In this section, you add inventory you have to write off and provide inventory and accounting details required for the write-off process.
Items to be written off are added as line items.
Line item is a line structure that contains an item and item details. Line item is comprised of a number of fields, such as a good, unit, quantity of write-off and so on.
To add a new line item, click the +Add new button above the table used for listing added line items.
If you add a line item, you have to fill in all required fields of this line item to be able to save the document. If you fail to fill in all required fields, you can also delete the line item to be able to save the document.
Line item fields
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Field
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Used for
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Good
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Select a good stored in the specified warehouse to be written off.
- It is a required field. If you do not select a good to be written off, you will not be able to save the document.
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Unit
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A unit of measurement, whether it is a piece, a kilogram or a liter, etc.
- A base unit of measurement specified for the item is provided automatically.
- If several units of measurement are defined for the item forming the item's set of measurement units, you can select a unit from the set that is most suitable in a particular case. However, this unit will be used only for displaying quantities in the document, all inventory and accounting transactions will use the base unit of measurement into which the selected alternative unit will be converted according to the specified conversion ratio.
- It is a required field. If you delete the unit and do not select an alternative one from the set, you will not be able to save the document.
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Warehouse section
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A warehouse section in the specified warehouse from each the item is to be withdrawn.
- It is an autocompleted field. The warehouse section set as a default warehouse section of the selected warehouse is suggested in this field. Still, you can select an alternative warehouse section instead of the default one if necessary.
- It is a required field. If you delete this autocompleted section and do not select an alternative one, you will not be able to save the document.
- The field is unavailable if the creation of warehouse sections for warehouses is not allowed in the system.
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In stock
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The quantity of the item stored in the warehouse or the warehouse section, if selected, as of the document date.
In stock balance is provided automatically for informational purposes only.
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Quantity
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Specify the quantity of the item to be written off. The quantity is defined for the selected unit of measurement.
If an alternative unit of measurement has been selected, the indicated quantity will be recalculated for the base unit of measurement based on specified conversion ratio for all ensuing accounting and inventory transactions.
- Quantity can exceed the in stock balance (even if the in stock balance equals zero) if negative balances are allowed in your company’s inventory settings. Otherwise, the action will be forbidden and you will receive an error message while trying to post the document.
- You can also write off reserved items if you enable the sale of reserved items. Otherwise, the action will be forbidden and you will receive an error message while trying to post the document.
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Advanced line item fields
Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items.
On enabling the extended mode, the following fields appear:
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Field
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Used for
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Inventory account
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An inventory account in which the item was originally recorded. The inventory account is credited with the cost of the item to be written off that is calculated according to a default inventory valuation method selected in My company settings.
- It is an autocompleted field. The inventory account is retrieved from the respective item record created in the Item directory where default accounts for the item were specified under the Accounting tab. Still, you can select an alternative inventory account instead of the default one if necessary.
- It is a required field. If you delete this autocompleted account and do not select an alternative account of the same type, you will not be able to save the document.
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Expense account
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An account to be debited the inventory write-off expenses.
- It is an autocompleted field. The expense account is retrieved from the respective item record created in the Item directory where default accounts for the item were specified under the Accounting tab. Still, you can select an alternative expense or COGS account instead of the default one if necessary.
- It is a required field. If you delete this autocompleted account and do not select an alternative account of the same type, you will not be able to save the document.
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If you want to turn off the extended mode, click the Less button.
Note: After turning off the extended mode, advanced item details will persist.