The auto parts guide
Part numbers, brands and substitute numbers
In an auto parts shop the parts look alike and the difference is a small number. Every item in Ghalleh has a field for its part or reference number, a field for the brand, and a category. A substitute part that carries another maker's number gets that number as an extra barcode on the same item, so search finds it by any of its numbers.
The mechanic brings in the old part with the number stamped on it: type it in the search or scan the box, and the item shows with its price and how many are on the shelf.
- Type numbers as printed on the box, without extra spaces or dashes
- Set categories by system: brakes, suspension, filters, electrics
Oil by the litre and by the gallon
The same oil sells by the litre to a passing driver and by the gallon to a garage. Make the litre the item's unit, then add the gallon at 3.785 litres and its price. Sell a gallon and stock drops by its volume in litres; sell a litre and it drops by one, so the oil count matches the storeroom.
Filters, plugs and bulbs are ordinary barcoded items, and a carton can be an extra unit with its count and price if you sell wholesale.
Garages: a trade account and their own price
Garages buy on account and pay at the end of the week or month. Make each garage a trade account with payment terms, and give parts a trade price. Pick the garage on the bill and its price applies automatically, with the amount recorded on its account.
Send each garage its statement on WhatsApp with dates and amounts, and see in one number what all the garages owe you, and which are past their terms.
A quote for a garage or a customer
A customer wants to know what a brake job will cost before deciding. Add the parts on the selling screen as if selling, then issue them as a PDF quote with every part's price and a valid-until date, and send it. The quote is kept, and when they agree you turn it into a sale without entering the parts again.
Returns: only the wrong part
A part often comes back because it doesn't fit the model. Open the original invoice and return just that part and its quantity; the rest of the invoice stays as it is. The part goes back into stock, and its amount goes back in cash or as the customer's credit with the shop.
Slow movers and supplier orders
A part unsold for months ties up your money on the shelf. Ghalleh lists the items unsold for 14 days and your stock value at cost, so you know how much money is stuck before you order from the supplier again.
When a fast mover such as oil filters runs low, you get an alert with a suggested quantity. When the order arrives, photograph the supplier's invoice or send its PDF, and Ghalleh reads the parts, quantities and prices for you to review before saving.
Auto parts shop accounts
From accounting software an auto parts shop needs four numbers every day: what you made, how much stock is on the shelves, what you owe suppliers, and what garages owe you. Ghalleh has all of them, worked out from the same sales and purchase invoices, with no bookkeeping entries.
At month end you hand the accountant a PDF with sales, purchases and a tax estimate. The tax return and the official books stay with them.
- Profit after the cost of each part as it came on its purchase invoice
- What you owe each supplier, and what each garage owes you
- Daily expenses in their place, so you see net profit
What Ghalleh doesn't do in an auto parts shop
Ghalleh has no ready parts catalogue and no search by chassis number. Your items are what you add yourself or import from a supplier's file, up to 20,000 rows at a time, with their numbers, names and prices.