Spillage
Requires.
- Enhanced Inventory enabled, and
- Inventory Management / Assignments permission anywhere.
Spillage is how you write off equipment that's gone missing, broken, or otherwise no longer usable. Spillage reports group multiple lost items into one record — the recipient (or someone managing inventory for them) logs the items, then an inventory manager locks the report when the investigation is closed.
If the items can be returned to a vendor for credit or warranty replacement, use RMAs instead — they're the same kind of paperwork but go back to a vendor rather than just being written off.
What the page shows
A filterable, sortable list of every spillage report. Each row is one report and contains one or more line items.
Filtering
The Filter button opens a side flyout. Available filters:
| Field | What it does |
|---|---|
| Sort By | Choose the order — by ID (default), created date, etc. Always shown first. |
| Per Page | 10, 25, or 50 rows. Always shown second. |
| Status | Open (default) or Locked. |
| Recipient | A specific user or location. |
| Date from / Date to | Created-date window. |
The filter button shows a red dot when any filter (other than Sort or Per Page) is set, and a Clear action resets everything to defaults.
States
| State | What it means |
|---|---|
| Open | The report is still being added to. Recipients can keep logging additional lost items against it. |
| Locked | An inventory manager has closed the report. No new items can be added; the on-hand adjustment is final. |
The Dashboard splits these out into separate Open Spillage Reports and Locked Spillage Reports cards so you can see both states at a glance.
Converting a spillage to RMAs
If some of the written-off equipment can actually go back to a vendor — for credit, warranty replacement, or repair — you can turn a locked spillage report into one or more RMAs instead of just writing everything off.
On a locked spillage report, click Convert to RMA. SecurityTrax then:
- Looks up the default vendor for each spilled item (based on the item's equipment and the recipient) and groups the items by vendor.
- Creates one RMA per vendor — so a report with items from three different vendors becomes three separate RMAs, each pre-filled with its items, quantities, and return reasons.
- Skips any item that has no default vendor set and tells you how many items were skipped, so you can add those returns manually if needed.
- Marks the spillage Closed once the RMAs are created, then takes you to the RMAs list where the new records appear.
Heads up. Conversion is one-way and one-time. Convert to RMA only appears on a locked spillage that hasn't been converted yet — once the report is closed (or already has RMAs), the button won't show again.
Stock impact
Whether spillage reduces on-hand counts depends on your company's inventory settings — by default it does, but this can be configured. If you're not sure, ask an admin or check the SecurityTrax-managed inventory settings.
Related
- RMAs — the same paperwork shape but for items going back to a vendor.
- Dashboard — the open / locked spillage count cards.
- Inventory Ledger — where spillage transactions land.