Write-off of goods from the warehouse

Writing off goods in the Torgsoft program is a warehouse operation that removes goods from inventory, reducing stock on hand without generating direct revenue (unlike a sale).

Below is a detailed guide to the conditions and the write-off process, based on the provided sources.

Conditions under which goods write-off is allowed

According to the documentation, goods write-off in Torgsoft is usually carried out in the following cases:

1. Expiration date. The goods can no longer be sold to the customer.

2. Damage or spoilage (Defect). The goods have become unusable, were broken, or have lost their saleable condition and are not subject to sale or return to the supplier.

3. Owner’s own needs. The store owner takes the goods for personal use or business needs (for example, cleaning products for the store, stationery, etc.).

4. Shortage during inventory count. If, during stocktaking, an actual shortage is identified compared to the accounting data, the program automatically creates a write-off document for the difference.

5. Production needs. Write-off of materials that were used to manufacture finished products (if the production module is used).

How to write off goods in Torgsoft: step-by-step instructions

For manual write-off, use the mode «Write-off of goods from the warehouse».

Step 1: Create the document

1. Go to the main menu item Document — Write-off of goods from the warehouse.

2. Click Add (or «New write-off»). The «Write-off document» window will open.

3. Fill in the required fields:

•    Date and Number (filled in automatically; you can change them).

•    From warehouse: select the accounting center from which the goods are written off.

•    Write-off (recipient): select from the list the expense item or counterparty to which the goods are written off (for example, «Write-off», «Defect», «Owner’s own needs»). This is important for further expense analytics.

4. Click Save.

Step 2: Add goods 

After creating the document header, you can add goods in one of the following ways:

• Scanning. Scan the product barcode. The product will be added with a quantity of 1 unit (to change the quantity, scan again or edit the row).

• Select from warehouse. Click the Select goods from warehouse button (or «Select from warehouse by product types»). The «Warehouse status» form will open, where you can find a product by name or SKU and add it to the document by clicking «Select».

Step 3: Cost calculation 

After adding all goods, it is recommended to click Cost calculation on the toolbar. This is necessary so that the goods are written off at the correct accounting cost, which affects the correctness of the store profit calculation (write-off is done at cost, not at the retail price).

Step 4: Print the report 

If needed, you can print the document by clicking Print. The program will offer two types of write-off reports:

• Write-off report at cost.

• Write-off report at retail prices.

Alternative write-off methods

1. Via inventory count. If you conduct stocktaking via Document — Inventory sheet, then after completing the count and clicking Close sheet, the program will automatically create a write-off document for all goods that are missing.

2. Defect write-off (separate mode). To write off defective goods for subsequent return to the supplier or disposal, there is a separate menu Document — Defect return. This allows you to keep separate records of low-quality goods.

3. Via the mobile app. If you have the Torgsoft mobile app connected, you can process a write-off from a smartphone via the Write-off menu item. The procedure is similar: a document is created, a counterparty/expense item is selected, and the goods are scanned.

Where to view the write-off history?

• All created write-off documents can be viewed and edited (if the period is not closed) in Warehouse — Expense list (filter by document type «Write-off»).

• A special report is available for analytics: Report — Goods write-off report. It allows you to see what was written off, when, and for what amount.