1. Create an Expense Entry
Go to Accounting → Expenses.
Click Create Expense (as you normally would for any expense).
2. Add an Expense Line for Each Inventory Item
For each type of consumable you’re adding:
Click Add Expense Line.
Choose the appropriate Category (e.g., Engine Oil – Consumable, Bulbs, etc.).
Select or type the specific item (e.g., 5W30 Engine Oil, Small Bulbs, etc.).
Enter the Quantity
This should be the total amount you purchased.
Examples:
200-litre drum of oil → Quantity = 200
Box of 10 bulbs → Quantity = 10
Calculate the Unit Price
Formula:
Unit Net Price = Total Cost ÷ QuantityExample 1:
£100 for 200 litres → 100 ÷ 200 = £0.50 per litre
Example 2:
£10 for 10 bulbs → 10 ÷ 10 = £1 per bulb
Enter the Unit Net Price (the system will multiply it automatically).
Set VAT = Standard (if applicable).
Repeat these steps for each consumable you are adding.
3. Save the Expense
Click Save.
This adds the inventory into the system and sets the correct stock levels.
4. Allocating Inventory on a Job Card
Go to Vehicles → Job Card.
Open Parts & Expenses.
You’ll now see your inventory items (e.g., engine oil, bulbs).
Enter the quantity used for the job:
Example:
7.5 litres of oil
2 bulbs
DealerKit automatically:
Calculates the proportional cost
Deducts the used amount from inventory
5. Checking Remaining Inventory
After allocating items:
Open another job card → Parts & Expenses.
You’ll see updated stock levels, for example:
Oil remaining: 192.5 litres
Bulbs remaining: 8 left
6. Quick Recap on the Key Formula
Whenever entering inventory items:
Unit Price = Total Amount Paid ÷ Total Quantity Purchased
Use this formula for:
Oil drums (e.g., 500 litres)
Boxes of bulbs
Packs of fuses
Any consumable where you’re buying multiple units
Example:
£1,000 for 500 litres of oil
1000 ÷ 500 = £2 per litre
Enter:
Quantity: 500
Unit Net: £2
Here's a video guide showing the process step-by-step:
https://www.loom.com/share/56279fe2b1bc4d9d9d105aab7d2819af