Spare parts accounting

ServiceCenterSoft keeps spare parts so that the number in the software matches the box: every movement of a part is a record of its own, and the most frequent one — fitting a part into a repair — is recorded by the software itself when the technician adds the part to the job's estimate.

Why stock figures in a repair shop usually drift

Workshops rarely keep stock badly on purpose. It drifts because the record is made separately from the work — "later", and later never comes.

• The technician fits a screen but never writes it off in the stock program — a month later there are "two screens in stock" and none in the box.
• A part arrives for a specific repair, sits for a while and goes into another device. The first repair is still "waiting for a part".
• You bought five pumps "because they were cheap". A year later they are still there — and so is your money, unseen.
• A repair cost 1,800, but how much of that was the part and how much the labour, nobody can say. So nobody knows what you earned on it either.

Hence the main rule: a part must be written off by the same action that puts it into a repair. Then the record is never forgotten, because there is no separate record.

Stock items and quantities

A stock item is a part in a specific branch: name, supplier, purchase price and selling price, minimum stock. The quantity is not edited by hand — it is the sum of movements: received, used in a repair, returned from a repair, written off without a repair, and stocktake.

Above the list are counters: how many items are in stock, how many are running low, how many are out, and the value of the parts on the shelf. That last figure is your money that is not working right now.

Write-off into a repair — as an estimate line

On the job card the technician adds an estimate line "from stock": picks a part that the branch has, enters the quantity — done. The name and selling price are filled in, the quantity on hand goes down, and the line remembers its cost — the purchase price on the day of write-off.

Change the quantity and the software returns or takes the difference. Remove the line or delete the job and the part goes back into stock. There is no separate "go and write it off", so it cannot be forgotten.

Item history: where every part went

The item card shows every movement: when it came in, from which supplier and at what price, which job it went into, what was written off as faulty and what the stocktake showed. "Where did that pump go?" is answered at a glance, and each job in the history links to the repair itself.

Faulty parts and returns to the supplier are "Write off" with a reason. Counted the box? "Stocktake": enter what is actually there, and the difference becomes a movement with your note.

Minimum stock: what to reorder

Set a minimum for the parts you use often. As soon as the quantity reaches it, the item appears under "running low" and is highlighted in the list. The buyer's morning starts with that filter, not with a walk along the shelves.

Suppliers and parts requests tied to a job

Suppliers are a directory of their own: name, contact, phone and email. A brand can have a parts supplier — then a parts request for a device of that brand goes to that supplier's email straight from the software. A new supplier can be typed right into the receiving form and is added automatically.

The request lives on the job card: what was ordered, when, and when it arrived. So you see not "waiting for a part" but which repair is held up and since when. When the part arrives, "Arrived" offers to receive it into stock at once — and in the estimate it can then be picked "from stock".

Cost and profit

Because every line carries its cost, the statistics show not just revenue but how much of it went on parts and staff shares, and what the service kept. A technician earns on a part only from the markup: a part bought for 1,000 and sold for 1,400 gives him a share of 400, not of the whole amount (reports).

Several branches — several stocks

Each branch has its own stock. Staff see their own; the owner sees any branch or all of them. Rights are separate: "receive" and "edit and write off" are ticked individually, so the front desk can look at stock without changing prices (branches and rights).

What stock does not do

• No barcodes or scanner. Parts are picked from the list by name.
• No transfers between branches. Moved a part? Write it off in one branch and receive it in the other — two movements.
• No automatic purchasing. Minimum stock tells you it is time to reorder, but you write the request to the supplier.
• No part serial numbers. Stock is kept by quantity, not per unit.

If you need any of this — write to us: it is custom work, priced separately.

What you get

• Stock that matches the box, because a part is written off by the same action that puts it into a repair.
• The history of every item: where it came from, at what price, which repair it went into.
• The money tied up in parts — for the whole stock or one branch.
• A "time to reorder" list instead of checking shelves.
• The cost inside every repair and an honest profit figure.
• Requests per repair, an email to the supplier and receiving in one step.

What it costs

Stock is part of the subscription — there is nothing extra to pay for it, just as there is nothing extra per employee or per second location.

You can see how it looks in the demo. Related pages: repair workflow and reports.

Frequently asked questions