How do I check how a motorcycle shop tracks parts special orders?

Ask where special orders are written down. A notebook, a shared sheet and a work order system all have different risks. For each order, you want the customer, the part, the date placed, the supplier, any deposit and the expected arrival. Ask how the shop follows up with suppliers when a part is late.

Walk the special-order shelf or bin. Match what is there to the list, and look for parts that arrived but were never picked up, or ones that came wrong and were never sent back. Ask how customers are told when parts arrive, and how long the shop holds them before returning or selling them. Old items point to a weak follow-up.

Then look at the money. Deposits taken on special orders are an obligation to customers, so confirm they are recorded. Ask about return fees, supplier credits and unpaid supplier invoices linked to these orders. Your accountant can tell you how deposits and credits should appear in the books. After a sale, the new owner is expected to honour the open orders, so ask for a clean, current list as part of the sale.

Key takeaways

• Get a current special-order list with customer, supplier, date and deposit.
• Match the list to the bin and to supplier orders, looking for old or wrong items.
• Make sure deposits and supplier credits are recorded and passed to you in the sale.