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Run: Known-Loss Markdown Tracking Form

Track damaged, expired, or unsellable goods in one form so known loss is separated from unknown shrink and inventory records stay clean.

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Record Details

Date of Markdown / Disposal (required)

The calendar date on which the markdown or disposal action was taken.

Time of Markdown / Disposal (required)

Approximate time the action was completed.

Store / Location Number (required)

Department (required)

If 'Other', specify department

Recorded By (Name / Employee ID) (required)

Person completing this form. This field is part of the audit trail and will not be anonymized.

Item Information

Item / Product Description (required)

SKU / UPC / PLU

Scan the barcode if available. Leave blank only if the item has no scannable code.

Brand or Supplier

Unit of Measure (required)

Quantity Affected (required)

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 (required)

If 'Other', describe the reason

Condition Description (required)

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 ($) (required)

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 (required)

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 (required)

Manager Employee ID (required)

Date of Manager Review (required)

Manager Decision (required)

Manager Notes / Correction Details

Manager Signature (required)

Digital signature confirms the manager has physically inspected or verified the reported loss and authorizes the accounting entry.

Loss Prevention Notified? (required)

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.

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