Problem: During inventory write-off,
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the system does not allow the document to be posted.
Use this checklist to investigate issues when an Inventory Write-Off document cannot be posted or when inventory quantities in the document do not match the expected available inventory.
The checklist helps identify possible causes related to inventory balances, inventory dimensions, system settings, inventory registers, document processing, and warehouse processes.
Follow the steps below to identify the source of the discrepancy and apply the appropriate correction.
- Check Stock Balance (by Warehouse) report
Run the Stock Balance (by Warehouse) report for the same date, company, and warehouse as the Inventory Write-Off document.
Review the item balance in the report and verify:
- whether the item has a quantity balance;
- whether the balance is recorded for the correct warehouse;
- whether the balance is available under the required inventory dimensions.
If the source of the discrepancy is not identified, continue with the following checks.
2. Check inventory dimensions
Verify that the item balance is recorded under the same inventory dimensions as the Inventory Write-Off document.
Check the following dimensions:
- warehouse;
- entity;
- item characteristic;
- batch;
- serial number;
3. Check Control Balances setting
Verify that Control Balances is enabled.
When Control Balances is enabled, the system prevents posting documents if there is insufficient inventory balance.
If Control Balances is disabled, documents can be posted even when sufficient inventory quantity is not available. This may lead to inventory discrepancies that can affect further operations, including Inventory Write-Off.
If the item balance exists under different dimensions, it may not be available for the current Inventory Write-Off operation or may be incorrectly included when using Fill by balance.
Correct the document dimensions or inventory movements and run Fill by balance again.
4. Check Separate Inventory and Financial Documents setting
Verify whether the Separate Inventory and Financial Documents option is enabled.
If the option is disabled:
Inventory Write-Off updates both financial and warehouse inventory registers. When the document is posted, the warehouse quantity is reduced.
If the option is enabled:
Financial inventory movements and warehouse inventory movements are processed separately.
Inventory Write-Off updates financial registers but does not reduce warehouse stock.
For sales transactions, verify that the required warehouse document (Material Dispatch Note) was created and posted.
If the Material Dispatch Note is missing, the warehouse inventory register is not updated. As a result, the item may still appear in the warehouse balance and may be included in Inventory Write-Off when using Fill by balance.
Create and post the required Material Dispatch Note to update the warehouse stock.
5. Check financial inventory availability
If the warehouse report shows available quantity, but Inventory Write-Off cannot be completed due to insufficient inventory availability, check the financial inventory register.
The Stock Balance (by Warehouse) report shows warehouse quantities based on the Inventory on hand accumulation register (warehouse quantity register).
However, Inventory Write-Off checks inventory availability based on the Inventory and expenses accumulation register (financial inventory register).
A discrepancy may occur when:
- warehouse quantity exists, but financial inventory availability is missing;
- documents affect only one of the registers;
- documents were posted in an incorrect sequence;
- documents were not reposted after corrections.
Common documents that may cause register discrepancies:
- Invoice Received;
- Inventory Transfer;
- Inventory Write-Off.
How to investigate
- Open Stock Balance (by Warehouse) and review item movements in the Inventory on hand accumulation register.
- Open Statement of Inventory (by Warehouse) and review item movements in the Inventory and expenses accumulation register.
- Compare:
- document postings;
- posting sequence;
- document status.
Identify the document that caused the difference between warehouse and financial inventory data.
6. Check Goods in Transit
Review the Goods in Transit section in the Stock Balance (by Warehouse) report.
If the item quantity is shown in this section, verify whether the related inventory transfer or dispatch processes have been completed.
Check whether:
- required warehouse documents exist;
- transfer or dispatch documents are posted correctly;
- inventory movements are completed.
Incomplete inventory processes may cause quantities to remain in Goods in Transit instead of being reflected as available warehouse stock.
In some cases, if an Inventory Write-Off was posted but the corresponding warehouse document (Material Dispatch Note) was not created, the quantity may remain in the Quantity to Disposal section.
After the required warehouse document is created and posted, the outstanding quantity should be cleared.
Summary
- Stock Balance (by Warehouse) shows warehouse inventory quantities.
- Inventory Write-Off uses inventory availability from financial inventory registers.
- Differences between warehouse and financial registers may cause unexpected results during write-off operations.
Check inventory dimensions, settings, document processing, inventory registers, and other possible causes to identify the source of the discrepancyWhen creating an Inventory Write-Off and using the Fill by balance option, items may appear in the document even though they are not physically available in stock.
For example, a company purchased 5 units of an item, and later all 5 units were fully sold. As a result, the actual stock balance of this item is zero.
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And if Material Dispatch Note will be correctly generated, report will not show any outstanding balances:
Summary
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Discrepancies occur due to differences between registers and document postings.
ВТОРОЙ ВАРИАНТ
When stock quantities in documents or reports do not match expected values, check the following possible causes:
System configuration issues
- Control Balances is disabled
- Separate Inventory and Financial Documents option is enabled
- Settings were changed but documents were not reposted
Document posting issues
- Documents posted out of sequence
- Backdated postings
- Missing required reposting after corrections
- Incorrect warehouse selected in documents
- Missing inventory documents (receipt, transfer)
Stock vs finansial mismatch
- Financial stock exists, but warehouse stock is zero
- Cost exists without quantity
- Quantity exists without cost
- Registers are not synchronized between inventory and financial layers
Warehouse and analytics mismatch
- Items posted to a different warehouse
- Incorrect organization / department / dimension used
- Wrong item characteristic or batch
- Reservation still active while physical stock is missing
Process and operational issues
- Unfinished goods-in-transit process
- Missing warehouse dispatch/receipt documents
- Sales processed from incorrect warehouse
- Inventory transfer not completed
Accounting issues
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