Understanding Parts Showing as a Write-Off in Accounts

A part has been credited out of stock, yet a corresponding entry appears in the Write-Off Account (*.10.40.7). This discrepancy raises the question of why a write-off has been recorded when the part was correctly credited out of stock and a supplier credit note exists.

Understanding Why This Happens

This situation occurs due to a stock adjustment being made on the part. If the stock level is manually adjusted to a lower quantity than what the system had recorded, the difference is automatically posted as a write-off in accounts.

How a Stock Adjustment Causes a Write-Off

A write-off occurs when a user manually adjusts stock levels in Stock Take, and the system recognises a reduction.

Process that led to the write-off:

1. Navigation: The user went to Parts > Stock Take.
2. Stock Check: They entered the part number and the actual quantity on hand (physical stock count).
3. Completion: Pressed Check and Complete, confirming the adjustment.

Since the new stock level entered was lower than the system's recorded level, the system automatically wrote off the difference, posting it to the Write-Off Account (*.10.40.7).

How to Prevent Unintended Write-Offs

To avoid unexpected entries in the write-off account:
✅ Verify stock levels before making a stock adjustment.
✅ Check recent transactions (credits, sales, returns) before adjusting stock.
✅ Ensure the credit note has correctly reduced stock before adjusting manually.
✅ Use stock reports to confirm what is expected versus what is physically present.

If an unexpected write-off has already been posted, review the Stock Adjustment History to confirm the adjustment source and ensure no duplicate actions were taken.