Fortunately, most manufacturers now have a list of recommended replacement parts for each machine. So, while there might be hundreds of replacement parts, only thirty may be recommended. Since parts can cost anywhere from a few cents to hundreds of dollars, it’s important to know which ones are essential.

For example, the BUNN CWTF, a basic three-warmer, decanter brewer, has 280 replacement parts which have a list price of more than US$5,300. Now, take a deep breath -- the 35 recommended replacement parts only list for about US$600. You could save about US$4,700 if you keep only the recommended parts on hand.

A growing number of manufacturers indicate suggested replacement parts as a way to prioritize parts purchases. This helps the manufacturer as well, so that they can forecast and procure parts to meet demand. At BUNN, all new products introduced to the market place come with a list of recommended replacement parts -- the ones that you are most likely to use. Going back to our example, recommended replacement parts for a BUNN CWTF include a funnel, timer, faucet parts, tank heater parts, lamps, sprayheads, switches, thermostat, tubes, valves, and of course, a deliming spring.

As an alternative, some companies list parts for each piece of equipment. All the parts for that equipment are not shown, but the parts that are considered most essential are listed. These lists are generally available either on the company website or as part of the price list.

Service manuals are also a good resource for necessary parts. Available on the website by equipment type, service manuals may include an exploded parts diagram showing what parts are needed for a repair. Sometimes the parts lists are in separate publications such as in BUNN’s case, where illustrated parts books accompany the service manuals.

• Are my venues in remote locations where it may be difficult to obtain parts quickly?

• Do I have a number of venues?

• Do I use a variety of beverage equipment?

• Does some of my equipment contain common parts?

• What kind of investment should I make in replacement parts?

• How available is a service agent?

If you are a small, independent operation, you may not want to invest a large amount of money in replacement parts. Most company service representatives around the world will stock replacement parts and get them to you in a reasonable amount of time, or it may make sense to contact a service representative if your equipment breaks down. On the other hand, if you know your service agent or distributor is over 100 kilometers away and it will take a significant amount of time to get parts, you may want to have a few recommended parts on hand. The decision is based on the economics and your comfort level.

There is such a variety of beverage equipment and so many different sizes of operations that the best rule of thumb is to ask yourself "What fits my business model?" You must make the decision whether it is more cost effective to buy and hold parts or have the machine down for a week while you’re waiting for parts to arrive.

I should define what is meant by the term common parts. Common parts are those that are used by many different models of equipment. Some examples include water inlet valves, solenoids, faucets, switches, fuses, clamps and sprayheads -- all of these parts are fairly common and may be used across a wide range of machines. However, for many machines, parts are unique, and so it is important to allow sufficient time for them to be ordered and delivered. If you are located in the remote area, this could take days or weeks.

Possibly the most important question is "How much income will I lose if my (you fill in the name of the beverage equipment) breaks down?

The customer benefits because with improved inventory management comes more cost-effective parts. Through better management of the parts process, the suplier can be more responsive to your service needs.

This works for BUNN in the US and across the globe. It means that international distributors can get these parts more quickly so they can prove their support of your operation. Increasingly, local distributers stock equipment and provide not only sales but operational training and service support. These distributors carry a wide range of parts and their technicians are trained by a global technical support factory team so the service support for operations across the globe is better than ever before.

Machine warranty is also a very important consideration. Be sure to check your equipment warranty at the time of purchase. If the warranty is effective from the date of install, rather than the date of purchase, you will get more coverage. Really, a warranty doesn’t do much good if the machine is still in the box. A good warranty is effective worldwide and covers all parts, including electronics, which can be very expensive. A three-year parts and labor warranty including some travel provides excellent coverage for your beverage equipment.

The number of service agents for beverage equipment has also risen internationally as we become a more global marketplace. As the number of coffee brewers and iced tea systems and other beverage equipment goes up, so does demand for service and parts.