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Write-offs

Write-offs in the system are used to adjust the stock level so that it matches reality. When you post write-offs, selected ingredients are deducted from stock cards, but no sale or revenue is created – it is purely a stock operation.

You will use write-offs especially in these situations:

  • Spoiled or expired ingredients – for example meat after its expiry date, sour milk, wilted vegetables.
  • Errors and accidents – broken bottles, spilled drinks, dropped food, etc.
  • Internal consumption – breakfast buffet for hotel guests, staff meals, team coffee break, etc.
  • Balancing differences before stocktaking – aligning the stock to the real state if minor discrepancies have appeared.

The goal is that the stock level in the system matches what you physically have in stock, but without artificially increasing your revenue.

English subtitles are available in the video.

Creating a write-off

You can find write-offs in the web administration under Stock → Write-offs. At the top, choose the warehouse you want to work with (e.g. central warehouse, bar, kitchen) and in the table you will see a list of all write-offs including the date and time, author, value of the write-off and number of items written off.

You can create a new write-off in three steps:

  1. Click + New write-off – a new write-off form will open.
  2. Select the warehouse, date and time (Now or In the past – up to 45 days back) and, if needed, fill in the category and note.
  3. In the Stock cards section, add ingredients or semi-finished products, enter the quantity and confirm with the Create button – the ingredients will be deducted from the warehouse at the selected time and the write-off will appear in the overview.

Exporting write-offs

You can start the export to .csv in the top right corner of the overview via the three-dot menu – after clicking, scroll all the way down and select Export to .csv.

The .csv export is useful for example:

  • for a detailed analysis of write-offs in Excel (e.g. by categories, users or time periods),
  • when moving stock between two company IDs (IČO) or sites – you use the export from one company as a basis for stocking in the other,

Practical tips

  • If you regularly write off the same ingredients (for example every day for the breakfast buffet or for daily production):

    1. first create a standard write-off with all items,
    2. in the write-offs overview, click the repeat / copy write-off icon next to it,
    3. edit the opened write-off – change the date, quantities or add more stock cards as needed,
    4. and save it again.

    This way you save time and at the same time you have consistently the same items for every repeated write-off.

  • To keep the stock level accurate, we recommend posting write-offs on an ongoing basis (for example once a week), always doing them before stocktaking and, if you forgot a write-off, adding the record retrospectively – it can be created up to 45 days back with the correct date and time set, and the warehouse will then be recalculated automatically.
  • When analysing costs, keep an eye on write-off categories – you will quickly see where losses most often arise (spoiled ingredients, accidents, internal consumption).

  • If you need to write off a whole product / dish, not just individual ingredients, we recommend using the Issued – unpaid function on the till instead of a manual write-off in stock. The function is ideal for example in these situations:

    • staff meals (a full lunch),
    • catering where a set menu is served,
    • tastings for guests or partners.

    You can find a detailed guide in the article Issued – unpaid function.