: made for each branch
- Per product: kept in stock, and tracked by lot or serial number
- Per van: its technician, the van vehicle and its reorder rules
FAQ
Questions, answered.
Can each service van have its own stock?
Yes. Each van is a place of stock with its own reorder rules. Technicians issue from their van on the road, and Refill Van prepares the transfer from the store.
Can we trace which battery went into which car?
Yes. Scan the serial number when you issue it. The part used keeps its lot or serial, and the supplier warranty claim finds the original purchase from it.
Do counter sales come out of the same stock?
Yes, in Scale and Enterprise. Counter sales and parts used on job cards both leave the branch stock, and refunds and returns put them back.
We are on Growth. What happens to our parts history when we move up?
Open job cards gain their stock moves once each part is marked as kept in stock. Closed job cards are left as they were. Count your stock once at the move.
Related
Related features.
Parts and consumables per job card by scan, with shop suppliesFrom Growth
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.
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.
Supplier warranty claims for failed partsFrom Scale
When a part you fitted fails within the supplier's warranty, claim it back from the rework job card. The supplier, the original purchase and the part's value are found from its serial number or purchase date. Send the part back, then record a credit note, a replacement or a rejection.
Parts and cars moved between branchesEnterprise only
A branch short of a part asks another branch for it. The supplying branch approves and ships, and the asking branch receives, with lots and serials. The job card waits until the parts arrive. A car can also go to another branch's workshop, such as the group's body shop, with the work charged back.
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.