Writing Off Stock (Scanner)

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, manually through the app or using Supply'd Intelligence Smart Write-Off.

👉 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 & Editing Write Off Items

• Smart Write-Off

• Viewing the Write Offs List on the Scanner

• Filtering the Write Offs List

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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.

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Viewing & 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.

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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.

Smart Write-Off can be performed either on the app or through the main menu on the scanner.

1

Go to the Inventory Page

Click the 3 lines on the top left to take you to the Supply'd main menu.

Select Inventory, then the Write Offs tab which will display a list of any write offs that have, or are being performed.

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2

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.

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3

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.

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4

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.

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5

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.

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6

Finalise the Write-Off

Once any required adjustments have been made, click . You will be asked to confirm.

As an alternative to the button, you can click on the 3 dots in the top right and select Finalise Write Off.

All items on the list will be written off, and the write-off will appear in the Write-Offs list, marked as .

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.

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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.

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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 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 or date range for filtering. Click to set the dates.

Click to apply your selections and filter the Write-offs list.