Set Up Write-Off Reasons (1205 onwards)

Created by Migration Bot, Modified on Fri, 23 Oct at 11:24 AM by Migration Bot

Originally written by John Hardwick, last updated Jan 30, 2026, on the Swan Retail knowledge base (FRS).

This program holds a list of reasons why products are to be removed from stock.

A write-off occurs when an item is lost, stolen or donated to charity or similar.

Menu Location: System Admin > Warehouse > Set Up Write-Off Reasons

Click the NEW button or New on the side panel to generate a new record.
Click the icon to amend an existing record.
Once in amend / insert more, click the to save changes or to abort the action.
Click the CLOSE button, or Back option on the side panel to leave the page (or select another option from the menu)

Item	Description
Reason	Specify a reason for the write-off. Why is the stock item being removed from the stock holding
Nominal Code	Optionally specify a nominal account / GL posting code where the current cost value of the stock being written off is to be recorded. If not set, SwanFRS uses the default write-off account held in the application parameter settings. Effectively, the cost of the stock item being written-off is transferred from the stock on hand cost account to the written-off cost account.
Active	Tick to enable operators to use this write-off reason when removing stock from the stock holding. Untick to stop this reason code from being used within the warehouse stock management system.
Container Processing Default	When using the container processing functionality, any expected item which is not on the container can be written-off at the point of opening the container. It is recommended that a container processing default write-off reason is marked as ‘in-active’ to stop the warehouse using the reason in error.
Stock Take	Tick to indicate the stock write-off is a result of a stock take, This is currently only used with sending data to the CSF accounts system