What you must do, where you click, what each field means
Use this instead of WhatsApp free-text. Log every upgrade, test, sort, scrap, and walk-in in Returns & Repairs. Managers read Daily Repair Activity; finance sees stock and journals from your parts, expense, scrap, and invoices.
Home & which app
Always open the Brimat app. Native Odoo “Repairs” is for admins only.
Always use
Returns & Repairs
Returns, in-house, walk-in, DOA, scrap, daily report, scrap register.
Do not use
Native “Repairs”
Same records underneath, but missing Brimat tabs and reports. Ignore it.
| Who | Must do | Must not do |
|---|---|---|
| YOU Technician | Create/run repairs, Work Log, Parts, Request Parts, Request Scrap, check Daily Activity | Force confirm with no stock; invent stock; quote in-house; post invoices (usually) |
| MGR Shop Manager | Approve returns & scrap; Create Customer Invoice | — |
| FIN Finance | Confirm invoices; review 511002 scrap & expense JEs | — |
Which job type? (pick before you start)
The radio at the top of the repair form sets the journey. Wrong type = wrong report and wrong billing.
| If the situation is… | Choose | Open menu |
|---|---|---|
| Unit already in shop/warehouse stock (upgrade, test, sort, prep for sale) | In-House Stock | In-House Stock Repairs |
| Customer walks in with their own device | Walk-In Customer | Walk-In Repairs |
| Customer returned a sold unit (warranty / return) | Internal (Customer Return) | Usually from Product Returns → linked repair |
| Goods arrived damaged before sale | Damaged on Arrival | Damaged on Arrival |
Daily report — stop WhatsApp lists
This is where managers look instead of your WhatsApp message.
Exact path
Odoo home → Returns & Repairs
→ left menu Reports
→ Daily Repair Activity
→ filter Today (and your site if needed)
→ left menu Reports
→ Daily Repair Activity
→ filter Today (and your site if needed)
Your job appears here only if you created an In-House (or other) repair and filled Work Category + Work Site + Work Summary, then progressed the repair.
Manager rule
If it is not on Daily Repair Activity, it did not count. Do not send a parallel WhatsApp “today I did…” list unless asked for a photo/exception.
Finance
The report is ops proof. Money/stock still come from Parts, expense toggle, scrap validate, and walk-in invoices — see How finance sees it.
Screen map & buttons
Open any repair. Top to bottom — what you are looking at.
1) Header buttons (top left)
| Button | When you see it | What you do |
|---|---|---|
| Confirm & Start | State = New (draft) | YOU Prefer this. Confirms + starts in one go. If “insufficient quantity” → stop, get stock, do not force. |
| Confirm Repair / Start Repair | Native buttons | Same as above in two steps. Same no-force rule. |
| End Repair | Under Repair | YOU Finish when parts/work are done. Moves to Repaired. |
| Print Job Card | Usually anytime | Print bench sheet for the job. |
| Request Parts Stock | Not done/cancelled | YOU When part is missing at your location. |
| Create Customer Invoice | Walk-in / chargeable — MGR | Not for in-house or DOA (hidden/blocked). |
| Create Quotation | Walk-in / return only (if Sales rights) | Hidden on In-House and DOA — no customer to quote. |
2) Status bar (top right)
New → Confirmed → Under Repair → Repaired. Scrap path can end without a normal End Repair.
