One system for part numbers, vehicle fitment, stock, credit accounts and billing.
Manage an auto parts and accessories shop in one system, from the counter to the rack to the supplier’s invoice. Part numbers, brands and the vehicles each part fits sit in one catalogue, so the counter finds the right part from a make, model and year. Garages and mechanics buy on credit against a running ledger. Supplier purchases, returns and warranty claims are recorded against the part number.
- Part catalogue, brands, fitment and price lists loaded from your own stock sheets and distributor price lists, then checked against the shelf by your own counter staff
- Credit customers and their open balances migrated
- Price and discount updates handled by us
This auto parts shop software is a counter system for spare parts shops, parts wholesalers and multi-brand stores, set up by GullySystem. The counter searches by make, model and year. It holds part numbers with fitment, rack stock, supplier purchase bills, garage credit ledgers, returns and warranty claims. You choose the first branches and racks.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A customer or mechanic asks for a part. Staff look it up by name, part number or vehicle, searching make, model, variant and year, and see at once what fits.
- 2
Stock check
The system shows quantity on hand, the rack it sits in, alternate brands and the price of each. If it is not in stock, a customer order is raised.
- 3
Billing
Raise a tax invoice for retail walk-ins, or a credit bill for a garage with an account. The part leaves stock as the bill is made.
- 4
Purchase
Low parts go onto a supplier order. When the goods arrive, the supplier bill is matched, stock is updated and the landed cost, including freight and handling, is worked out for each part.
- 5
Returns and claims
A wrong-fit part returns to the rack. The bill is adjusted in the same step. A defective part is logged for a warranty claim to the supplier, with the sale date and bill number attached.
- 6
Collections
Garage balances age by due date. Reminders go out over WhatsApp or SMS, and each payment is set against the open bills it clears.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Part catalogue and part numbers
Keep one record per part with OEM number, aftermarket equivalents, supplier code, brand, category and unit, so a search on any code finds the same spark plug or belt.
Learn moreVehicle fitment lookup
Search by make, model, variant and year to see which parts fit, and link each part to the vehicles it suits, from headlamp and bumper to coolant.
Learn moreStock and rack locations
Hold quantity by rack and bin and count stock against the system. Mark slow movers and set a reorder level for each part, so the exhaust, radiator and filter shelves stay stocked to what sells.
Learn moreCounter billing and tax
Raise tax invoices for retail and trade sales, with one bill split across cash, card and transfer when a customer pays in parts.
Learn moreGarage and mechanic credit
Run credit accounts for garages, mechanics and fleet owners, with limits, ledgers and ageing of unpaid bills, so the owner knows which workshop to call first.
Learn moreSupplier orders and purchase bills
Raise orders to distributors, receive goods against the bill and keep the landed cost for each part, including freight on heavy items such as exhausts and radiators.
Learn moreCustomer orders and back-orders
Record parts the customer wants that are not on the shelf, with an advance and a call when stock arrives. Back-orders are listed by supplier, so one purchase order covers many customers.
Learn moreReturns and warranty claims
Record wrong-fit returns, defective parts and claims sent to suppliers, each linked to the original bill, with the date, part number and reason on the same line.
Learn morePrice lists and discount slabs
Set list, retail and trade prices by brand or category, with discount slabs by customer type, so the same shock absorber is priced the same at every counter.
Learn moreCustomer messages and reminders
Send WhatsApp, SMS or email when an ordered part arrives, when a payment falls due or when an offer runs on wipers, bulbs or batteries.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Product Management
Each part has one record holding its OEM number, aftermarket equivalents, supplier code, brand, category and unit, which the counter and the store both read.
- Stock Tracking and Alerts
Quantities are held by rack and bin, counted against the system, and each part carries a reorder level that flags slow movers and shortages.
- Point of Sale Billing
Counter staff raise tax invoices for retail and trade sales, and one bill can be settled across cash, card and transfer.
- Credit Limits and Control
Garages, mechanics and fleet owners get credit accounts with limits and ledgers, and unpaid bills are aged so the owner knows whom to chase.
- Purchase Order Management
Orders go to distributors, goods are received against the supplier bill, and the landed cost of each part is kept for pricing.
