Window LIST OF SHRINKAGES AND DECREASES

General Description

The window List of Shrinkages and Decreases is the module where all records of losses, deterioration, damage, or negative inventory adjustments are managed. It works as a master-detail form that presents in a consolidated way all the recorded shrinkages, allowing you to view both the headers (general information for each shrinkage) and the details (products that were written off in each document).

This window is the control point from which all the shrinkages and decreases of the business are created, consulted, printed, and managed. It is a fundamental tool for loss control, since it allows you to monitor which products are being lost, in what quantities, for what causes, and with what financial impact.

What is a Shrinkage or Decrease?

A Shrinkage or Decrease is the document that formalizes the definitive issuance of products from inventory without any economic consideration. It represents the loss of merchandise due to various causes such as deterioration, damage, expiry, theft, obsolescence, or negative inventory adjustments.

Key features:

  • Automatically deducts the stock on hand from the inventory upon finalizing.
  • It generates a record in the Kardex as an issue for shrinkage or decrease.
  • It can be in open (editable) or closed (finalized) status.
  • It can only be printed when it is closed/finalized.
  • If the products use serial numbers, these remain linked to the shrinkage.
  • It requires documenting the cause or reason for the decrease.
  • It represents a financial loss for the company.

Types of shrinkages recorded here:

  • Expired or soon-to-expire products
  • Damaged or deteriorated merchandise
  • Obsolete or discontinued products
  • Losses from robbery or theft
  • Negative differences in physical counts
  • Non-recoverable defective products
  • Merchandise affected by environmental conditions
  • Negative inventory adjustments

Window Structure

The window is organized into three clearly differentiated areas, following the master-detail pattern:

Top Area - Global Search Box

At the very top there is a real-time search text box. It allows you to type any data (document number, name of the person responsible, cause of the shrinkage, status, or any text contained in the shrinkages) and the system automatically filters showing only the elements that match. When you clear the text in the search box, all the elements are shown again.

Upper Central Area - Master Grid (Headers)

Below the search box there is a grid with the headers of all the shrinkages. The main columns include:

  • Document: Consecutive shrinkage number.
  • Person in charge: Name of the person who records or authorizes the shrinkage.
  • Cause: Reason for the decrease (expiry, damage, theft, adjustment, etc.).
  • Status: Current status of the document (open, closed, etc.).
  • Total: Total loss value.
  • Date: Document creation date.

When you click on a row, the shrinkage is selected and its details are shown in the lower area.

Lower Central Area - Detail Grid (Items)

In the lower part, the detail of the shrinkage selected in the upper list is shown. Here the products that were written off appear with their code, name, quantity, unit value, VAT, subtotal, and total.

Bottom Area - Action Buttons

Three main buttons that control the operations on the shrinkages:

New Shrinkage: Creates a new shrinkage or decrease document from scratch.

View Shrinkage: Opens the selected shrinkage. The behavior depends on the status:

  • If the shrinkage is open, it allows editing it.
  • If the shrinkage is closed, it opens only to be viewed or printed, with no possibility of editing.

Delete: Removes the shrinkage from the system. This button is automatically enabled and disabled depending on the status of the selected shrinkage. It is not possible to delete shrinkages that have already been finished, thus protecting the historical integrity of the operations.

Context Menu - Upper List (Headers)

When you right-click on any shrinkage in the upper list, a menu with the following options is displayed:

Export to Excel

Generates an Excel file with the shrinkages currently visible in the list. If there are filters applied, only the shrinkages that meet those criteria are exported.

View Report

Shows a printable report with the shrinkages that appear in the list. If the list has filters applied, the report will reflect exactly those same criteria. This is a very powerful tool for generating specific loss reports.

Print

Generates the formal shrinkage document in standard format, ready for filing or internal control. This document serves as support for the recorded loss.

Important about printing: The print button it is only visible when the shrinkage is closed/finished. It is not possible to print shrinkages that are open or in the process of being edited, since the document must be finished to be valid as a loss record.