3) Smart buttons (top of form)
| Button | Meaning |
|---|---|
| Return | Linked product return (internal returns). |
| Invoice | Customer invoice exists (walk-in). |
| Expense Entry | Expense journal was posted (expense toggle / DOA). |
| Product Moves | Stock / accounting moves for this repair. |
| Harvested Parts | Parts taken off a scrap unit back into stock. |
4) Tabs you will use
| Tab | Purpose | Required? |
|---|---|---|
| Parts | Add/remove components + serials | When you use a part — YES |
| Work Log | Category, site, summary, costs | In-house daily report — YES |
| In-House Stock | Track Parts as Expense | Only if Mgr/Finance asks — optional |
| Walk-In Details | Phone, device text, labor | Walk-in — YES contact/device |
| Damage Details | DOA source / receipt / expense | DOA — fill what you know |
| Return & SLA | Deadline / return link | Auto for returns — read mostly |
| Scrap Approval | Request → approve → harvest → validate | When writing off a unit |
| Component Changes (if shown) | Upgrade/downgrade/replace + create lines | When doing spec swaps |
Every important field — what it means
REQ = you must fill · OPT = optional · AUTO = system calculates / read-only
Top of form (always)
| Field | Meaning | You must… |
|---|---|---|
| Repair Type REQ | In-House / Walk-In / Internal / DOA | Pick the correct type (menu usually sets it). |
| Customer | Partner on the form | Walk-in: real customer. In-house: often the company — OK, do not invoice them. |
| Product to Repair REQ | The laptop/unit you are working on | Select the correct product. |
| Lot/Serial Number REQ (serial products) | Exact unit | Scan/select the serial in stock at your location. |
| Responsible | Who owns the job | Set yourself when you take the job. |
| Company / Warehouse / Operation Type | Which WH company and repair operation | Match the shop you are working in. |
Work Log tab (Daily Report Fields) — critical for WhatsApp replacement
| Field | Meaning | You must… |
|---|---|---|
| Work Category REQ for in-house | Upgrade / Replace / Diagnose / Test / Sort / Install OS / Screen / Battery / Keyboard / Other | Pick what you actually did. Feeds Daily Repair Activity. |
| Work Site REQ for in-house | Linchub / BC / Basement / Libra / Other | Where you physically worked. |
| Work Summary REQ for in-house | One clear line managers read | Example: Upgrade HP 450 G5 256GB → 512GB NVMe. Not “done” or “ok”. |
| Warehouse OPT | Warehouse holding unit/parts | Set if not already correct. |
| Parts Cost (Cost Price) AUTO | Sum of parts at cost | Check it looks right after adding parts. |
| Parts Charge (Sale Price) AUTO | Sum at list price (billing) | Used for walk-in invoices. |
| Estimated / Labor Charge | Labor / service fee | Walk-in: enter agreed labor. In-house: optional note of effort. |
| Billable Total AUTO | Parts sale + labor | What Mgr invoices on walk-in. |
In-House Stock tab
| Field | Meaning | You must… |
|---|---|---|
| Track Parts as Expense OPT | If ON, posts Misc JE DR expense / CR stock when parts are consumed | Only when Shop Mgr / Finance asked. Default OFF for normal upgrades. |
| Expense Entry Ref AUTO | Journal entry name after posting | Read-only proof for you; Finance opens full entry. |
Walk-In Details tab
| Field | Meaning | You must… |
|---|---|---|
| Customer Phone REQ | Contact number | Capture so shop can call when ready. |
| Device Description REQ | Brand, model, issue, accessories received | Write enough that another tech can continue. |
| Estimated / Labor Charge | Quoted labor | Agree with customer / Mgr before invoicing. |
Damage Details (DOA)
| Field | Meaning | You must… |
|---|---|---|
| Damage Source | Where damage was found | Select best match. |
| Damage Receipt Ref | GRN / receipt reference | Paste if known. |
| Linked Picking | Receipt transfer | Link if available. |
| Track Parts as Expense | Usually ON for DOA | Leave as set by defaults unless Mgr says otherwise. |
Scrap Approval tab
| Field / button | Meaning | Who |
|---|---|---|
| Scrap Reason REQ | Unrepairable / cost exceeds / obsolete / safety / other | YOU |
| Scrap Details REQ | Why it cannot be repaired | YOU — be specific |
| Request Scrapping | Sends to manager | YOU |
| Approve / Reject Scrap | Decision | MGR |
| Harvest Parts | Pull usable parts to stock before write-off | YOU after approve |
| Validate Scrap | Unit → inventory loss; posts 511002 | YOU / Mgr |
Parts tab — required how-to
This is how stock actually moves. Empty Parts + “I used a RAM” in WhatsApp = stock stays wrong.
Steps
- Repair must be Under Repair (after Confirm & Start). Parts are locked before Start.
- Add a line: Type = Add (installing a part).
- Pick Product — list is limited to what is available at this repair’s component source location.
- Set Demand / Quantity (usually 1).
- If the part is serialised, select the Serial / Lot.
- On End Repair, quantity leaves On Hand (e.g. 5 → 4).
If the part is not in the list
It is not free at your source location. Use Request Parts Stock, receive it, then add the line. Never force Confirm.
Finance
Each consumed part creates inventory valuation impact. With Track Parts as Expense, also DR expense / CR stock.
