Warehouse inventory write-off

Developer of technical documentation, author of video tutorials, host of Torgsoft Podcast

Write-off is a warehouse operation used to remove items from inventory without processing a sale. This operation instantly reduces the actual stock quantity at the selected accounting center and records expenses at cost.

Why is it needed

This operation is performed whenever an item physically leaves the warehouse or becomes unfit for sale, but no funds are received in the cash register as revenue.

Signs

Presence of expired goods.

Detection of physical damage, defects, or damaged packaging.

Use of goods for the store's own needs (household supplies, stationery).

Detection of discrepancies (shortages) between accounting data and actual availability.

Reasons

Natural spoilage or expiration of the shelf life.

Logistical errors (breakage, deformation during transport).

Withdrawal by the owner for personal use.

Accounting errors or theft (results of inventory checks).

Action Algorithm

Manual creation of a write-off document:

Go to the menu Document — Warehouse Write-off.

Click Add to create a new document.

In the From Warehouse field, select the accounting center.

In the Write-off (Receiver) field, be sure to select the expense counterparty (e.g., "Write-off," "Defects," "Own Needs," or create a custom counterparty to record the write-off without accruing debt) for correct analytics.

Click Save.

Adding items:

Scanning: Use a barcode scanner for quick addition.

Selection from Warehouse: Click the "Select item from warehouse" button to find items by name or SKU.

Automatically: When closing "Inventory Statements," write-off documents for the shortage amount are created by the program automatically.

Finalization:

Click the Calculate Cost button. This is critical for properly reflecting financial results (losses).

For paper confirmation, click Print and select "Write-off Act at Cost."

Verification of Results

Check "Warehouse Status": the quantity of written-off goods should decrease by the corresponding amount.

Go to Warehouse — Expense List: the document should appear with a "posted" status.

Check Report — Goods Write-off Report: the write-off amount should appear in the expense column for the relevant period.

Prevention

Regularly check expiration dates of goods.

Conduct spot checks (mini-inventories) of problematic product groups.

Clearly separate write-off categories (Defects vs. Own Needs) for accurate financial analysis.

Conclusions

Use "Write-off" if you need to ship items from the warehouse that will not generate revenue. Always click "Calculate Cost" so that losses from the write-off are taken into account when calculating profit.

Програма обліку товару для інтернет-магазинів, крамниць, торгових точок, складів та виробництва

Thank you for your feedback! It will be published after being reviewed by a moderator.

Last name and first name
Phone number
Other contact information
Database type
Do you need a call and consultation from a company employee? Yes No Choose one of the options
I agree with Torgsoft's Privacy Policy. Please review Torgsoft's Privacy Policy. If you agree, please confirm below.

Last name and first name

Phone number

Other contact information

Database type

Do you need a call and consultation from a company employee?

Yes

Choose one of the options

I agree with Torgsoft's Privacy Policy.

Please review Torgsoft's Privacy Policy. If you agree, please confirm below.