Auto parts dealers: part numbers, fitment and garage credit

How spare parts reach the garage

Parts come through several channels: vehicle makers' genuine parts through their authorised distributors, component makers' branded parts through their own distributors, and aftermarket and unbranded parts through wholesalers in big auto parts markets. Distributors supply retailers (spare parts shops) and large garages; retailers supply local mechanics, fleet owners and walk-in customers.

The mechanic is the real customer. He decides which part to fit and where to buy it, usually by phone, often needs the part within the hour, and expects credit. Lubricants, batteries, tyres and accessories are often sold alongside parts.

Part numbers, fitment and the catalogue

A brake pad for one model does not fit another, and the same part can exist as genuine, OEM-supplied and aftermarket versions at very different prices. Selling the right part depends on knowing the vehicle, model, year and variant, and the part number that fits it. Distributors and brands publish catalogues, and experienced counter staff carry a great deal of this in their heads.

For your books, the part number should be the stock item's identity, with a readable description and the brand. Use stock groups for system (engine, brakes, suspension, electrical) and categories for brand or vehicle maker. See stock groups and categories.

Returns and warranty

Returns are part of daily life. A mechanic takes two versions of a part, fits one and returns the other, or returns a part that did not fit. Manufacturing defects are claimed from the brand under its warranty process. If returns are taken back informally, stock and the mechanic's ledger both drift.

• Accept returns only in original packing and saleable condition, within a fixed number of days.
• Issue a credit note against the original bill for every return.
• Keep warranty claims separate and track them until the brand settles.

The guide on returns and replacements has a simple register format.

Garage credit and field sales

Garages and mechanics buy many small bills on credit, often several in a day. They pay when their customers pay, and round off amounts. A mechanic may owe ₹38,000 across 45 bills, and only a bill-wise statement shows which bills are old. Distributors send salesmen on routes to garages and retailers to take orders and collect. A weekly visit that brings both an order and a payment is the ideal rhythm.

Slow-moving stock

Parts for older models keep selling for years but slowly, and parts for models that never became popular may never sell. A parts business can accumulate lakhs in slow stock without noticing. Run a list of parts with no sale in twelve months, and decide for each: return to the supplier if allowed, offer to other dealers, or hold a minimum quantity. Set reorder levels for fast-moving items so you do not miss sales while capital sits in slow ones; see reorder levels and safety stock.

Counter speed and phone orders

Most garage orders arrive by phone or WhatsApp: a mechanic sends a photo of the old part or the vehicle's details and wants the part sent over by a delivery boy. Speed wins the order, but speed also causes errors. A few habits help: confirm the vehicle model and year before picking, send a photo of the part back if there is any doubt, put the bill in the packet with the part, and record the delivery boy's cash collections the same evening.

For counter staff, a searchable list of part numbers with readable descriptions saves more time than any other single change. When a part is not in stock, note the enquiry; repeated enquiries for the same part are the best signal of what to start stocking.

GST points

Auto parts are spread across many HSN codes, and rates for vehicle parts have been revised, so check the current rate for each part on the GST portal. Garages that are registered can claim input credit, so their GSTIN must be on the bill. Warranty replacements and credit notes from brands have their own treatment; ask your accountant. This is general information, not tax advice.

Cashflow OS for auto parts dealers

Cashflow OS syncs your TallyPrime books to the phone. Bill-wise outstanding for every garage and retailer is visible, and statements go out on WhatsApp. Distributors can give salesmen route plans, a Today screen of garages to visit, orders that post to Tally as sales orders, and collections. Price lists by customer type fill rates automatically. Barcodes per item help the counter pick the right part. See route planning.