FooodPosWiki

Write a kept item off

A manager ends a guest's claim to a kept item on the POS. The whole keep or part of it, back to the store room or out as broken / spoiled, always with a reason. For a keep nobody comes back for, a bottle that broke, or a guest who gives it up. Nothing prints; the cloud records it. It needs the internet. On the Windows and the Android POS.

Who uses it:ManagerWhere:Windows POSAndroid POS
On this page

Some kept bottles never go back to their guest: the keep ran out and nobody came, a bottle broke behind the bar, or the guest gave it up. A manager writes it off. The guest's claim to what is written off ends, and the bottles come off the custody shelf: back to the store room, to be sold again, or out as broken or spoiled.

A write-off is not a collection, and no report counts it as one. Nothing is charged, nothing goes on a bill and nothing prints.

Before you start

  • It is a manager's. You need the right Write a kept item off, under Kept Items (Custody), in your POS access group. Without it there is no Write off button on the keep, and no PIN box either: a manager signs in to write a keep off. See POS access groups.
  • The POS must be online. A write-off goes to the cloud as you press it, with nothing queued behind it. Looking a keep up works offline; writing it off does not.
  • The bottles come off the shelf of the outlet that keeps them, and go back to that outlet's store room.

Open the keep

  1. Scan the guest's slip, or press 🍾 Kept items on the table screen and find the keep by name, phone or code. See Kept items.
  2. Tap the keep. A keep past its last day says so: This keep ran out on 29 Sep. A manager can still hand it back. In All kept, the keeps that ran out are listed first, in red.

The keep is drawn part by part in Hand a kept item back. Two of its parts make a write-off:

  • The stepper beside each bottle: how many to write off. It is the stepper Hand it back uses, and it starts at everything still kept, which is the whole keep. Lower it with −, or tap the number and type it. The pad says How many to hand back or write off, or How many to write off when the keep cannot be handed back here.
  • Write off: opens the write-off. Greyed out while nothing is chosen on the stepper.

Write it off

  1. Open the keep.
  2. Set how many with the stepper. Leave everything chosen to write off the whole keep. Lower a bottle's number to write off only part of it.
  3. Press Write off. On Windows a window opens over the keep. On Android the form opens inside the keep.
  4. Read the question: Write off 1 of 3 Tiger Pint? With several bottles chosen, Write off these? and a line each.
  5. Under Where do the bottles go?, choose Back to the store room or Broken / spoiled.
  6. Type why in Why is it being written off?
  7. Press Write it off. It says Writing off… while the cloud answers.
  8. A line over the keep says what was done, such as Written off as broken or spoiled. 1 came off the custody shelf. 2 still kept. The keep stays on screen as it now stands.

The write-off window, part by part

This is the Windows POS; the Android POS is below.

Writing off part of a keep (Windows): one bottle of three, broken.
  1. Write off K-M2P8QA: the window's title, with the keep's code.
  2. Rahman Ali · 3 still kept: the guest, and everything the keep still holds.
  3. Write off 1 of 3 Tiger Pint?: how many, said back from the stepper before anything else is asked. With several bottles: Write off these?, then a line each, such as 1 of 3 Tiger Pint.
  4. Where do the bottles go?: every write-off asks it.
  5. Back to the store room: chosen to start with. The bottles go back into the restaurant’s stock at this outlet. They are counted in stock again, at the item's average cost there, and can be sold again.
  6. Broken / spoiled: Written off as wastage. Nothing goes back into stock.
  7. Why is it being written off?: needed, up to 500 characters. While it is empty it shows a grey example, Not collected, or Bottle broke behind the bar for Broken / spoiled. The grey words are not a reason: type one. The reason goes with the write-off onto the stock card.
  8. What will happen: for part of a keep, 1 comes off the custody shelf as broken or spoiled. 2 stays kept for the customer. (or … and goes back to the store room. …). For the whole keep, What is still kept (3) comes off the custody shelf and goes back to the store room. The customer can no longer collect it. (or … as broken or spoiled. …).
  9. Keep it: closes the window. Nothing is written off.
  10. Write it off: writes it off. Greyed out until a reason is typed.

What a write-off does

  • Part of a keep: only what you chose comes off. The rest stays the guest's, with the same Collect by day, and the keep goes on. The line ends 2 still kept.
  • The whole keep: the keep ends. Its status says written off, the guest can no longer collect anything from it, and their slip opens a keep that says That keep has been written off.
  • Back to the store room: the bottles are the restaurant's stock again at the keep's outlet, at the item's average cost there. The line says Written off. 1 went back to the store room.
  • Broken / spoiled: a wastage. Nothing goes back into stock. The line says Written off as broken or spoiled. 1 came off the custody shelf.
  • Nothing prints, and nothing goes on a bill.
  • The cloud records it, with who did it, how many, where the bottles went and the reason:

If the answer does not come back

Press Write it off again. The POS sends the very same request, and the cloud answers it from the first one: the same bottles never come off twice, however often it is pressed for one write-off. Change the number, or write off again after it worked, and it is a new write-off.

A keep that ran out

Past its Collect by day a keep's status says expired, but the bottle is still behind the bar, and still on the custody shelf, until somebody says what happened to it.

On Android: the write-off form

The Android POS has the same steps, with these differences:

  • Write off is the first of the keep's buttons, beside Print the slip again, and the green hand-back button after them. It is greyed out while nothing is chosen, and on a keep with nothing left or already written off. On a phone held upright, it shares a row with Print the slip again, over the hand-back button.
  • The form opens inside the keep, under its bottles. Keep it and Write it off take the place of the keep's buttons.
  • Why is it being written off? has no grey example.
  • For the whole keep, the line under the buttons adds The customer's claim ends. This is how an expired keep is settled — it is not a collection, and no report counts it as one.
Writing off a keep that ran out (Android): the whole keep, back to the store room.
  1. The stepper: how many to write off, here the whole keep.
  2. Write off 1 of 1 Hennessy VSOP?: how many, said back, as on Windows.
  3. Why is it being written off?: the reason, typed. It is needed.
  4. Keep it: closes the form. Nothing is written off.
  5. Write it off: writes it off. Greyed out until a reason is typed.
  6. What will happen: for the whole keep, with The customer's claim ends. For part of a keep, the same line as on Windows: … stays kept for the customer.

What if…