Using Supply'd to write off stock helps maintain accurate inventory, removes obsolete or damaged items, and ensures better stock management and financial reporting.
Writing Off Stock in Supply’d allows you to remove inventory that is damaged, expired, stolen, discontinued, used for quality control, or otherwise unavailable for sale or use. The Write Offs page is where you record and manage this stock, ensuring inventory levels are automatically updated and the reason for each write-off is logged. This supports accurate stock counts, traceability, and clear reporting across your business.
Key Features:
Write Off List - Shows all past write-offs, including their Write-Off Number, Date, Location, and Status, with the most recent listed at the top.
Detailed Records - Clicking on a write-off entry displays more information such as the items written off, cost per item, quantity, and the total value of the write-off.
Tracking & Accuracy - Helps maintain accurate inventory levels and ensures your financial reporting reflects the true value of stock on hand.
This section is especially useful for businesses that need to monitor wastage, track costs from lost stock, and keep inventory reports clean and accurate.
Write-offs can be performed using the Supply'd handheld scanner or manually through the app.
For instructions on using the scanner for performing write-offs, see the Scanner -Writing Off Stock (Scanner) document.
This document will guide you through the process of manually adding a write-off in the Supply’d app.
Selecting Inventory from the main menu and then going to the Write Offs tab, you will see a list of any write-offs you have added, including their Write-Off Number, Date, Location, and Status.
Write-offs are shown with colour-coded statuses, making it easy to see what stage of the process they’re in.
- The write-off is in progress but not yet completed.
- The write-off has been completed, and the inventory numbers updated.
- The write-off has been cancelled prior to completion.
Write Off Details
Clicking on a write-off opens and displays all of its details.
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 a single unit of the item written-off.
Qty
The number of that item that was written-off.
Value
The total cost of all units of that item that were written off.
Items
The total number of all items written-off.
Total Value
The total value of all items in this write-off.
Adding a Write Off
1
Go to the Write Offs Page
Select Inventory from the main menu, then open the Write Offs tab.
2
Click Add +
Click Add + in the top right.
The Add Write Off form will open.
3
Select Warehouse
In the Warehouse field, select the location of the item(s) you want to write off.
The Write Off Number is a unique identifier automatically generated by Supply’d each time a new write-off is created. It helps you track, reference, and audit write-offs. This number will appear once the location has been selected.
You will see the write-off marked as . This status will remain on the form and in the Write Offs list until you have added all items 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.
4
Select the Product
Product
Clicking on, or typing in, this field will bring up a list of your products to choose from.
For example, you want to write-off a number of Chocolate Unicorns. If you start to type "Unicorn" in this field, a list of matching products will show for you to select from.
Qty
This is the number of this item to be written off and will show after the next step.
5
Select Reason for the Write Off
After selecting the item, a form will appear showing the item details, stock numbers, and batch information.
Write Off Type
Select the reason why the product is being written off.
6
Select the Batch & Quantity
If you have multiple batches of the one item, you will see them listed.
Click the to add the number to be written-off from the applicable batch or batches.
If the quantity is large, you can click the 0, enter the number manually, and then click the tick to apply it.
If you have multiple batches of the same item, check that the batch number matches the item you are writing-off.
Click to add the item to your Write Off list.
Batch #: If any of the batch details shown are incorrect, click the to the right of the batch #. The Edit Batch Details form will show where you can edit any details necessary. Click to apply these changes.
7
Repeat for Other Items
Repeat steps 4 - 6 for any other items you want to write-off.
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 6 "Pink Chocolate Unicorns" and broke them, so selected Damaged/Faulty as the reason for being written-off.
A person stole 7 of "Blue Chocolate Unicorns", so selected Theft as the reason.
Found 10 "White Chocolate Unicorns" that had gone past their best before date, so selected Expired as the reason.
If you need to remove an item from your Add Write-Off list (for example, if the wrong product was added), click the three dots next to the product and select Remove Item. You will be asked to confirm.
8
Finalise 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 and the items will be removed from your inventory.
As an alternative to the button, you can click on the 3 dots in the top right and select Finalise Write Off.
Removing a Write Off
Before finalising, you can remove a write-off by clicking the 3 dots in the top right corner and selecting Remove Write Off. You will be asked to confirm.
This menu is only available while the write-off is in the stage. If you select a write-off from the list that is still in this stage, the form will say Edit Write Off but the menu will still be accessible.
Filtering the Write Off List
On the Write Offs page, the 3 lines next to the 3 dots in the top right let you filter the Write Offs list, while the magnifying glass allows you to search for specific write-off number.
Clicking the 3 lines opens the Filter Write-offs form, giving you access to all available filtering options.
Write-off Status
Select one or more statuses to filter the list by.
Warehouse
Select the location(s) you would like to filter by.
Date Range
Clicking the field will open a calendar, allowing you to select a date range for filtering.
Click to set the range.
Click to view the list based on your selected criteria.
- The write-off is in progress but not yet completed.
- The write-off has been completed, and the inventory numbers updated.
- The write-off has been cancelled prior to completion.
. This status will remain on the form and in the Write Offs list until you have added all items to be written off and finalised the write-off.
to add the number to be written-off from the applicable batch or batches.
to add the item to your Write Off list.
to the right of the batch #. The Edit Batch Details form will show where you can edit any details necessary. Click 
to apply these changes. 
. You will be asked to confirm.
and the items will be removed from your inventory. 
button, you can click on the 3 dots in the top right and select Finalise Write Off.
stage. If you select a write-off from the list that is still in this stage, the form will say Edit Write Off but the menu will still be accessible.
to set the range.
to view the list based on your selected criteria.