There are a few different ways to handle stock write offs or process items provided free of charge or as donations. Each approach depends on whether the item is quantity based and whether reporting visibility is needed.
Option 1 – Manually Decrease Quantity
- For quantity form type items, you may manually reduce the quantity on hand via stock adjustment on the item details page.
- This is a quick method, but it does not retain reporting visibility of the write-off other than a reference the quality was decreased.
- Go to Stock > Find Stock > View Item > Edit and reduce the quantity of the item.
Option 2 – Process Through a Sale with a 'Write Off'
- Use this method if you would prefer the write off to be trackable in reporting. This can be used for both quantity and non quantity form types.
- Go to Sales and create a new sale.
- Add the item being written off to the sale for $0.00.
- Add a non-stock template item (e.g., labelled "Write Off") to the sale with a nominal price (e.g., $0.01).
You can create this via:
Utilities > Lists > Non Stock Template - Apply a non-applicable payment method (e.g., also named "Write Off") for the same amount as the non-stock item.
You can create this via:
Utilities > Lists > Sales Payment Types
Note: A sale must always have a payment applied to finalise and post the sale. If no payment is applied, the sale will remain on deposit.
Note: The non stock template can also be used for Donation and Free Items situations by creating an additional template named accordingly.
Option 3 – Move to a 'Write Off' Location (Non-Quantity Items Only)
- If the item is a non quantity stock form type, you can allocate it to a separate, non-active location.
- Go to Utilities > Lists > Locations.
- Create a new location (e.g., Write Off) and ensure that it is not marked as in stock.
- Assign the stock item to this location via Stock > Find Stock > View Item > Edit.
