Writing Off Stock
Using Supply'd to write off stock helps maintain accurate inventory, removes obsolete or damaged items, and ensures better stock management and financial reporting.
In Supply'd, writing off products - whether damaged, expired, stolen, discontinued, or used for quality control -ensures accurate inventory counts. The Write Off feature automatically updates inventory numbers and records the reason for the write-off.
Write-offs can be performed using the Supply'd handheld scanner or manually. This document guides you through the manual method.
For instructions on using the scanner for performing write-offs, see the Scanner - Writing Off Stock (Scanner) document.
Selecting Inventory in the main menu, then the Write Offs tab, you will see a list of any previous write-offs, if you have added any, sorted by the Write-Off Number with the most recent on top.
Adding a Write Off
To add a write-off, click Add+ on the top right corner. The Add Write Off form will show.
Warehouse
Select the warehouse/location of the product to be written-off. Select from your location(s) from the drop-down menu.
Write Off Number
This is a unique number automatically generated when adding the write-off.
You will notice that the form will say 
. This will remain on the form and the Write Off list until you have finished adding all the items needing to be written off and finalised the write-off.
After selecting the warehouse, additional fields will appear for you to add the items to write-off.
Product
A product to be allocated on this write-off. For example, you want to write-off a couple of Peppermint Dark Chocolate Bars. If you start to type "Peppermint" in this field, a list of matching products will show for you to select from.
Qty
Number of this item to be written off. This will show after the next step.
After selecting the item, a form will show detailing the item, the stock on hand, the stock available and the batch details.
Write Off Type
Select the reason for the product being written off from the drop-down menu.
Batch #
If any of the batch details shown are incorrect, click the pencil to the right of the batch #. The Edit Batch Details form will show where you can edit any details necessary. Click SAVE to apply these changes and add to the Add Write Off List.
Click the + to add the number to be written-off.
If the number is large, you can click the 0 and type the number in. Click the X in the top right corner to close and add to the Add Write Off list.
If you have multiple batches of the same item, check that the batch number matches the item you are writing-off.
If for any reason you need to remove an item from your Add Write Off list, for example, if you added the wrong product, click the 3 dots to the right of the product and select Remove Item.
Follow the same steps to add any additional products to the write-off, if necessary. Depending on your needs, your list may include just one item or several, as shown in our example.
In our example above, a staff member was doing a stocktake and they:
Accidentally dropped 2 "Peppermint Dark Chocolate Bars" and broke them, so selected Damaged/Faulty as the reason for being written-off.
Found 34 "Coconut Caramel Dark Chocolate Bars" that had gone past their best before date, so selected Expired as the reason.
One "No Added Sugar Milk Chocolate Bars" was taken from the batch for Quality Assurance testing, so selected QA/Testing as the reason.
A person stole 5 boxes of "Classic Collection - 15 Pack", so selected Theft as the reason.
Clicking the 3 dots on the top right, will bring up an additional menu.
Finalise Write Off
An alternative to the 
button at the bottom of the screen.
Remove
Will remove the write-off.
Once all items that require to be written off are added, click 
. You will be asked to confirm.
The write-off will be added to the Write Offs list and marked as 
. All items written-off will be removed from the inventory numbers.
Viewing a Write Off
Clicking on an write-off on the Write Offs list will bring up the details of that write-off:
Write Off #
A unique number for this write-off. This is automatically generated when adding the write-off.
Location
The location (warehouse, store etc.) of the written-off product.
Created At
The date and time the write-off was created.
Item
The brand, product name, size and code for the item written-off. The reason and the batch number, which are colour coded for easy identification.
Cost
The cost for one item written-off.
Qty
The number of that item that was written-off.
Value
The total value of the products that were written off.
Items
The total number of items written-off.
Total Value
The total value of all items in this write-off.
Filtering the Write Off List
To filter the Write Off list, click on the three lines on the top right.
You will see these options where you can select the applicable statuses you would like to filter:
Write-off Status
Select one or more from the drop-down menu.
Warehouse
Select the location(s) you would like to filter by from the drop-down menu,
Date Range
Clicking the field will open a calendar, allowing you to select a date or date range for filtering.
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