Stock
Stock write-offs
Take damaged, expired, stolen or sample stock off the books properly.
For: Owner, Manager
A write-off takes stock off the books for any reason other than a sale: it broke, it expired, it was stolen, or you gave it away as a sample. Recording it keeps your stock right without mixing losses into your sales figures. Owners and Managers can record write-offs.
Record a write-off
- Check the company switcher shows the right branch.
- Open Stock → Stock Write-offs and click + Add New.
- Fill in:
- Date: already set to today.
- Product: type to search, or scan its barcode.
- Reason: Damaged, Theft / Loss, Expired / Obsolete, Internal Use / Sample, or Other.
- Quantity.
- Reference (optional): for example an incident note, or the client who got a sample.
- Notes (optional).
- Click Save.
The quantity comes off the product's stock straight away. iTrade records who entered it.
Where write-offs show up
- Profit & Loss: under "Stock losses & gains", valued at each product's current unit cost. See Profit & Loss explained.
- End of Day report: listed in its own Stock Write-offs table.
- Stock Write-offs list: filter by date, or search by product or reference.
Write-off or stock take?
| Use a write-off when… | Use a stock take when… |
|---|---|
| You know what happened: the carton fell, the milk expired, a customer was caught stealing. | The shelf doesn't match iTrade and you don't know why. |
| You want the reason on record. | You are doing a regular count of a shelf, a category or the whole shop. |
Record known losses as write-offs as they happen. Don't wait for the next stock take to pick them up. That way your reports show why stock went missing, and the stock take only has to catch the unexplained differences. See Stock takes and reconciling.
Fixing a write-off
Use Edit or Delete on the Stock Write-offs list. Stock is recalculated at once, and the change is kept in the Audit Trail.
Keep damaged or expired items aside until the write-off is recorded, so they aren't counted or sold by mistake.
Write-offs that iTrade creates for you
A write-off with the reason Missing at stock take was not typed in by anyone. It was created when a stock take found less on the shelf than expected, and it is how that shortfall came off your stock. It names the stock take, and what was counted against what was expected.
These can't be edited or deleted - deleting one would put stock back that the count proved wasn't there. If it was wrong, do another stock take.