Stock Depreciation
Stock Depreciation removes inventory from a store when the quantity should no longer remain available for sale—for example damaged, unusable or otherwise written-off stock. IMS records the affected items at their current inventory cost, reduces the store balance, keeps a transaction log, and supports financial posting of the resulting inventory write-off.
Select the store
Select the required Branch/Store. IMS loads the Stock Depreciation vouchers belonging to that location and uses the store's current inventory balance, financial account, cost center and accounting branch when processing the voucher.
The first/previous/next/last controls let you browse the location's existing depreciation vouchers, and the Voucher No. field can be used to jump directly to a known voucher number.
Create a new depreciation voucher
- Select the store where the stock is being written off.
- Click New.
- Confirm the transaction date and enter a useful explanation in Notes.
- Add the affected items by scanning/entering them, or use Import for a prepared item list.
- Review each Item Code, quantity, unit, Item Cost and Total Cost.
- Review the overall Total Qty and Total Cost.
- Click Save.
A voucher must contain at least one item. IMS also checks that transactions are currently enabled for the selected store before saving.
Add items by scanning
Enter the required quantity, then scan or type an Item Code, the item's main Barcode, or an alternate barcode. IMS resolves the scan to an inventory item in the selected store and loads its Description, Style, Color, Size, Unit and current inventory Cost.
The line Total Cost is calculated as Qty × Item Cost. Adding more lines updates the voucher Total Qty and Total Cost automatically.
Item details
| Column | Meaning |
|---|---|
| Item Code | IMS inventory SKU being depreciated. |
| Description | English item description. |
| Style / Color / Size | Product variant information. |
| Qty | Number of pieces being removed from stock. |
| Item Cost | Current IMS inventory cost of the item. |
| Total Cost | Qty × Item Cost for the line. |
| Unit | Inventory unit associated with the item. |
| Barcode | Main barcode stored on the item master. |
Import items
Use Import when many items must be depreciated at once. The file is a tab-delimited text file with a header row followed by:
ItemCode Unit Qty 30225010001 1 2 30225010002 1 1
IMS validates that the Item Code exists, the Unit exists and the Qty has a valid whole-number format. The item's cost comes from IMS; the import file does not contain a cost column.
If validation fails, IMS creates an -ErrorLog.txt file beside the imported file showing the row number and validation message. Duplicate Item Code rows are rejected so each item should appear only once in the file.
What happens when the voucher is saved
Saving a new Stock Depreciation voucher immediately reduces the selected store's on-hand quantity by the quantities on the voucher. IMS records the cost used for each line and stores the voucher Total Qty and Total Cost.
The affected items are also queued for the normal IMS online-item update process, allowing connected online inventory processes to react to the stock change.
Edit an unposted voucher
An authorized user can edit an existing voucher while it has not been financially posted. During the update, IMS restores the effect of the previous item quantities, saves the revised header/items, and applies the new depreciation quantities back to the store balance.
This means editing a voucher changes the live inventory balance to match the revised voucher. A financially posted voucher must be unposted before it can be modified.
Void a voucher
An unposted depreciation voucher can be voided after confirmation. IMS restores the depreciated quantities to the store balance, removes the voucher item lines and sets the voucher Total Qty and Total Cost to zero.
The original quantity/cost information is retained in the voucher notes together with the previous note, and the Void action is written to the transaction log.
Financial Posting — current Al-Shamel deployment
Users with Financial Posting permission can post an unposted Stock Depreciation voucher to the current Al-Shamel financial system. IMS requires the store's financial setup and the configured Depreciation Account before posting.
The generated journal uses the voucher's Total Cost:
| Journal side | Account | Meaning |
|---|---|---|
| Debit | Depreciation Account | Recognizes the inventory write-off/depreciation expense. |
| Credit | Store / Inventory Account | Reduces the financial inventory value of the store. |
Both lines use the store's configured accounting branch and cost center. After a successful post, IMS stores the Journal No., posting user and posting date/time on the voucher and records the action in the transaction log.
Unpost the financial journal
After a voucher has been posted through IMS, the action changes to UnPost. With confirmation, IMS removes the corresponding journal from Al-Shamel, clears the posting information from the Stock Depreciation voucher and records the unpost action in the log.
A voucher marked as manually posted is displayed as such and is not offered for normal IMS posting from this screen.
Transaction log
The Log panel shows the date/time, IMS user and action recorded against the selected voucher. Typical entries include creating, editing, voiding, financial posting and unposting.
Permissions
New, Edit and Void are controlled by the Stock Depreciation management permission. Financial posting is controlled separately by the Financial Posting permission.