Known-Loss Markdown Tracking Form

Records markdowns and disposals for damaged, expired, or unsellable goods so that known loss is documented separately from unknown shrink, supporting accurate inventory reconciliation and loss-prevention reporting.

Record Details

• Date of Markdown / Disposal
  The calendar date on which the markdown or disposal action was taken.
• Time of Markdown / Disposal
  Approximate time the action was completed.
• Store / Location Number
• Department
• If 'Other', specify department
• Recorded By (Name / Employee ID)
  Person completing this form. This field is part of the audit trail and will not be anonymized.

Item Information

• Item / Product Description
• SKU / UPC / PLU
  Scan the barcode if available. Leave blank only if the item has no scannable code.
• Brand or Supplier
• Unit of Measure
• Quantity Affected
  Number of units, cases, or pounds being marked down or disposed of.
• Expiration / Best-By Date (if applicable)
  Required for perishables, pharmaceuticals, or any date-coded product.

Loss Reason and Condition

• Primary Reason for Markdown / Disposal
• If 'Other', describe the reason
• Condition Description
  Be specific and observable. Vague entries such as 'bad' or 'damaged' will be returned for clarification.
• Recall / Advisory Number (if applicable)
  Required when loss reason is 'Recalled Product'. Reference the FDA, USDA, or internal recall number.
• Photo Evidence
  Attach one or more photos of the damaged or unsaleable item. Strongly recommended for damage claims and recalls.

Valuation

• Retail Price per Unit ($)
  Full retail selling price per unit at the time of markdown.
• Total Retail Value ($)
  Auto-calculated: Quantity × Retail Price per Unit.
• Markdown / Disposal Action Taken
• Markdown Sale Price per Unit ($)
  Required if action is 'Marked Down for Quick Sale'. Enter the reduced selling price.
• Donation Recipient Organization
  Required if action is 'Donated'. Retain the donation receipt for tax and audit purposes.
• Vendor Credit Expected?
  Indicate whether a vendor allowance or credit memo is anticipated for this loss.

Manager Review and Authorization

• Authorizing Manager Name
• Manager Employee ID
• Date of Manager Review
• Manager Decision
• Manager Notes / Correction Details
• Manager Signature
  Digital signature confirms the manager has physically inspected or verified the reported loss and authorizes the accounting entry.
• Loss Prevention Notified?
  Notify Loss Prevention for any single event exceeding your store's threshold (check your LP policy for the dollar amount).
• LP Case / Incident Number
  Enter the Loss Prevention case number if one was opened.