How to Manage BuyBack / Trade-In Module in RepairDesk?

BuyBack / Trade-In

With RepairDesk’s Trade-In module, you can easily track inventory, manage trade-in purchases, and even refurbish devices before reselling—all while keeping a complete record of every transaction.


Video Guide:



FAQs:

How can I move Trade in items to Inventory?
You can move Trade-In items to inventory in RepairDesk by selecting Action > Move to Inventory from the Trade-In listing. Choose to create a new serialized/non-serialized item or add to an existing one, ensuring accurate tracking. Relevant trade-in details like manufacturer, model, condition, and cost are mapped to the new or existing inventory item. The system updates prices using LIFO, FIFO, or WACC methods if discrepancies exist. 
Can I add multiple trade-in items simultaneously?

Yes! You can now add multiple trade-in items simultaneously  by:

1. Clicking on the Import/Export button from the Trade-In section
2. Selecting Export trade In to download a CSV file. Once you have entered all the information and mapped it accordingly, save that CSV file
3. Click on Import Inventory option to import all these trade-in items.

Once the import will be completed, all the devices in your file will be added to Trade-In section.
How do I track trade-in transactions?
Each trade-in purchase is automatically assigned a Transaction Reference Number, which you can use to track purchases, check item status, or review reports.
Can I send an invoice for a trade-in purchase to the seller?
Yes! After completing a trade-in purchase, click Email Invoice from the transaction popup, enter the seller’s email along with email notes and hit send.

You can also access the email invoice option under the action dropdown on the transaction ID page.

Note: Email notes are the body of the email.
Can I edit a Purchase later?
You can save a purchase instead of confirming it immediately. This allows you to revisit the details before finalizing it. However, inventory stock is not updated until the purchase is confirmed.
How do I assign a buyer to a trade-in purchase?

If an employee is logged in, their name will automatically appear. You can also select another employee from the Employee Making Purchase dropdown. You may be asked to enter employee's PIN number in case if someone other than you so that this purchase can be traced to the actual buyer.
Can I set different prices for trade-in items?

Yes, when adding a trade-in item, you can set:

  • Retail Price – The resale price.
  • Cost – The amount you paid to acquire it.
Can I make partial payments for trade-ins?

No, partial payments are not allowed for trade-in transactions.
Can I pay for trade-ins using RepairDesk Payments?
Yes, you can select an available RepairDesk Pay terminal to complete a trade-in transaction.
What if I need to refund a trade-in purchase?
If a customer returns a trade-in device, you can process a refund. The system allows you to return the item to inventory and updates the transaction history.
Can I refurbish trade-in items before selling them?
Yes! If a trade-in item needs repairs, you can create a Refurbishment Ticket. The repair cost will be added to the total cost of the item.
How can I add or manage the condition of a refurbished trade-in device?

After refurbishing a trade-in device, you can set its condition before resale. This helps track the item’s status and ensures transparency in your sales.

Important Note:

You can only set a condition after creating a refurbishment ticket for the trade-in device.

How can I exchange a trade-in device for a new mobile or item?

If a customer wants to trade in their old phone and upgrade to a new one by paying the difference, you can easily handle this within RepairDesk.

How to process a trade-in exchange:

  1. Create a trade-in purchase for the old device and set its cost price to $0 (since it will be exchanged).
  2. Once the trade-in device is in stock, set its retail price as needed.
  3. On the POS screen, add a Casual Item named "Exchange Trade-In Phone" with a placeholder price.
  4. Adjust the price of the casual item to match the actual trade-in value and set its quantity to negative to reflect the exchange.
  5. Add the new mobile or item that the customer is purchasing.
  6. The system will automatically calculate the amount the customer needs to pay for the upgrade.
Can I show trade-in item variants on receipts and invoices?

Yes! Enable this option under Store Settings > Inventory > Trade-In > Buyer Invoice Settings. Enable the trigger and now every time you will sell trade-in an item , variants will be displayed on the receipts.
How can I track sales and purchases of Trade In?
You can track sales and purchases of trade-in items using the Trade-In Report in RepairDesk. Use the Total Purchases and Total Sales stats to see overall trade-in transactions. The Purchase Date, Seller, and Cost columns help track acquired items, while the Sale Price, Buyer, and Invoice ID columns show sold items.
Can I bulk import custom field values for Trade-Ins?

Yes. Trade-In custom fields are now supported in the Excel import. When you export the Trade-In import template, it includes a column for each custom field (formatted as Custom Fields: <Field Name>). Fill in your values, upload the sheet, and the custom fields will appear as mappable columns during the import mapping stage — just match each column to its corresponding field and the values import automatically.

Where do the custom field columns come from in the import template?

Every custom field you've configured for Trade-Ins is automatically added as a separate column when you export the import template, so there's no need to add them manually. The columns follow the Custom Fields: <Field Name> format and are included in both supported spreadsheet formats.