Filters

It allows you to apply advanced filtering criteria on the list of shrinkages:

  • By document
  • By person in charge
  • By shrinkage cause
  • By value greater than (losses above an amount)
  • By value less than (losses below an amount)
  • By date greater than
  • By date less than

The filters are stackable, which means that several can be combined simultaneously. For example, you can request to show all shrinkages by expiry greater than one hundred thousand made in the month of January.

Remove Filters

Restores the complete view by removing all the applied filters, showing again all the shrinkages in the system.

Convert Document

Opens a window that allows you to transform the selected shrinkage into another type of document, keeping all the information. The conversion options are:

  • Supplier quotation
  • Customer quotation
  • Sales Invoice
  • Purchase Order
  • Warehouse consumption
  • Shrinkage (to duplicate the current document)

Edit Notes

It allows you to open a window to edit the general notes of the selected shrinkage.

Configure Columns

Allows showing or hiding columns in the upper list of headers. It also allows modifying the width of the columns. The system remembers this configuration when closing and reopening the window.

Context Menu - Lower List (Items)

When you right-click on the products in the lower detail grid, a menu is displayed with three options specific to that item:

View Notes

It allows you to view and edit the specific notes of that single shrinkage item. Item notes are independent of the general notes of the document.

View Serial Numbers

If the product that was written off had the use of serial numbers configured, this option shows which specific serial numbers were the ones that were lost or written off in that shrinkage. It is essential for the traceability of losses of serialized products.

Configure Columns

Allows adding or removing columns from the lower grid, modifying the width and customizing the visualization. As in the upper list, this configuration is remembered when closing the window.

The Power of the Filter System

The filter menu at the top is an extremely powerful tool for loss analysis. Everything shown in the upper list after applying filters becomes directly a report when the "View Report" option is used.

Examples of practical use:

Shrinkage report by cause:

Apply a filter by cause (select "expiry" or "damage" or "theft") and a date filter for the desired period, then click on "View Report". The result is a complete report of all the shrinkages for that specific cause in the period.

High-value loss analysis:

Apply a value greater than filter (a significant amount) to identify the most costly shrinkages and generate a report of the most impactful losses.

Shrinkages by person in charge:

Filter by a specific person responsible to see all the shrinkages recorded by that person in a given period, useful for auditing and control.

Shrinkages of specific products:

Filter by period and then review the details to identify which products have the greatest losses, allowing corrective actions to be taken.

Monthly loss analysis:

Apply date filters to generate monthly shrinkage reports and compare against previous periods.

This functionality turns the window into a tool for generating ad-hoc loss reports without the need for additional modules.

Differences from Other Document Windows

Although the structure is similar to other document list windows, there are important differences:

Document type:

  • Shrinkages: Documents of definitive loss, without consideration.
  • Sales Invoices: Sales documents, generate revenue.
  • Consumptions: Documents for internal use, they have a purpose.
  • Transfers: Documents of movement between warehouses, they are not a loss.

Financial impact:

  • Shrinkages: They represent a net loss for the company.
  • Invoices: They generate revenue.
  • Consumptions: They generate expenses but have an operational purpose.
  • Transfers: They do not affect the total value of the inventory, they only move it.

Inventory impact:

  • Shrinkages: They permanently deduct stock on hand.
  • Transfers: They deduct from the source but increase at the destination.
  • Invoices and Consumptions: They permanently deduct stock on hand.

Requires justification:

  • Shrinkages: They always require documenting the cause of the loss.
  • Other documents: They do not require loss justification.

Record Limit and Performance

The number of items that appear in this window is limited by default to the last two years, just like all the document list windows in Kardex Tauro. This configuration is implemented to guarantee:

  • Greater agility in navigation
  • Less data load in memory
  • Lower RAM consumption
  • Faster system responses

Limit configuration:

This parameter is fully modifiable from the Configuration window, where you can specify the number of years of records to display (two, three, five years, etc.).

