Record keepingShop handbook
Your purchase register: numbered, locked records
Every phone you buy on Recashy becomes a numbered, locked record. What a record holds, how record strength works, and how to search, export and print it.
In short
- Every phone you buy becomes a numbered record, starting at RC-000001.
- A filed record is locked and cannot be edited.
- You can search the register, print any record and download it all as a spreadsheet.
01One phone, one numbered record
When you file a purchase, it takes the next number in your shop's register: RC-000001, then RC-000002, and so on. Numbers belong to your shop and run in order. No number is ever used twice, even when two sales are filed at the same moment.
Many police departments ask second-hand phone dealers to keep a purchase register with seller details. On Recashy, the register fills itself as you buy. Rules differ from place to place, so check what your local police require.
02What a record holds
| Part | What it holds |
|---|---|
| Your shop | Shop name and address, with GSTIN and shop phone if you added them |
| The record | RC number, and the date and time it was filed |
| The handset | Brand, model, variant, storage, colour, IMEI and second IMEI, condition grade, battery health, what came with it and your notes |
| The seller | Name, mobile number and the time it was verified by OTP, plus address and ID type with its last 4 digits if you took them |
| The payment | Amount paid, and whether it was cash, UPI, bank transfer or adjusted against a new phone |
| Exchange | The new phone sold on the same visit, if there was one: model, IMEI, price and invoice number |
| Photos | Any of the handset, the seller holding it, the ID proof and the original bill |
| Declaration | The exact words the seller confirmed before you filed |
03Record strength: Basic, Good, Complete
You can file with just the minimum: a verified number, the seller's name, make and model, a valid IMEI and the amount paid. That is a Basic record. Each extra you add makes it stronger, and a meter in the bar at the bottom of the screen shows where you stand. It nudges you, and it never stops a sale.
| Strength | What it means |
|---|---|
| Basic | The minimum is on file. It can be filed, but it says little if anyone asks where the phone came from. |
| Good | Some of the extras are on file, such as ID proof and a photo of the handset. |
| Complete | ID proof, photos and address are on file. This is the record you want if a phone is ever questioned. |
What raises it, most useful first
- ID proof, which adds the most
- A photo of the handset
- A photo of the seller holding it
- A photo of the ID
- The seller's address
When you tap File record, the sheet tells you what the record is missing, so you can add it first or file anyway.
04Search, export and print
- 01
Search
Open
Registerand search by IMEI, in full or in part, by the seller's phone number or name, or by RC number. - 02
Download
Tap
Download CSVfor a spreadsheet of your register that opens in Excel or Google Sheets. If you search first, the file holds only the records that match. - 03
Print
Open any record and tap
Print. The printout carries your shop details, the full record and the declaration, with lines for the seller's signature and yours.
05Why a filed record cannot be edited
A record locks the moment you file it, and that is on purpose. A register that can be changed afterwards proves nothing, to the police or to anyone else. A locked record shows exactly what you recorded at the counter that day.