Anyone who buys and resells used smartphones, tablets and PCs under the margin scheme must keep a used goods register with the purchase, sale and margin of each device. In Fixh IT the used goods register largely fills itself in: every completed used-device purchase creates the item's row and the sale is linked when the device goes through the POS or the online storefront. You check, complete and at the end of the month export the file for your accountant.
Why it matters for a repair shop
Many shops keep the used goods register in an Excel sheet updated by hand: it is easy to forget a sale, mistype an IMEI or lose the purchase document number. A register linked to purchases and receipts removes double entries and shows you at any time which devices are still in stock, how much you spent and how much margin you made.
In practice
When you complete a used-device purchase, the item enters the register with date, seller or supplier, document type and number (private seller declaration, invoice or other), description, IMEI or serial and cost. If the device comes from a reseller with an electronic invoice, the register uses the invoice number and date. The sale is filled in automatically from the first receipt or online order of the same shop; if you edit it by hand, it becomes manual.
For every sold item the register calculates gross margin, taxable amount and margin VAT. The totals show items in stock, sold items, total cost, gross margin and theoretical VAT. The list always shows all items, including older ones still to sell; the period is only used for export, one month at a time or over a custom range. Each shop has its own progressive numbering. From the register you print device labels with the IMEI barcode and add an item to the POS cart with one click.
Quick guide
- Record and complete the used-device purchase from Documents > Used device purchase.
- Open Documents > Used goods register: the item is already there.
- Check the seller and document details and add any further costs.
- Sell the device at the POS: the sale links itself.
- For items bought outside the software use "Add item".
- At the end of the month export the register to XLSX or CSV and send it to your accountant.
Real use cases
A phone store buys ten used iPhones from private sellers in a week: every completed purchase creates its own row and the owner immediately sees the value of the stock.
A used iPhone bought for €250 is sold for €390: the register calculates margin and margin VAT and the figure goes into the monthly export.
The accountant asks for the March register: the shop exports the month in seconds, without copying anything.
Tips and best practices
Always enter IMEI or serial number: they identify the device and appear on the label. Sell used devices through the POS of the shop where they are registered, so the sale links automatically. Use trade-in with Fixh AI to assess the purchase price.
Common mistakes to avoid
Do not treat taxable amount and margin VAT as final: they are calculated at 22% as a reference and the taxable margin must be checked with your accountant according to the method used (analytic, global or flat-rate). Do not sell the device from another shop if you want the sale to link automatically.
Frequently asked questions
Do I have to enter items by hand? No, those bought with the software's used-device purchase enter automatically; you only add by hand items recorded elsewhere.
Can I export the register? Yes, to XLSX and CSV, by month or for a custom period.
Is the register per shop or per company? Per shop: every branch has its own progressive numbering.
Can I print labels for used devices? Yes, with IMEI, brand and model, condition and price, using a template that can be saved for the company.
