Add parts and opening stock

Parts are stock products: the system counts them in and out as you buy and sell. Getting them in cleanly, with the right SKU, cost and opening quantity, means your stock report and profit report are trustworthy from the first week. For a long parts list, read import customers, vehicles and parts first; for a short list, add them by hand as below.

Before you start

• Set up labour services so you have categories and units in place.
• Count what is on the shelves, or at least the fast-moving parts: filters, pads, rotors, plugs, belts, bulbs, wipers, fluids.
• Have the cost price you paid and the price you sell at for each part.
• Decide on SKUs. The manufacturer part number is usually the best SKU, because it is what you will search for.
• Know your suppliers’ names; you will use them for purchases later.

Steps

1. Add categories and brands. Go to Products → Categories and add groups such as “Brakes”, “Filters”, “Electrical” and “Fluids”. Go to Products → Brands and add the brands you stock.
2. Add units. Under Products → Units, add “Each” for counted parts and “Litre” or “Quart” for fluids, with decimals allowed for fluids.
3. Add a single part. Go to Products → Add product. Enter the name (for example “Front brake pads – ceramic”), the SKU, brand, category and unit. Turn stock management on and set an alert quantity, which is your reorder level.
4. Set prices. Enter the purchase price and the selling price, or a markup percentage, and choose the tax rate. If you use price groups for trade customers, fill those prices too.
5. Add a variable part where it fits. For a part sold in sizes, choose the variable type and add a variation per size, each with its own SKU, price and stock.
6. Save, then enter opening stock. After saving, choose the option to add opening stock, or go to Products → List, open the product’s actions and pick opening stock. Enter the quantity on the shelf at each location and the unit cost.
7. Repeat for your shelf stock. Work category by category so nothing is missed.
8. Print labels if you scan. Go to Products → Print labels, pick the parts and quantities and print on your label printer. See connect a printer and scanner.
9. Add suppliers. Under Contacts → Suppliers, add the suppliers you buy from so future purchases and purchase orders update stock and cost.

Check it worked

• Open the stock report and confirm each part shows the quantity you counted at the right location.
• Search for a part by SKU on the sell/POS screen and confirm the price and stock are correct.
• Set one part’s stock below its alert quantity and check it appears on the stock alert list.

More on how stock behaves day to day is on the parts inventory page.

Common problems

• Opening stock shows zero. The opening stock was entered at a different location, or not saved. Check the location filter on the stock report.
• The same part appears twice. It was added under two SKUs. Keep one, move any stock with a stock adjustment, and deactivate the duplicate.
• Profit looks wrong. The purchase price on opening stock was left blank. Edit the opening stock and enter the unit cost.
• Counts drift after a few weeks. Parts are being used on jobs without being added to repair orders. Make “every part on the job sheet” a shop rule, and correct counts with stock adjustments.