How do I remove a quantity from the records?

Goods do not always leave by delivery or processing. A silo leaks, a pallet spoils, a recalled lot is destroyed, a lot is used up on the farm or handed over by its holder outside the records. Record it, so the quantity in your records matches what is really there, and say why.

Remove a quantity

1. Open the lot from Harvests & lots and select Remove from records in the header, next to the lot's status.
2. Under What leaves the records, the lot is already chosen. When more than one of your accounts holds part of it, choose the one under Held by.
3. Enter the Quantity, or select All. The form shows how much is Held here.
4. Under Why, choose the Reason: Lost, Spoiled or damaged, Destroyed (recall, disposal), Used up outside a processing, Handed over outside the records or Other. Add Details (optional), for example "Spoiled in storage after the rains"; with Other, the details are required. No names of people.
5. Check What will happen, then select Send for approval.

It becomes an approval, "Remove 150 kg of ‹lot› from the records", that someone in your company approves in Approvals, like any other action. See Who can approve.

What happens once it is recorded

• The lot's Story shows "150 kg removed from the records", with the reason and its details.
• The quantity can no longer be delivered or processed. It cannot be undone: the removal stays on record, with who asked for it, who approved it and when.
• A closed lot can still be written off this way.
• Automations and connected systems receive Quantity removed from the records. See Automations and Webhooks.
• The assistant and AI tools prepare the same request with arex_propose_burn; a person still approves it.

When not to use it

• Processing, splitting or merging. Use Split or process instead: it records what goes in and what comes out, and the lot's history says "consumed by a processing". A processing never sends Quantity removed from the records; it sends Lot consumed by a processing. See Processing.
• A delivery. Use Deliver: the receiver then holds the goods.
• A wrong quantity typed at registration. Correct the stated quantity with Correct information, or remove the difference here with that reason. See Correcting a lot's information.

When it is refused

A lot rule can stop the removal, for example while units of the lot are held for a delivery in progress. The approval page says which rule and why.

Remove from records does not appear once nobody holds any of the lot. If the form says No account of yours holds this lot, the goods were already delivered or are frozen: only the account that holds them can remove them.