Warehouse inventory write-off

Write-off is a warehouse operation for removing goods from accounting records without processing a sale. The operation instantly reduces the actual stock quantity at the selected accounting center and records expenses at cost.

When a write-off needs to be processed

The operation is carried out whenever goods physically leave the warehouse or become unfit for sale, but no money for them is received in the cash register as takings.

In which cases a write-off is processed

• Goods have reached their expiration date.

• Physical damage, defects, or damaged packaging are detected.

• Goods are used for the store’s own needs (household supplies, stationery).

• Discrepancies (shortages) between accounting data and actual stock are detected.

Why goods are written off from the warehouse

• Natural spoilage or the end of the sales period.

• Logistics errors (breakage, deformation during transportation).

• Withdrawal by the owner for personal use.

• Accounting errors or theft (inventory results).

How to process a goods write-off

Manual creation of a write-off document

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

2. Click Add to create a new document.

3. In the From warehouse field, select the accounting center.

4. In the Write-off (recipient) field, be sure to select an expense counterparty (for example, "Write-off", "Defect", "Own needs", or you can create your own counterparty to which the write-off is assigned, but no debt is accrued) for correct analytics.

5. Click Save.

Adding items

• Scanning. Use a barcode scanner for quick adding.

• Select from warehouse. Click the "Select goods from warehouse" button to find items by name or article number.

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

Finalization

1. Click the Cost calculation button. This is critical for correctly reflecting the financial result (losses).
2. To receive paper confirmation, click Print and select "Write-off act at cost".

How to check that the write-off was processed correctly

1. Check the "Warehouse status": the quantity of the written-off goods must decrease by the corresponding amount.
2. Go to Warehouse — Expense list: the document must be displayed with the posted status.
3. Check Report — Goods write-off report: the write-off amount must appear in the expense column for the corresponding period.

How to avoid mistakes during write-off

• Regularly check product expiration dates
• Carry out selective checks (mini-inventories) of problematic product groups.
• Clearly separate write-off categories (Defect vs Own needs) for accurate financial analysis.