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.
The Write Offs Page
From the main menu, select Inventory and open the Write-Offs tab to see a list of all write-offs you may have added.
The Write-Offs page is where you record and manage any stock that has been removed from inventory because it can no longer be sold or used. This could include expired goods, damaged items, discontinued stock, theft or incorrect stock.
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 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.
Write Off Details
Clicking on a write-off displays all 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
Select Warehouse
In the Warehouse field, use the drop-down menu to 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 notice that the form will say 
. This will remain on the form and the Write Offs 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.
Select the Product & Quantity
Product
A product to be allocated on this write-off. Typing in the field will bring up a list of your products to select from.
For example, you want to write-off a couple of Pink Chocolate Unicorns. If you start to type "Pink" 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.
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 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.
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.
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.
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 
. Once completed, the written-off items will be deducted from your inventory totals.
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 selecting a write off from the Write Offs list and it is still in the Picking stage, the form will say Edit Write Off but will still have this menu.
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, allowing you to select the criteria you want to use to filter the list:
Write-off Status
From the drop-down menu, select one or more statuses to filter the list by.
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 range for filtering.
Click 
to set the dates.
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