Writing Off Stock (Scanner)

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.

For instructions on using the manual method for performing write-offs, see the Writing Off Stock document.

In this document we will guide you through the scanner method, including:

• Adding a Write Off

• Viewing and Editing Write Off Items

• Viewing the Write Offs List on the Scanner

• Filtering the Write Offs List

Adding a Write Off

1

Select Write Off

Open Supply'd on the scanner. Select Write Off from the Scanner menu.

The Start Write Off screen will show.

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2

Select the Location

Choose the warehouse/location of the item you want to write off from the drop-down menu.

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3

Click Start

Click .

The Scanner - Write Off Stock screen will open, flashing red to indicate it is ready to scan.

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4

Select Item

You can either scan the barcode on the item or you can search for the item manually. Scanning is the quickest and easiest method.

Scanning

To scan the item, point the scanner at the barcode on the item and press either of the scanner buttons on the sides.

Manual Search

Searching manually is useful if the item doesn't scan, doesn't have a barcode or the barcode is damaged. To search manually, in the Search Products field, start to type the name of the item and a list of matching products will show for you to select from.

Once the item is scanned or selected, a form will show detailing the item, the stock on hand, the stock available and the batch details.

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5

Select the Write off Type

From the drop-down, select the reason for the product being written-off.

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6

Add the Amount

If multiple batch numbers exist for the same item, select the batch number that matches the item you are writing off.

Matching the correct batch is important for traceability and accurate records. It ensures you know exactly which stock was written off, helps maintain compliance, and avoids confusion in future reporting or audits.

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.

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 to apply these changes and add to the items to be written-off .

Click the "X" in the top right corner to close and add to the Add Write Off list.

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7

Repeat for Any Other Items

Repeat the process for any additional products that need to be written-off. You can write-off a single item or multiple items, depending on your needs.

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8

Finalise the Write Off

Finalising the write-off will complete the write-off and adjust inventory numbers.

There are four places where you can Finalise the write-off:

1. (Finalise Write Off) button on the Write Off Stock screen.

1. By clicking the three dots in the top right of the Write Off Stock screen, then select Finalise Write Off from the menu.

1. button on the Edit Write Off screen.

1. From the 3 dot menu on the Edit Write Off screen.

If a write-off hasn't been finalised and you attempt to start a new one, you will be prompted to resume the incomplete write off.

Viewing and Editing Write Off Items

To view the items you have added to be written-off, click the 3 dots on the top right corner. A menu will appear.

View Items

Will open the Edit Write Off page.

In this screen you can adjust quantities, finalise the write off, or add additional items to the write-off.

Finalise Write Off

An alternative to the button.

Remove

Will remove the item from the write-off. You will be asked to confirm.

Edit Write Off Additional Options

Clicking the 3 dots on the top right of the Edit Write Off page, 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.

Viewing the Write Offs List on the Scanner

To view a list of write offs on the scanner, click the 3 lines on the top left to take you to the Supply'd main menu.

Select Inventory, then the Write Offs tab.

Write-offs are labeled with colour-coded tags - either , or - for easy identification.

Clicking on a write-off will bring up all the details, including the item, batch, reason, the number and the dollar value.

Adding a Write Off

On this screen, if the write-off is in the Picking stage, it is also possible to add an item to the write-off.

Click Add + and the Add Write Off form will appear. Proceed as per the guide above.

Filtering the Write Offs List

You can also filter the Write-Offs list. To do this, click on the three lines icon under the heading and apply your preferred filters.

These options will appear for you to select from.

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. Click to set the dates.

Click to display the filtered list.