Many repair shops have a workflow for damaged or used devices that they buy, repair, and sell. In this article, you will learn several ways of setting up this process in RemOnline.
Option 1. You just buy damaged or used devices from clients (without providing any services)
In this option, you will work only with products.
Step 1. Purchase of damaged or used devices from clients.
Create a new product warehouse, e.g., "For repair" or "Used".
In this warehouse, you must post the device you bought from a client. The supplier in this posting will be the same client, but you need to specify that he or she is a supplier in their client's profile.
Important: we recommend making such products serial and writing a serial number in the product name so that you can keep a complete history of a specific device with a serial number from the moment of receipt.
Indicating the serial number in the product name will also help you find a device by name and set different prices for different products, even if they are the same brand/model. For example, you can buy two identical phones at different prices from different clients. After repair and refurbishment, these phones will have different purchase and selling prices.
You can specify "Purchase" in the comment and immediately pay for this device from your cashbox.
Step 2. Repair of devices for further sale.
Create a work order type (e.g. "Refurbishment") and use this work order type to repair devices you bought from clients. In this work order type, you do not need to add an “Asset” system field because we will add the device as a product from the warehouse.
Using a unique work order type will allow you to calculate salaries for employees and, if necessary, build a separate status chain for this work order type to avoid sending unnecessary notifications.
In such a work order you can specify yourself as a client.
Next, add a used device from the warehouse to this work order (the device must be added at the purchase price, more about how to create such a price in this article). Add the necessary spare parts and labors.
When this work order is completed, you can close it in debt to a client-employee to avoid making non-existent payments. The balance of this employee will be adjusted in the next step.
Step 3. Sale of repaired device.
After the work order is closed, you make a new posting of the same device to your main warehouse or to the warehouse from which you sell products.
The supplier in this posting must be the same client-employee specified in the work order. To do this, in the profile of the client-employee, you need to set up that he/she is a supplier.
When adding a product, you must specify the same serial number to view its entire service history in the product unit passport.
A new purchase price will equal the work order amount — the price of the broken device plus the amount invested in its repair.
Check the "Pay from cashbox" checkbox in the posting and pay it in debt. Thus, you will adjust the client-employee balance because you had a receipt in debt for the work order (step 2), and now you make an expense for the same amount after posting.
Ready! You can sell this product on the Sales page or make a sale via the work order. In the product unit passport, you will see its entire history.
Option 2. You buy a damaged device while processing a work order (e.g., the repair is costly, and the client decides to sell it to you).
In this option, you will work with an already created asset and turn it into a product for sale. So, only the first step will be different.
Step 1. Purchase of a client’s device.
Since you have already created a work order with this asset, the easiest option is to close this work order (without adding services or spare parts) with a specially created status (e.g., "Closed (Trade In)").
Next, you need to go to the asset profile by clicking on the serial number and then write it off. This allows you to use the serial number when posting the goods.
You need to post the device you bought from the client to the product warehouse. The supplier in this posting will be the same client, but you need to specify that he or she is a supplier in their client's profile.
Important: we recommend making such products serial and writing a serial number in the product name so that you can keep a complete history of a specific device with a serial number from the moment of receipt.
You can specify "purchase" in the comment and immediately pay for this device from your cashbox.
If a broken device can no longer be repaired, spare parts can be used in other repairs. In this case, you should post not the device but its spare parts to the product warehouse.
Step 2. Repair and sale of device / spare parts.
You can repair and sell the device the same way as described in Option 1 (steps 2 and 3).
If you have taken out spare parts from the damaged device for future repairs, you simply select the necessary parts in work orders.
