Recounting in an auto-parts shop: part numbers and equivalents

An auto-parts shop holds thousands of positions, and many of them look very much alike: similar-shaped filters, brake pads, spark plugs and bearings. The only thing telling them apart is the part number, the code assigned by the manufacturer. One wrong digit and a part for a different car is counted on the wrong row, so the books and reality drift apart. That is why a recount in such a shop begins with reading the numbers correctly.

Part number together with the brand

A position is defined not by a number alone but by the brand and number together. A filter from brand A with number 1234 and a filter from brand B with the same 1234 can be entirely different parts. On the count sheet the brand and the part number should sit in separate columns. Write the number with its dashes, spaces and zeros exactly as printed on the pack: in the books "0 986 123" and "0986123" sometimes live as two separate cards.

The number appears on the box and on the part itself. If they do not match, that is an important signal: the part has been put into the wrong box. Set it aside rather than returning it to the shelf.

Equivalents and interchangeable numbers

One part can go under several numbers: the carmaker's original number, the part manufacturer's own number and an equivalent number. In the accounting program they are sometimes held on one card and sometimes on several. The counter should write only the number printed on the box and should not substitute another by guesswork. Merging numbers into one position is done after the count, from a table and by one responsible person. Otherwise the same part appears on two rows, with a surplus on one and a shortage on the other.

Sets, pairs and single parts

Brake pads usually come as a set for one axle, though some shops sell them per wheel. Shock absorbers are sold singly, while the books may be kept in pairs. So before the count write down the unit for every group: "pads, set = one axle". In kits such as a timing belt kit (belt, tensioner, water pump) separate an opened box from a sealed one. Record an opened kit on its own row, noting what is missing.

Costly and small parts

Count costly parts (starters, alternators, turbochargers, electronic units) by part number and serial number and, where needed, with two people present. Losing even one of them makes a large difference in money. Small parts (gaskets, bolts, rubber rings, fuses) are many and cheap, and counting each one takes time. Count sealed packets as packets, since the number of pieces is printed on the pack, and count opened packets piece by piece. Set the tolerance separately: none for a costly part, a small agreed deviation for a small one.

Oils, fluids and tyres

Engine oil and coolant come in 1, 4 or 5 litre containers. If the shop sells loose, measure an opened container with a measuring jug and write down the litres: a note such as "about half" is no use for the books. Stand the containers upright and closed, so that a leaking one is spotted at once.

For tyres, apart from the size and model, the week and year of manufacture matter. They are shown in the last four digits of the code on the sidewall. Enter old tyres on a list with this code during the count; they will need a pricing decision.

Returns, warranty parts and special orders

Auto parts see many returns: a customer says the part did not fit, and a faulty part goes back to the supplier under warranty. Such parts fall into three groups: back to sale, to the supplier and to write-off. Each group lies on its own shelf with a label. If they get mixed, the faulty part ends up on display again.

Parts brought in on order and paid for but not yet collected also sit in the stockroom. Mark them as "customer's" and count them apart from saleable stock. Parts taken on consignment, if any, go on a separate sheet.

Conclusion

Accuracy in auto parts depends on reading the part number, writing down the brand and counting sets correctly. The Pereuchet team counts by part number with scanners, keeps returned and faulty parts apart and hands over the list of discrepancies as a file for Excel or 1C.