# Writing Off Stock
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, manually through the app or using Supply'd Intelligence **Smart Write-Off**.
{% hint style="success" %}
For instructions on using the scanner for performing write-offs, see the **Scanner -** [Writing Off Stock (Scanner)](/scanner/writing-off-stock-scanner.md) document.
{% endhint %}
This document will guide you through the process of manually adding a write-off in the Supply’d app.
* [#the-write-offs-page](#the-write-offs-page "mention")
* [#adding-a-write-off](#adding-a-write-off "mention")
* [#smart-write-off](#smart-write-off "mention")
* [#filtering-the-write-off-list](#filtering-the-write-off-list "mention")
***
## The Write Offs Page
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.
{% hint style="success" %}
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.
{% endhint %}
***
### 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
{% stepper %}
{% step %}
#### Go to the Write Offs Page
Select **Inventory** from the main menu, then open the **Write Offs** tab.
***
{% endstep %}
{% step %}
#### Click Add +
Click **Add +** in the top right.
The **Add Write Off** form will open.
***
{% endstep %}
{% step %}
**Select Warehouse**
In the **Warehouse** field, select the location of the item(s) you want to write off.
{% hint style="success" %}
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.
{% endhint %}
{% hint style="info" %}
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.
{% endhint %}
After selecting the warehouse, additional fields will appear for you to add the items to write-off.
***
{% endstep %}
{% step %}
#### 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.
{% hint style="info" %}
**Qty**
This is the number of this item to be written off and will show after the next step.
{% endhint %}
***
{% endstep %}
{% step %}
#### 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.
***
{% endstep %}
{% 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.
{% hint style="success" %}
If the quantity is large, you can click the **0**, enter the number manually, and then click the tick to apply it.
{% endhint %}
{% hint style="warning" %}
If you have multiple batches of the same item, check that the batch number matches the item you are writing-off.
{% endhint %}
Click to add the item to your Write Off list.
{% hint style="success" %}
**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.
{% endhint %}
***
{% endstep %}
{% step %}
#### 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.
{% hint style="success" %}
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.
{% endhint %}
***
{% endstep %}
{% step %}
#### 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.
{% hint style="success" %}
As an alternative to the button, you can click on the 3 dots in the top right and select **Finalise Write Off**.
{% endhint %}
{% endstep %}
{% endstepper %}
***
### 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.
{% hint style="info" %}
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.
{% endhint %}
***
## Smart Write-Off
Streamline your end-of-day routines with **Smart Write-Off**. This feature automatically identifies all stock that is due to expire at the end of the day, allowing your team to quickly review, isolate, and discard affected items.
This is especially useful for businesses like bakeries, where unsold or overproduced items often need to be written off at the end of each day.
{% stepper %}
{% step %}
#### Go to the Write Offs Page
Select **Inventory** from the main menu, then open the **Write Offs** tab.
***
{% endstep %}
{% step %}
#### Select Smart Write-Off
Click on the 3 dots in the top right and select **Smart Write-Off**.
The **Smart Write-Off** form will open.
***
{% endstep %}
{% step %}
#### **Complete the Form**
**Method**
Select the method to use, either to write-off **Expired Batches** or **All Batches**.
* **Expired Batches:** Only write-off batches that have stock on hand and are due to expire.
* **All Batches:** Write-off all inventory, regardless of expiry.
**Location**
Select the location where the write-off will be applied.
***
{% endstep %}
{% step %}
#### Click Create
Click to generate a list of products to be written-off.
The **Edit Write-Off** form will open, and a **Write-Off Number** will be automatically assigned to the record.
***
{% endstep %}
{% step %}
#### Review the List
Review all items on the list. Quantities can be edited if needed, or click the 3 dots to the right of the item name to open a menu with the option to **Remove Item** from the write-off.
***
{% endstep %}
{% step %}
#### Finalise the Write-Off
Once any required adjustments have been made, click . You will be asked to confirm.
{% hint style="success" %}
As an alternative to the button, you can click on the 3 dots in the top right and select **Finalise Write Off**.
{% endhint %}
All items on the list will be written off, and the write-off will appear in the **Write-Offs** list, marked as .
{% hint style="info" %}
#### **Additional Options**
Prior to finalising the write-off, clicking the 3 dots in the top right will open a menu.\
\
**Finalise Write Off**
An alternative to the button, this option will finalise the write-off.
**Remove**
Will remove the write-off. You will be asked to confirm.
{% endhint %}
{% endstep %}
{% endstepper %}
***
## 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.
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