In this guide 6 sections
A paint shop mostly loses money in five quiet places. They are tinted packs nobody collected, scheme claims never put up, painter credit with no site on it, bases that run dry, and leaking tins never settled. Each shows up once it has a list. GullySystem’s Paint Dealer Management Software keeps those lists from the bills the counter already raises.
Tinted packs that nobody came back for
A tinted pack cannot go back to the company. Once the order falls through, it sits on a shelf with a shade nobody remembers. Over a season, those packs become stock you paid for and cannot sell at list.
The fix starts at the machine. Every dispensing job should carry the shade code, base, pack size, date and customer. Then an uncollected pack is a line on a list, not a mystery tin. The counter can offer it to the next buyer asking for that colour.
- Shade code and base on every dispensing job
- Date tinted and the customer it was for
- A separate list for packs not collected
- A note when one is sold off or written down
Scheme claims that were never put up
Companies run slab, target and painter schemes through the year. Each has its own claim format and portal. If nobody marks the purchases that qualified, the claim is never made. The credit note never arrives.
Keep a claim register. Mark each qualifying purchase against its scheme as the stock comes in, not at quarter end. Leave the claim open until the credit note lands, then close it.
What a company allows under its own scheme is for the company to say. The register only shows what you put up and what came back.
Painter credit with no site attached
Painters draw material for three sites at once, on credit. When the balance lives on a slip in the drawer, collection turns into an argument. Neither side can prove the figure.
Bill every pack, bag of putty and roller against a painter and a site address. The running balance is then visible before the next sale is billed. A homeowner asking how many litres went into her flat gets one statement, not a dozen bills.
The age of each balance is as telling as the total. A list of painter balances by age tells the counter who should pay before taking more.
Bases and colourants that run dry on a Saturday
A popular white base runs out mid-morning, and a painter walks to the next shop. That sale is gone. Counting bases by eye once a month is how it happens.
Hold stock by brand, product, base type and pack size, with a reorder level for each. Colourant canisters fall as dispensing jobs are marked done. Stores then sees the gap before the rush, not during it.
- Bases by pack size in shop and godown
- Colourant levels reduced by each job
- A reorder level per pack and per base
- Slow packs listed before they age
Leaking tins and a weekly look at all five
Damaged packs, leaking tins and old batches pile up in a corner. Unless each is logged, it is neither taken up with the depot nor sold off. Write each one down the day it is found.
Then read five lists every week: uncollected tints, open claims, painter balances by age, packs below level and damaged stock. Each list stays short when it is kept daily.
A single counter with mostly cash customers and no tinting machine may not need software for this. A register with five pages does the same job.
Paint counter leak sheet
A single-page sheet with five columns: uncollected tints, open scheme claims, painter balances by age, packs below level and damaged stock. Fill it each Saturday from the bills and the shelf. The column that keeps growing is the leak to fix first.
Open a blank worksheet to printQuestions owners ask
Will the software read formulas from our tinting machine?
No. The machine runs the company’s own software. The dispensing job is recorded beside it with the shade code and base, and any link to that software is checked before it is offered.
Can the shop’s figures go straight into Tally?
Not built in. Sales, purchase and credit figures stay readable for your accountant. An export can be quoted once your accountant confirms the ledger layout.
Which leak should a shop fix first?
The one with the most money parked in it. For many counters that is painter credit, then scheme claims. Your own five lists will show the order for your shop.
Does a small single-counter shop need this?
Perhaps not yet. With no tinting machine and few credit customers, a register may still be enough.