Statuses: what you do in each
| Status | Meaning | Your action |
|---|---|---|
| New | Draft | Fill Work Log / customer / serial → Confirm & Start |
| Confirmed | Booked, not started | Click Start Repair (or use Confirm & Start from New) |
| Under Repair | Active bench work | Add Parts, work, then End Repair or scrap path |
| Repaired | Finished | Check Daily Activity; Mgr invoices walk-ins |
| Cancelled | Abandoned | Only drafts / unused jobs |
In-house stock — full required sequence
Returns & Repairs → In-House Stock Repairs → New
Required checklist YOU
- Product + Serial selected (unit in stock)
- Repair Type = In-House Stock
- Work Category filled
- Work Site filled
- Work Summary written in plain English (readable on Daily Activity)
- Confirm & Start (no force if insufficient qty)
- Every physical part added on Parts tab
- End Repair
- Open Reports → Daily Repair Activity → Today and confirm your line
Do not
- Create Quotation (hidden)
- Create Customer Invoice (blocked)
- Skip Work Summary — managers cannot read “ok”
Walk-in — required sequence
Returns & Repairs → Walk-In Repairs → New
- YOU Real Customer + Phone + Device Description
- YOU Confirm & Start → Parts → End
- MGR / FIN Create Customer Invoice → Confirm (post)
Finance
Posted invoice → AR + Revenue. Parts already reduced stock when consumed.
Product returns → repair
Returns & Repairs → Product Returns → receive → Mgr approve → open linked repair
- Receive serial into stock before Confirm Repair
- Then repair as usual (Parts, End)
- Return & SLA tab shows deadline — watch overdue
Request parts — who does what, where, who to call
When a part is not on hand at your shop, you do not force the repair. You open a Stock Request. Someone else must approve and dispatch; you (or your shop) confirm receipt — then you consume the part on the repair.
Start here (technician)
On the open repair → header button Request Parts Stock
→ opens a new Stock Request (note already mentions your repair number)
Later find it again:
Inventory → Operations → Stock Requests → My Requests
→ opens a new Stock Request (note already mentions your repair number)
Later find it again:
Inventory → Operations → Stock Requests → My Requests
Who to call / ping (and what to ask them to do)
| When | Who you contact | What you say | What they do in Odoo |
|---|---|---|---|
| After you Submit | Your outlet Shop Manager (requesting shop) | “Please approve Stock Request SR/… for repair WH/RO/… — need [part].” |
MGR
Inventory → Stock Requests → To Approve Open request → set / confirm Fulfilling Location → set Qty Approved if partial → Approve (or Reject with reason). |
| After your Mgr approved | Manager at the fulfilling warehouse/shop (e.g. Basement, Libra, Britma, BC — whichever was chosen) | “SR/… is approved for us — please dispatch [part].” |
MGR (fulfilling side)
Inventory → Stock Requests → To Dispatch Open → Dispatch (creates transfer / SO at cost as designed). Or Decline with reason so your shop can re-route. |
| Goods arrived / in transit done | Yourself + Shop Mgr if receipt needs scan/validate | “Part is here — confirm receipt on SR/… then I’ll add it on the repair.” | Open linked receipt → Verify by Scan / Validate if required → on Stock Request click Confirm Receipt → state Received (then Done when Mgr marks fulfilled). |
| Stuck / declined / wrong WH | Your Shop Manager first; escalate GM if needed | Share SR number + screenshot of state | Re-approve, change fulfilling location, or create a new request. |
Full happy path (roles side by side)
| Step | State | YOU Technician | Other person |
|---|---|---|---|
| 1 | Draft |
Repair → Request Parts Stock. Confirm Requesting Location = your shop. Prefer a Fulfilling Location if you know where stock is. Add product line(s) + qty. Keep note with repair ref. Click Submit. |
— |
| 2 | Submitted | Call / WhatsApp your Shop Manager with SR number. Wait. |
Your Shop Mgr Menu: To Approve → Approve or Reject. |
| 3 | Approved | Call the fulfilling location’s manager if it sits too long. |
Fulfilling Mgr Menu: To Dispatch → Dispatch (or Decline). |
| 4 | Dispatched | Watch for physical arrival / transit. | Goods leave fulfilling stock (transfer in progress). |
| 5 | Received |
Confirm receipt and ensure IN picking is Done
(Pass Quality Check if prompted). If qty is in …/Input, putaway to …/Stock. Only then return to repair → Parts tab → add the part → End Repair. |
Receipt validated at requesting shop (+ QC / putaway as needed). |
| 6 | Done | Part consumed on repair; Daily Activity / On Hand updated. | Mgr may mark request Done / fulfilled. |
Technician hard stops
- Do not Confirm & Start / consume a part that is not on hand yet.
- Do not ask anyone to “just force” the repair.
- Submitting is not enough — you must notify your Shop Manager (Odoo notify may exist; a call/ping is still expected on urgent repair parts).
- If Rejected / Declined: read the reason, fix qty/location, or open a new request — tell your Mgr.
