# Write off damaged, expired or lost stock

> Record a stock adjustment in SmartPOS Hub to remove damaged, expired, stolen or used-up stock from a location, note the reason and any money recovered.

Source: https://docs.smartposhub.com/inventory/stock-adjustments/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

A **stock adjustment** removes stock that you no longer have and did not sell: broken bottles, expired medicine, damaged boxes, theft, or ingredients used in the kitchen. Recording it keeps your stock figures honest and shows the loss in your reports. This page is for store managers and owners.

## Before you start

- Your role needs **Add stock adjustment** (group **Stock Adjustment** in **User Management › Roles**).
- Know the location the stock is at. Each adjustment belongs to one location.

## Record an adjustment

1. Open **Stock Adjustment › Add Stock Adjustment**.
2. Under **Adjustment details**, choose the **Business Location**. Leave **Reference No** empty for an automatic number and check the **Date**.
3. Choose the **Adjustment type**: **Normal** (leakage, damage, expiry) or **Abnormal** (fire, accident, theft).
4. Under **Products**, search for each product in **Search products for stock adjustment**. The line shows the **Current stock** at that location.
5. Enter the **Quantity** lost. If lots or expiry are switched on, pick the batch in **Lot & Expiry**. The **Unit Price** is filled with the cost and can be changed.
6. Under **Recovery & reason**, enter any **Total amount recovered** (insurance, scrap sale) and write the **Reason**.
7. Click **Save**. The quantity is taken off the location's stock at once.

![Add Stock Adjustment form with location, Normal adjustment type, one product line and the reason Damaged in storage](https://docs.smartposhub.com/_astro/add-stock-adjustment-form.6CE6xctV.png) (web app page: `/stock-adjustments/create`)
*A Normal adjustment for one damaged item, with the reason written for later checks.*

## Review adjustments

**Stock Adjustment › List Stock Adjustments** lists every adjustment with its location, type, total amount and amount recovered. **View** shows the products, the reason and who added it.

![List of stock adjustments with dates, reference numbers, locations, adjustment type and totals](https://docs.smartposhub.com/_astro/stock-adjustments-list.D4Gm3iGW.png) (web app page: `/stock-adjustments`)
*Stock Adjustment › List Stock Adjustments.*

![Stock adjustment details with location, Normal type, product line, reason and total amount](https://docs.smartposhub.com/_astro/stock-adjustment-view-modal.jIkd325d.png) (web app page: `/stock-adjustments`)
*The adjustment view keeps the reason and an activity line showing who added it.*

For totals over a period, open **Reports › Stock Adjustment Report** (see [Stock reports](https://docs.smartposhub.com/reports/stock-reports/)).

## Found extra stock?

A stock adjustment only removes stock. If a count shows **more** than the system expects:

- Add it with [opening stock](https://docs.smartposhub.com/catalog/opening-stock/) or a [purchase](https://docs.smartposhub.com/inventory/purchases/), or
- Run a [stock count](https://docs.smartposhub.com/inventory/stock-counts/) in the SmartPOS Business app: extra items are added as found stock automatically.

## On the phone

In the **SmartPOS Business** app, the **Stock** screen has **Write off** next to **Count stock**, **Transfer** and **Order more**, plus low-stock and out-of-stock lists.

![Stock home in the SmartPOS Business app with low stock and out of stock cards and Count stock, Write off, Transfer and Order more buttons](https://docs.smartposhub.com/_astro/stock-home.CrCdi7ki.png)
*Stock home in the SmartPOS Business app.*

## Tips and mistakes to avoid

- Always write a **Reason**. It is the only way to tell later whether a loss was damage, theft or a counting error.
- Don't use adjustments for returns to the supplier. Use a **Purchase Return** so the supplier balance goes down too.
- Restaurants: kitchen usage of ingredients is usually recorded by recipes or adjustments. Keep the reason consistent ("Kitchen usage") so reports group it.

## Related pages

  - [Stock counts](https://docs.smartposhub.com/inventory/stock-counts/)
  - [Expiry and batches](https://docs.smartposhub.com/inventory/expiry-and-batches/)
  - [Stock reports](https://docs.smartposhub.com/reports/stock-reports/)
  - [Stock transfers](https://docs.smartposhub.com/inventory/stock-transfers/)

## Frequently asked questions

### Does a stock adjustment add or remove stock?

It removes stock. Use it for breakage, leakage, expiry, theft, samples or ingredients used up. To add stock you found, use opening stock, a purchase, or a stock count in the Business app.

### What is the difference between Normal and Abnormal?

Normal is for everyday losses such as leakage, damage or expiry. Abnormal is for unusual events such as fire, flood or an accident. Both reduce stock; the type helps you report them separately.

### What is Total amount recovered?

Money you got back for the loss, for example an insurance payout or selling scrap. It is recorded on the adjustment and reduces the net loss in your reports.

### Can I edit a stock adjustment?

There is no edit screen. If you made a mistake, delete the adjustment from the list (the stock comes back) and record it again.

### Where do I see all adjustments?

In Stock Adjustment › List Stock Adjustments, and in Reports › Stock Adjustment Report, which totals normal and abnormal losses and amounts recovered by location and date.

### Can I write off stock from my phone?

Yes. In the SmartPOS Business app, open Stock › Write off. A finished stock count in the app also creates a stock adjustment for missing items.