In Tekmeric, we have a feature that allows you to require billing and purchase orders for every part added to a repair order. We strongly encourage you to turn on this requirement for all your shops. As an owner or manager, you will want to have a record of purchase for every part that you install into a vehicle. This will allow you to cross reference vendor statements, give you insight on which vendor each employee purchases from most, have purchase records for warrantied parts, and more.
The task of having a reconciling process on a weekly or monthly basis can be tedious, but it will allow you to discover and fix discrepancies before they grow out of control. For more information on the importance of reconciling, review this helpful article by Ratchet and Wrench.
The Parts Usage Report is a report that will show you a list of parts that have been attached to jobs on posted repair orders. This report generates parts when a repair order is posted. This article will help explain how to navigate the report as well as provide insight on what data is shown in the Parts Usage Report.
Functionality:
- To track all the parts the shop has sold (any parts on posted repair orders).
- Allows shop owners to see which vendors do they sell most parts from.
- Track which service writer sells the most parts.
Filter Parts Usage Report
You can filter the Parts Usage Report based on the following:
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Part Status - this filter will help you filter your Parts Usage Report based on what the status of the part is. This includes:
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Inventory - indicates that the part had come from your inventory.
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Needed - indicates that the part was added to the job manually and it hasn't been ordered.
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Partially Received - indicates that the part was partially received. For example, if you ordered a quantity of 4, but only received 2 of those parts.
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Received - indicates that the the part has been received and is in your shop.
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Ordered - indicates that the part has been ordered.
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Quoted - indicates that the part was quoted, but it has not been ordered yet.
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Vendor - this filter will allow you to look at certain parts on the report, depending on which vendor you ordered the parts from.
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Part Type - this filter allows you to filter between Tires, Parts, and Batteries.
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Job Category - this filter will allow you to pull up parts that are assigned to any jobs within that given job category.
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Employee - this filter will allow you to look for parts that are associated with a specific employee assigned to the linked repair order.
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Date Range - you can filter your Parts Usage Report to show parts within a specific date range.
Search Parts Usage Report
You can also search your Parts Usage Report by the following:
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Part Details - you can search for a part by Part Name, Part Brand and Part Number.
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Vendor/Brand - if you do not remember what the Part Details are, but you know where you purchased the part from, you can search for the part by looking up the vendor/brand.
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RO # - if you search by RO number, you will be able to pull up all the parts associated with that specific RO #.
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Vehicle - you can search for a part by looking up what vehicle the part is associated with.
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Note: You can not search by customer name, only vehicle.
Part Line Details in the Report
For every part line, you will be able to see the following information related to the part:
- Brand
- Part Name
- Part Number
- Part Description
- Vendor
- Part Status
- Job Title - The Job that the Part is associated with
- Job Category - Job Category of the Job that the part is on
- Repair Order Number - What RO the part is located on
- Customer - Customer on the Repair Order
- Vehicle - What vehicle the part was for
- Date Used - This will be the date the RO was posted on
- Service Writer on the Repair Order
- Technician on the Job that the part was associated with
- Quantity Used
- Unit Cost - How much one part cost (Qty = 1)
- Total Cost = Unit Cost * The Quantity Used
- Unit Retail - How much you sell one part to the customer (Retail price for qty = 1)
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Note: This is not including discounts, fees, or taxes
- Total Retail = Unit Retail * Quantity Sold
- Parts Profit Dollars = Total Retail - Total Cost
- Part Profit Margin = (Part Profit Dollars / Total Retail) * 100
Profit Calculations Exclude Discounts, Taxes, and Fees.
Group Parts Usage Report
The Parts Usage Report is set to automatically allow you to view all parts; however, we do give the option to group your parts by:
Vendor
If you group by vendor, every vendor you've ever purchased a part from will be listed along with the following information:
- Quantity - Number of parts you've used from this vendor.
- Average Unit Retail - How much on average do you sell parts purchased from this vendor.
- Average Unit Cost - How much on average does it cost you to purchase parts from this vendor.
- Total Retail - Total dollar amount you sold for every part purchased from this vendor.
- Total Cost - Total dollar amount it cost you for every part purchased from this vendor.
Brand
If you group by part brand, you will see a list of all the Part Brands you've ever purchased and used on a repair order. This list will also include the following information:
- Quantity - Number of parts you've used from this company.
- Average Unit Retail - How much on average did you sell parts from this brand for.
- Average Unit Cost - How much on average does it cost you to purchase parts from this brand.
- Total Retail - Total dollar amount you sold this brand's parts for.
- Total Cost - Total dollar amount it cost you for every part purchased from this brand.
RO Number
If you group by RO number, you will see a list of all the repair orders you've ever used parts on. This list will also include the following information:
- Customer/Vehicle - Associated customer and vehicle with the repair order.
- Quantity - Number of parts you've used on this repair order.
- Average Unit Retail - How much on average did you sell the parts on this RO for.
- Average Unit Cost - How much on average did it cost you to purchase the parts on this repair order.
- Total Retail - Total dollar value you sold all the parts on this RO for.
- Total Cost - Total dollar value it cost to purchase all the parts associated with this RO.
Part Number
If you group by part number, you will see a list of part numbers. This list will also include the following information:
- Brand - The brand associated with this part number.
- Quantity - Number of parts you've used with this part number.
- Average Unit Retail - How much on average did you sell parts for with this part number.
- Average Unit Cost - How much on average did it cost you to purchase the parts associated with this part number.
- Total Retail - Total dollar value you've sold for every part with this part number.
- Total Cost - Total dollar amount it cost you to purchase parts with this part number.
Vehicle
If you group by vehicle, you will see a list of vehicles you've worked on in your shop. This list will also include the following information:
- Quantity - number of parts you've used on this specific vehicle.
- Average Unit Retail - How much on average did you sell the parts associated with this vehicle.
- Average Unit Cost - How much on average did it cost you to purchase any parts for this vehicle.
- Total Retail - Total dollar amount you've sold for every part used on this vehicle.
- Total Cost - Total dollar amount it cost you to purchase parts for this vehicle.
Job Category
If you group by job category, you will see a list of all your job categories. This list will also include the following information:
- Quantity - number of parts you've used within this specific job category.
- Average Unit Retail - How much on average did you sell all the parts associated with this job category.
- Average Unit Cost - How much on average did it cost you to purchase any parts associated with this job category.
- Total Retail - Total dollar value you sold for every part associated with the job category.
- Total Cost - Total dollar amount it cost you to purchase parts associated with the job category.