- Sales Returns and Credit Notes
Wrong-fit returns and defective parts are recorded against the original bill, with claims sent on to the supplier tracked until settled.
- Price Lists and Schemes
List, retail and trade prices are set by brand or category, and discounts apply by customer type when the counter bills a sale.
- Barcodes and Labels
Part numbers from the catalogue are printed as barcode labels, so counter staff scan a part instead of typing its code.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Reports for Auto Parts Shop Owners and Managers
These reports come from the bills, stock entries, supplier purchases and credit ledgers the shop already records, so no one rekeys figures.
Learn moreAuto Parts Shop Connections to WhatsApp, Accounting Software and Payments
The system connects to the messaging, payment, accounting and label tools that a counter already uses.
Learn moreViews for Auto Parts Shop Owners, Counter and Buyers
Owners, counter staff, buyers and accounts each see the part of the records they work with, and nothing more.
Learn moreOne system, each person sees their part.
For owners
See sales by brand and category, credit outstanding by garage, stock value and the parts that have stopped selling, without opening any ledger book.
For counter staff
Find parts by vehicle or number. Check the rack, raise bills and take payments.
For the purchase and stores team
See the reorder list and raise supplier orders. Receive goods against bills and track returns and claims to distributors.
For the accounts person
See credit ageing and collections. Read supplier bills payable and the sales tax and purchase tax registers.
The numbers the owner asks for.
- Sales by brand, category and customer type
- Credit outstanding and ageing by garage
- Parts below reorder level
- Slow-moving and non-moving stock
- Supplier purchases and bills payable
- Returns and warranty claims open with suppliers
Who this is built for.
- Parts shops for cars and motorcycles
- Accessories shops selling mats and seat covers
- Parts wholesalers who supply garages and smaller shops
- Multi-brand parts stores with separate trade and retail counters
- Parts shops with several branches or a stockroom
When it is not the right choice.
- A garage that repairs vehicles and keeps its own parts will find Garage Management Software fits the job card and the workshop bay schedule better.
- A tyre shop that fits tyres and sells wheel alignment is better served by Tyre Shop Management Software.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- Payment links and gateways
- Accounting software export
- Barcode or label printer
Questions owners ask before a demo.
Can it find a part from the vehicle?
Yes. Each part is linked to the makes, models and years it fits, so the counter can search by vehicle as well as by part number.
Does it hold OEM and aftermarket part numbers?
Yes. One part record carries the OEM number, aftermarket equivalents and the supplier’s code, so a search on any of them finds the same stock.
Can garages buy on credit?
Yes. Each garage or mechanic has an account with a credit limit and due days. Every credit bill goes onto that ledger, and ageing shows who is late.
How are returns of wrong parts recorded?
A return is entered against the original bill. The part goes back to its rack, and the bill is adjusted in the same step.
Are supplier warranty claims tracked?
Yes. A defective part is logged against the sale and the supplier bill. The claim stays open until the distributor settles it.
Is there an export for my accounting software?
The day’s sales can be handed over as an export file, scoped during implementation against how your accountant keeps the books.
Can we use barcodes or labels?
Yes, if the counter already has a label or barcode printer. The printer and label size are confirmed in scoping.
Can stock and balances move over from our register?
Yes. Stock lists and garage balances come in from the paper register or the software you use now, and your staff check them before go-live.
Who owns the data?
You do. How your part catalogue, stock and garage ledgers come out of the system is spelled out in the written proposal, before any build.
What does it cost?
No price is published. It depends on branches, users and set-up. A live walkthrough comes first, and a written proposal then sets out the cost.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Written for this trade.
Practical notes on running the business, not product marketing.
Auto Parts Stock, Part Numbers and Vehicle Fitment Records Guide
How to keep OEM numbers, aftermarket equivalents, rack stock and vehicle fitment as linked records so an auto parts counter finds the right part.
Learn moreHow to Automate an Auto Parts and Accessories Shop
Learn what an auto parts shop sets up first: part catalogue, vehicle fitment, rack stock, garage credit, supplier orders and returns in one system.
Learn moreBusinesses that use this.
Related products.
Selling these goods online as well?
These e-commerce pages describe the online side: the storefront, dealer ordering and the connections to a system like this one.
See Auto Parts Shop Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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