Service centres
Spare parts stock software for service centres
Know whether the kit has a 2.5 µF capacitor before the technician rides to Fort Kochi, and stop buying fan motors that are already in the back room.
In short
SimpleERP is spare parts stock software for appliance and AC service centres in India. Capacitors, compressors, PCBs and refrigerant are counted per store and per technician kit at average cost, and every repair invoice takes the part out.
Illustration of stock on hand by warehouse at average cost, with a low-stock row highlighted and a movement ledger.
A spare parts day at Coolcare Appliance Services
Coolcare Appliance Services keeps about 300 spare parts in a back room behind the Kochi counter: capacitors in six ratings, fan motors, thermostats, drain pumps, refrigerator PCBs and cylinders of R32 and R410A gas. Each of the four technicians carries a small kit on his scooter as van stock.
The old stock register was a notebook nobody trusted. A technician took three capacitors in the morning, used two, and the third lived in his bag for a month. The owner reordered PCBs that were already on the shelf and ran out of compressors in the first heat wave.
Now each technician's kit is a warehouse in SimpleERP, with the back room as the main store. Parts move to the kit on a transfer, leave it on the invoice, and anything unused comes back on another transfer at the end of the week.
How do you track what each technician carries?
Create a warehouse for every technician's kit. A morning transfer moves parts from the back room, the invoice at the customer's door takes them from the kit, and the stock report shows what each technician should still have.
- Available quantity at the source shows while you type the transfer.
- A weekly count of each kit settles any difference and posts the adjustment.
- A part cannot be billed from an empty kit: the sale is refused rather than pushed below zero.
Illustration of stock on hand by warehouse at average cost, with a low-stock row highlighted and a movement ledger.
Which spares need a reorder level, and how much?
Fast movers get a level; slow, expensive parts are ordered per service call. This is the pattern Coolcare follows in summer.
- The low-stock list shows the shortfall and the last dealer for each part below its level.
- Purchase order drafts come out one per dealer from the rows you tick.
| Spare part | Unit | Kept in | Reorder level |
|---|---|---|---|
| Run capacitors, 2.5 to 45 µF | Nos | Back room and every kit | 20 Nos per rating |
| Indoor unit fan motors | Nos | Back room | 6 Nos |
| Refrigerant gas R32 | Kg | Back room cylinders | 10 kg |
| Copper pipe, 1/4 and 3/8 inch | Metres | Back room | 30 metres |
| Compressors, 1 and 1.5 ton | Nos | Back room | 2 Nos, or ordered per job |
| Refrigerator and washing machine PCBs | Nos | Back room | No level; ordered per job |
What did the parts on a repair really cost?
Every purchase bill adds parts at the billed price, and the product's one average cost across all stores updates with it. When an invoice issues a ₹1,850 fan motor, cost of goods sold posts at that average, so the margin on spare parts is visible apart from service charges.
- The movement ledger for each part lists every bill, transfer, count and invoice.
- Stock valuation by store for the CA at year end.
What happens when a faulty part goes back to the dealer?
Raise a debit note to the dealer for the dead-on-arrival PCB. Stock falls, the payable drops, and the input GST reverses in the same step.
- A customer returning an unused part is handled with a credit note that puts it back into stock.
One system
Where spare parts stock connects
Dealer bills bring parts in, repair invoices take them out, and both post their value to the books without a separate stock journal.
Repair and service centres
Spares and labour on one GST invoice, spares stock by centre, AMC follow-ups and technician claims.
See howGST billing for service centres
Spare parts and service charges on one GST invoice, AMC contracts billed under SAC 9987, and payment by UPI QR at the customer's door.
See howAccounting for service centres
Parts margin, service and AMC income, technician cash and dealer dues in one double-entry ledger for repair and service centres.
See howPayroll for service centres
Technician pay from phone check-ins, conveyance and incentives, fuel and parts claims, and advance recovery posted to the books.
See howInventory
Stock on hand by warehouse at weighted average cost, with a movement ledger and a low-stock list.
See how
Honest limits
What SimpleERP does not do yet
- No batch, lot, serial or expiry tracking, and no barcode scanning
- Weighted average cost only; there is no FIFO
- No automatic reorder suggestions: the reorder level shows what is low, you decide what to buy
- No serial number tracking for compressors or PCBs, so dealer warranty returns are matched by bill and date
- No job sheets: parts are issued on the invoice, not reserved against an open repair
Getting started
Start with inventory
Sign up with your phone
Name, phone number and a password. No card for the seven-day trial, and email is optional.
Tell us about the business
Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.
Add products and opening stock
Import your spare parts from a CSV file with HSN codes, then enter opening stock for the back room and each technician's kit.
Post a bill and an invoice
Stock rises on the purchase bill and falls on the invoice, at weighted average cost, with nothing to count by hand.
FAQ
Questions, answered
Can I keep gas in kilograms and capacitors in numbers?
Yes. Each part has its own unit, so R32 is billed as 0.8 kg on one invoice and a capacitor as 1 Nos on the next. Stock, purchase bills and the stock report all use the part's unit, and adding a unit such as kg takes a minute.
A technician's kit is always short at month end. How do I find out why?
Open the movement ledger for that kit. Every transfer in, every invoice line and every count adjustment is listed with the date and the person who posted it. If parts left without an invoice, the stock count shows the gap and posts it as an adjustment you can question.
We buy the same capacitor from two dealers at different prices. Which cost is used?
Weighted average cost, one figure per product across all stores. Ten capacitors at ₹85 and ten at ₹95 give an average of ₹90, and each invoice issues them at that figure. FIFO is not offered, so the average is what stock value and margins use.
Can I see the stock in one technician's kit only?
Yes. Filter the stock list by warehouse, or group it by warehouse to see every kit side by side with quantities and value. The stock list exports to CSV, so the owner can send a technician his kit list before the weekly count.
Related
Keep reading
Repair and service centres
Spares and labour on one GST invoice, spares stock by centre, AMC follow-ups and technician claims.
Read moreGST billing for service centres
Spare parts and service charges on one GST invoice, AMC contracts billed under SAC 9987, and payment by UPI QR at the customer's door.
Read morePayroll for service centres
Technician pay from phone check-ins, conveyance and incentives, fuel and parts claims, and advance recovery posted to the books.
Read more
See how inventory works in SimpleERP for repair and service centres
Seven days free. No card. Your first GST invoice in minutes.