Spillage
Spillage is SecurityTrax's term for equipment that's leaving your inventory in a way other than being sold to a customer or transferred to another person — something broke, something was lost, something came back defective, a box was miscounted during an earlier physical inventory. Each loss gets logged on a spillage report with a reason code, which feeds your company's loss reporting and, eventually, gets reviewed by your inventory team.
Spillage reports are the accountability layer around "I can't find my stuff." They're not a punishment — they're how a well-run shop tracks where inventory is going so it can fix the causes (supplier problems, bad storage, theft, habit of losing stock in a certain route).
Getting here
- From any inventory page, click the Spillage tab in the inventory sub-nav.
- Or navigate directly to
https://portal.securitytrax.com/{your-company}/home/inventory/spillage.
Page layout
At the top:
- Heading: "Spillage Reports".
- Explainer: "Spillage reports are used to report equipment that has been lost, damaged, or is defective. You can add equipment to a spillage report until your inventory team locks the report."
- Primary button (top-right): + New Spillage Report.
Below that, a three-position status filter:
- Open — reports you're still building. Editable.
- Locked — reports your inventory team has locked for review. Read-only to you.
- Closed — reports the inventory team has processed. Read-only.
The table has three columns:
| Column | What it shows |
|---|---|
| Created | The date the report was started. |
| # | A concise summary like "2 | 7" — two distinct line items, seven total units. Tooltip expands to "2 items, 7 total". |
| ID | A fulfillment-status badge, the report ID badge, and a clickable link to open the detail page. |
Click any row's ID link to open its full detail page (Pending Equipment Detail — the shared detail page used for PRs, POs, and Spillage).
Creating a new spillage report — step by step
- Click + New Spillage Report at the top-right of the page.
- A modal opens titled "Create a new spillage report?" with the confirmation body.
- Click Continue to create the empty report, or Cancel to back out.
- SecurityTrax creates the report with status Open and redirects you to its detail page.
- On the detail page:
- Click Add Equipment. A modal opens.
- Pick the Equipment item (searchable).
- Pick the Return Reason — one of the codes your admin configured in Equipment Return Reasons (e.g. "Damaged in transit", "Defective", "Lost", "Customer returned").
- Enter Quantity.
- Optionally add Comments — describe what happened.
- Click Save.
- Repeat Add Equipment for each item you're reporting.
- There's no "submit" button on spillage — unlike PRs, spillage reports don't have a formal submit step. Your inventory team reviews them directly from Company Inventory → Spillage.
Note. Items on a spillage report decrement your on-hand count when saved, not later. The expectation is that the boxes are physically gone when you log them — the report is the paperwork, not a request for permission.
Editing or removing items
While a spillage report's status is Open, you can:
- Add more items — same Add Equipment modal as above.
- Delete an individual line item — click the trash icon on a line and confirm.
- Delete the whole report — only possible when there are zero items. Click Delete at the bottom, confirm.
Once your inventory team moves the report to Locked or Closed, all edit controls disappear. You can still view it but you can't change it. If the report was locked in error, ask your inventory admin to reopen it.
Status meanings
| Status | What it means for you |
|---|---|
| Open | You're still building the report. Add items, remove items, delete the whole thing. Equipment is already out of your on-hand count. |
| Locked | The inventory team is reviewing. You can view, not edit. |
| Closed | The team has accepted the loss and finalized the report. Nothing to do; view-only. |
Common reasons to file a spillage report
- A piece of equipment broke in your truck and has to be discarded.
- You can't find something that was on your inventory last week.
- A customer returned something you installed and it's now not usable.
- During Physical Inventory, you found fewer units than expected and want to record the specific reason rather than a generic adjustment.
- A box arrived from the vendor damaged and unusable.
Related
- My Inventory Overview — where the drop in your counts shows up.
- Pending Equipment Detail — the detail page for spillage reports (and PRs, POs).
- Physical Inventory — the bulk count-and-reconcile flow; generates ledger adjustments but not specific spillage records.
- Equipment Return Reasons (admin reference) — the list of reason codes a spillage line item picks from.