Important consideration:

The more information loaded in the windows, the greater the consumption of system resources. For this reason, it is not advisable to have a lot of historical information visible in the windows by default. It is recommended to keep the limit in a reasonable range (2-3 years) and to query older periods using specific filters or reports when necessary.

Relationship with Other Windows

Window Create Shrinkage:

It is the operational window where individual shrinkages are created and edited. It is accessed from the list through the "New Shrinkage" or "View Shrinkage" buttons.

Inventory Window:

Finished shrinkages automatically deduct the stock on hand in the Inventory. The products written off are no longer available.

Kardex Window:

Each finished shrinkage generates an outbound movement in the Kardex, keeping complete traceability of the products that are lost from inventory.

Serial Numbers List Window:

It allows you to consult the specific serial numbers written off in each shrinkage, useful for tracking losses of serialized products.

Window Physical Counts:

When physical counts are made and negative differences are detected, these are recorded as shrinkages or decreases.

Configuration Window:

From here you can configure the available shrinkage causes, the authorization permissions, and other parameters related to loss control.

Usage Recommendations

Use the search box for quick location:

The real-time search box is the most efficient way to find specific shrinkages when some reference data is known, such as the cause or the person responsible.

Take advantage of the stackable filters:

Combine multiple filters to generate specific shrinkage reports by cause, person responsible, period, or value. Filters are the key to accurate loss analysis.

Use "View Report" for loss analysis:

After applying filters, use "View Report" to generate printable documents that reflect exactly the selected criteria. Ideal for loss review meetings and audits.

Finalize the shrinkages before printing:

Remember that only closed/finished shrinkages can be printed. Finish the document before attempting to generate the document for filing.

Always document the cause:

Use the cause field to record the specific reason for the shrinkage (expiry, damage from handling, theft, inventory adjustment, etc.). This information is crucial for analysis and corrective actions.

Customize the columns:

Configure the visible columns according to your role and work needs. The system remembers your preferences.

Analyze shrinkages by cause periodically:

Use the filters to identify which causes generate the greatest losses and take corrective actions to reduce them.

Keep the record limit reasonable:

Do not excessively increase the record display period from the Configuration, since it will affect the system's performance.

Respect the shrinkage status:

Remember that closed shrinkages cannot be edited. If you need to modify a finished shrinkage, you must create a new one or make adjustments through other mechanisms.

Delete only shrinkages in the appropriate status:

The Delete button only works for shrinkages that have not been finished. Respect this restriction to maintain historical integrity.

Authorize shrinkages before finalizing:

Establish an authorization process where high-value shrinkages require approval from supervisors or management before being finished.

Track lost serialized products:

If products with serial numbers are lost, verify that the captured serial numbers physically correspond to the units written off. This is crucial for insurance and audits.

Compare shrinkages against budgets:

Use the shrinkage reports to compare against assigned loss budgets and evaluate the performance of inventory control.

Investigate unusual shrinkages:

If you detect unusually high shrinkages or suspicious patterns, investigate the causes to detect control problems, thefts or process errors.

Train staff in the use of filters:

Filters are a powerful tool for loss analysis. Make sure that all the personnel who need to generate reports know how to use them correctly.

Implement corrective actions:

Use the shrinkage information to implement improvements in storage, handling, security, and inventory control processes.

Review shrinkages of perishable products:

If you handle products with an expiry date, periodically analyze shrinkages due to expiry to optimize inventory turnover (FEFO - First Expired, First Out).

Document with evidence:

When possible, attach photographic evidence or supporting documentation to the shrinkages, especially for high-value losses or for causes such as theft or damage.

Monitor trends:

Use the reports to identify loss trends over time and evaluate whether the corrective actions implemented are producing results.

Integrate shrinkages with audits:

Shrinkages are a key indicator in inventory audits. Keep clear and documented records to facilitate the audit process.

Kardex Tauro - Professional Inventory Management System

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