Produk Rusak: Claiming Faulty Goods Back Instead of Eating Them
There is a box in the corner of the storeroom in almost every repair shop. It holds things that broke, arrived faulty, or came back from customers.
Nobody knows exactly what is in it. Nobody remembers which items could still be claimed from a supplier. And nobody dares throw it out, in case any of it turns out useful.
That box is your shop’s money, quietly rotting.
Part of that box could still be claimed from a supplier. But a claim needs three things that have always gone missing by the time you need them — where it came from, what exactly was wrong with it, and whether the warranty still runs.
The Produk Rusak list holds all three from the second the item is returned. And it fills itself: you never type anything into it. What decides everything happens one click earlier — when processing a return you choose the goods’ condition, and that choice routes them to the claim list, back into stock, or straight into losses.
There is one reassuring thing worth knowing straight away: items on this list can never be sold again. Not because something filters them out, but because they hold no stock layer at all — and the pick list when selling always draws from stock layers. Your staff cannot fit one to a customer unit even without knowing it is faulty.
What remains is one small figure, the most ignored and the most decisive: how many have actually been returned to the supplier — kept separate from how many are damaged. The gap between those two numbers is money you are giving away without noticing.
Before you start
- Purchases recorded along with their supplier — a claim without an origin document will be accepted by nobody.
Steps
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First: this list fills itself, you never type into it
Persediaan → Produk Rusak has no add button. Its contents arrive automatically from returns — sales returns and repair returns — when you mark the goods as damaged but still claimable. So the way in is not this menu at all; it is the return screen. If you are hunting for a way to add an item here directly, you will not find one, and that is deliberate.
This list fills itself — there is no manual add button. -
The door is the return condition — and that choice decides everything
When processing a return there are three mutually exclusive conditions. Restock puts the goods back into the warehouse and raises stock again. Damaged-but-claimable sends them to the Produk Rusak list to be claimed from the supplier. Total loss writes them off. One click here decides whether that item becomes an asset you can claim back or a loss you have to swallow.
The doorway is the return condition. -
State where it came from — this is where the value sits
Damaged goods do not appear from nowhere. They arrive from a repair return, from a sales return, or defective from the supplier in the first place. Each record stores that origin along with a pointer to the original transaction, so you can always get back to the source.
The origin is recorded — that is the point of logging it. -
Write the damage note in words somebody else can act on
There is a damage note field. "Broken" is useless. "Connector pins bent, not detected on two different units" is useful — because that sentence is what you send the supplier when claiming, and it is what separates an accepted claim from a rejected one.
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Enter the serial number if the item has one
Serialised goods store their serial on the damage record. This is what makes a warranty claim against a supplier undeniable — you are pointing at a specific unit, not merely saying "one of them is faulty".
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Check the supplier warranty period before deciding
There is information on how long the supplier warranty runs. That decides your next move: still in warranty means it can be claimed, expired means it becomes a loss to acknowledge. Checking first saves you assembling paperwork for a claim that already lapsed.
Check the supplier warranty before you decide. -
Raise the claim through the supplier-claim action — mechanics covered separately
From the Damaged Stock list there is a supplier-claim action that creates a claim-type purchase return pointing at the original purchase. The detailed steps live in the Purchase Returns and Supplier Claims tutorial. On this page you only need to watch one figure: how many have been returned to the supplier, separately from how many are damaged — that gap is the money you quietly gave away.
Claim to the supplier through a warranty-type purchase return. -
Accept reality for what cannot be claimed
Goods damaged through your own error or out of warranty still have to be recorded as damaged. The temptation is to leave them hanging in stock so the asset figure looks healthy. Do not — stock padded with dead goods makes every buying decision wrong.
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Read the pattern monthly, not incident by incident
One faulty item is luck. Five faulty items from the same supplier in one month is information. Gather it, then take it to that supplier — or find another. This data is far more persuasive than a feeling that "their stuff is often bad".
Read the pattern monthly, not incident by incident. -
Understand why stock is not deducted again here
Goods on this list do appear in Arus Stok with zero in and zero out. That is not missing logic — it is a trail recording that the goods did NOT come back into stock. Their stock already dropped at the moment of sale or installation. Deducting again here would make stock appear to shrink twice over a single item.
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And why these goods can never be sold again
This is the tidiest part of the design, and the most reassuring. Damaged goods are never given a stock layer, while picking items to sell or fit always draws from existing stock layers. An item with no stock layer cannot be selected — not because it is filtered out, but because it is not in the stock pool at all. Your staff cannot fit it to a customer unit even without knowing it is faulty.
What you end up with
Faulty goods from returns land in a register of their own with their origin and damage note, cannot be sold again because they hold no stock layer, and anything still under supplier warranty can be claimed with evidence rather than quietly written off.
If something goes wrong
I cannot find an add button on the Produk Rusak page
There is none, and that is deliberate. This list only fills from sales returns or repair returns marked damaged-but-claimable. For a defective item you find yourself on the shelf without any return, this is not the route — reduce its stock through a stock count with a clear note.
Could an item already on the damaged list be sold by accident?
It cannot. Items on this list hold no stock layer, and the pick lists for selling and fitting always draw from stock layers. It will never appear as an option — you do not have to rely on staff memory.
I do not know who I bought this from
Trace through that item stock card back to its purchase row. If the purchase was genuinely never recorded, the claim cannot proceed — and that is the lesson for recording the next one.
The supplier rejected the claim
Two common causes: the damage note was too vague, or the warranty had expired. The first is fixable by describing the symptom specifically and including the serial number; the second is not.
Damaged goods pile up and nobody deals with them
Fix one regular time each month to sort them: what gets claimed, what gets written off, what can be stripped for parts. A pile whose fate is never decided is the most avoidable kind of loss.
Can damaged goods be stripped for components?
Yes, and it is often more profitable than binning them. That flow is covered separately in the salvaged parts tutorial.