- Do not treat Stock Request status alone as “part is here” — check On Hand at Stock (not only Input) and that pickings are Done.
After dispatch — do not stop early (staging lessons)
- SR “Received” is not enough. Status can flip to Received while the delivery/receipt pickings are still open. Always open the linked OUT and IN transfers and Validate them (or ask the fulfilling / receiving Mgr to).
- Quality Check. On some receipts (e.g. BVUP IN), Validate opens a Quality Check wizard. Someone must Pass the QC (QC number on the picking) before the receipt goes Done. If Validate keeps bouncing a wizard — that is usually QC, not a stock bug.
- Input → Stock putaway. Received qty may land in …/Input (e.g. BVUP/Input), not sellable/repair Stock. Move/putaway into …/Stock before you expect the part on the repair Parts list at Stock.
- Serial on the line. If Validate errors that a serial is in transit / wrong location, clear or correct the lot on the move line (especially on untracked products that wrongly got a serial) — then Validate again. Do not force the repair.
- Only after the part is free On Hand at your Stock location → return to the repair → Parts tab → consume → End Repair.
Where managers find their queues
Inventory → Operations → Stock Requests
→ To Approve (requesting Shop Manager)
→ To Dispatch (fulfilling WH / shop Manager)
→ All Requests / My Requests (everyone)
→ To Approve (requesting Shop Manager)
→ To Dispatch (fulfilling WH / shop Manager)
→ All Requests / My Requests (everyone)
What finance / stock sees
Shop-to-shop / intercompany fulfillment moves stock at cost (designed that way). When you later consume the part on the repair, On Hand drops again at your shop and valuation follows the repair (and expense JE if Track as Expense is on). The Stock Request itself is the bridge that gets the part to you.
One-line script you can copy to your Shop Manager
Hi — please approve Stock Request [SR/XXXX] in Inventory → Stock Requests → To Approve. Part needed for repair [WH/RO/XXXX] at [your shop]. Urgency: repair blocked. Thanks.
Scrap / write-off — required sequence
Repair → tab Scrap Approval → Request → Mgr Approve → Harvest → Validate
Audit: Reports → Scrap Register
Audit: Reports → Scrap Register
- YOU Scrap Reason + detailed Scrap Notes → Request Scrapping.
- MGR Approve (or Reject).
- YOU Optional Harvest Parts.
- YOU Validate Scrap — unit leaves sellable stock.
- Confirm on Scrap Register.
Finance
Validate posts DR 511002 / CR Stock. Jacinta uses Scrap Register + stock journal.
Damaged on arrival
Returns & Repairs → Damaged on Arrival
- Confirm & Start only with stock available — never force
- Fill Damage Details; add Parts; complete repair
- No customer invoice / no quotation
- DOA Costs report is Mgr/GM only — you will not see that menu
How finance sees your work
| You did | Stock | Accounting | Where they look |
|---|---|---|---|
| Consume part | OH −1 | Stock valuation | Product On Hand; Product Moves |
| Track as Expense ON | OH −1 | DR Expense / CR Stock | Expense Entry; Misc journal |
| Walk-in invoice confirmed | Parts already − | DR AR / CR Revenue | Invoice; P&L |
| Validate scrap | Unit out; harvest + | DR 511002 / CR Stock | Scrap Register |
| Daily Repair Activity | — | Ops proof (not a JE) | Reports → Daily Repair Activity |
Why WhatsApp is not enough for finance
A chat list does not reduce RAM stock or post 511002. Only Odoo repairs do. Skipping Odoo creates ghost stock and missing P&L.
Hard rules
- App = Returns & Repairs only
- Never force insufficient quantity
- Receive stock before Confirm & Start
- Parts tab = truth for every physical part used
- Work Summary must be readable on Daily Activity
- No quotation / invoice on in-house or DOA
- Wrong free qty → tell Mgr/ops; do not invent stock
End-of-day checklist
- Every upgrade/test/sort/scrap logged with correct Repair Type
- Reports → Daily Repair Activity → Today matches reality
- Parts On Hand dropped for parts you used
- Walk-ins ended; invoice with Mgr/Finance if needed
- Scrap requests waiting on Mgr called out
- No WhatsApp substitute list unless asked
Daily list → Reports → Daily Repair Activity
Bench upgrades → In-House Stock Repairs
Customer device → Walk-In Repairs
Missing part → Request Parts Stock
Scrap audit → Reports → Scrap Register
Bench upgrades → In-House Stock Repairs
Customer device → Walk-In Repairs
Missing part → Request Parts Stock
Scrap audit → Reports → Scrap Register