Does entering a part on a task row reduce stock?

It records the cost on the vehicle. Whether it also deducts the warehouse quantity depends on your version and whether the product was picked from Inventory; check the Stock Report after your first service, and use a Stock Adjustment if the quantity has not moved.

The workshop supplied the parts. Do I need stock at all?

No. Enter the parts cost on the row and the workshop as Service Provider. Stock only matters for parts from your own store.

Docs · Inventory · How-to

Issue parts to a vehicle service

You will have the parts fitted during a service recorded on the service record, their cost on the vehicle’s maintenance history and profit, and the store’s stock reduced to match what left the shelf.

Open NShine ERP All docs

When a vehicle is serviced, the parts used are entered on the service record under Vehicles › Vehicle Maintenance. Each task row has a Labor column and a Parts column, and the two make the row’s Sub Total. That is what puts the cost of the part on the vehicle.

Keeping the store’s count right is a second step. This page covers both: recording the parts on the service, and making sure the warehouse quantity goes down by what was used.

Before You Start

The vehicle exists and the service plan or tasks exist under Settings › Vehicle Services and Service Tasks.
The parts were received into a warehouse through a purchase invoice, so the Stock Report shows them available.
A Payment Type exists for how the service was paid, or the workshop exists as a supplier if it is on credit.

Steps

Open Vehicles › Vehicle Maintenance and click Add, or click build on a due row under Maintenance Reminders to start from the reminder. The Service No with prefix VS is assigned.
Pick the Vehicle, enter the Service Date and the Odometer Reading, and choose the Service Provider if an outside workshop did the work.
Choose the Payment Type and the Tax Rate, and pick the Service plan if this is a planned service. Picking the plan fills the task rows from the plan’s Service Tasks.
On each task row, enter Labor and Parts. Parts is the cost of the parts used on that task, for example the filter and oil on an oil change. Where available, you can pick the product from Inventory so the item and quantity are recorded; otherwise type the cost and name the part in the row or in Notes.
Add Notes and the workshop bill under Maintenance Files, then save. The Sub Totals add up to the service’s Net Total.
Reduce the store’s stock to match. If your version deducts stock when a product is picked on the Parts column, check the Stock Report and you are done. If it does not, record a Stock Adjustment out of the warehouse for the parts used, with the Service No in the Description, so the shelf count stays true.
Check the vehicle profile. The Maintenance History tab shows the service with its Net Total, and the Maintenance Reminder for that task moves to its next due date or km.

Fields on the service record that carry parts

Field	What to enter	Required
Vehicle	The vehicle serviced	Yes
Service Date	Date of the service	Yes
Odometer Reading	Reading at the service	Yes
Service Provider	The workshop, as a supplier; blank for in-house	No
Payment Type	How it was paid	Yes
Tax Rate	Tax on the workshop bill	No
Service	The plan from Settings › Vehicle Services	No
Service Name / Task (row)	The task performed	Per row
Labor (row)	Labour cost for the task	Per row
Parts (row)	Parts cost for the task, with the product where available	Per row
Sub Total (row)	Labor plus Parts, calculated	Calculated
Notes / Maintenance Files	Remarks and the bill	No

What This Changes

The service appears in Maintenance History with its Net Total, and on the Vehicle Maintenance Statement report.
The cost is counted in the vehicle’s Profit and Loss tab and the Vehicle Profit/Loss report.
The Payment Type account is reduced, or the Service Provider’s Account Payable balance rises if the work is on credit.
Where stock is deducted from the Parts column, or once you post the Stock Adjustment, the Stock Report quantity for each part falls and may trip its Qty Alert.
The matching Maintenance Reminder resets to the next due date or odometer.

Tips

Put the Service No in the Description of any Stock Adjustment you post for parts, so a stock query can be traced to the vehicle.
For tyres and batteries, do not use the Parts column for the item itself; fit the serialised asset under Vehicles › Tyre/Asset Tracking and put only fitting labour on the service.
Run the Stock Report monthly against a shelf count; parts taken without a service record show up as a difference.

Frequently asked questions

Need Help?

Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.