Write-offs

Every evening the kitchen sends a message to the chat, something like "Write-off 26.09": under the heading come sections such as "Spoilage", "Staff" and "Quality check", each with lines like "Croissant 2pcs" or "Borscht 3kg".

The "Write-offs" section turns such a message into iiko write-off documents: one write-off per reason, with the lines matched to the restaurant's goods, prepared items and dishes. You check the doubtful lines and send the write-offs with a button — nothing goes to iiko until a person presses it. The section appears in the sidebar once it has been turned on for the restaurant.

Paste a kitchen message#

This is the main path. Copy the message from the kitchen chat and click "Paste message" in the write-off list.

1. Paste the text into the field. You can paste several messages at once — each one becomes its own group with its own date.
2. ReconDoc reads the text and shows what it found: the date, how many write-offs it will create, and for each one the reason, the number of lines and the store.
3. If something is unclear, questions appear under the preview. You answer by clicking an option:
   • a section with no heading, or with a heading that matches no reason (a different word, a typo) — "Section 2 has no heading — it is:" with reason buttons;
   • a repeated section (two "Staff" sections in one message) — "The first ... is:" with reason buttons or "Merge". One message never produces two write-offs for the same reason and date: it's a kitchen mistake, and ReconDoc doesn't guess silently;
   • the store, if the reason's store is set to "Not set — ask" in settings — store buttons.
4. Once the questions are answered, click "Create write-offs". The first write-off opens.

The date comes from the message heading ("26.09", "yesterday"); the year is the closest one that isn't later than tomorrow. If the text has no date, the date you pasted it is used. If the same message was already added, the window says so and offers to open the existing write-offs instead of creating them again.

New write-off by hand or by voice#

"New write-off" creates an empty write-off: pick the date, reason and store (the store is filled in from the reason's settings) and click "Create write-off". On the card, add lines with "Add line" or by voice with "Dictate": say the whole list, and the lines are added to this write-off.

The write-off card#

The heading reads "Write-off · Spoilage · 26.09.2026". Below it is a switch between the other write-offs from the same message, so you can go through the whole group one by one.

The header holds the date, the reason (with its iiko account shown next to it), the store, a comment and the "Post in iiko" toggle. The store is required: until it is set, the field is highlighted and the write-off can't be sent.

On the right is the "Original message": the text the write-off was built from, with this write-off's lines highlighted. It plays the role an invoice photo plays: you can see exactly what the kitchen wrote.

Lines#

Each line is "As written" → "iiko product", with quantity and unit. Under the product you see where it came from — "from the dictionary", "similar", "matched by AI" or "selected manually" — and its type: product, prepared item or dish. All three types can be written off.

• No product chosen. The product field is highlighted, with candidate buttons underneath. Click the right one, or search: every item in the list shows its type and catalog group.
• "1 pcs = … kg". The kitchen wrote "2 pcs", the product is counted in kilograms in iiko, and it has no package with a matching name. Enter the weight of one piece — ReconDoc converts the quantity ("→ 0.12 kg") and, once the write-off is sent, remembers the weight in the dictionary.
• "no quantity". The kitchen forgot the number. Enter the quantity yourself.

The quantity goes to iiko in the product's main unit. A bare number already is the main unit (kg for goods and prepared items, a portion for dishes); grams and millilitres are converted to kilograms and litres automatically, and what was written is shown under the field.

The "…" menu at the end of a line deletes that line. "Delete" in the header deletes the whole write-off.

Ready to send#

The bottom bar sticks to the bottom of the screen. It shows either "The write-off is ready to send" or how many lines still need a decision, with their numbers and what's wrong. While anything is left to decide, the send buttons are disabled. If other write-offs in the group still have questions, the bar tells you that too.

Some things only warn and don't block sending: a write-off for the same reason and date was already sent (top-ups happen), or the date is in the future or more than 30 days old.

Sending to iiko#

• "Send to iiko" sends the open write-off.
• "Send group — 3 write-offs" sends all unsent write-offs from the message at once. It's available when none of them has open questions. The result is a list: reason — iiko number or the error. An error in one write-off doesn't cancel the others.

A write-off is sent posted if "Post in iiko" is on in its header, and unposted if it's off. New write-offs take this value from the "Post write-offs immediately" setting.

If the connection drops and ReconDoc doesn't learn whether the write-off was created, it won't create a second one. The next time you press "Send to iiko" it first looks for the write-off in iiko by the tag in its comment (for example "RD a1b2c3d4"): if it finds one, it links it to the card; if it finds several, it asks you to delete the extra ones in iiko; if it finds none, it lets you send again after a few minutes. The tag comes from the "Tag in the document comment" field in "Settings → Invoice rules", the "Sending & currency" card. If that field is empty there's nothing to search by: check the back office yourself before sending again.

Fixing a sent write-off#

After sending, the card shows the write-off's iiko number and status, and it stays editable. Change the lines or the header and click "Update in iiko": the write-off's lines in iiko are replaced with the current ones.

• The write-off is posted in iiko. Unpost it in the back office first, then click "Update in iiko". Otherwise ReconDoc refuses with a hint: it doesn't overwrite a posted write-off.
• The write-off was deleted in iiko. The button changes to "Send to iiko again", which creates a new write-off.

Deleting a write-off in ReconDoc doesn't touch the document in iiko: delete it in the back office yourself — the confirmation window reminds you.

Section settings#

"Settings → Write-offs" (the Documents group). Everyone can see them; only a restaurant administrator can change them. Every card on the page has a "?" that leads here.

Write-off reasons — a table with one row per reason:

• In the kitchen — what the kitchen calls the reason in its messages;
• Other spellings — other ways the heading is written, added with "Add spelling". A section heading is compared with the name and the spellings; if nothing matches, ReconDoc asks which reason the section is;
• iiko account — the write-off account from the iiko catalog (for example "Free staff meals"). Empty means the reason can't be sent. If the list has no accounts, sync the iiko catalogs;
• Store — the store to write off from by default, or "Not set — ask": then the store is asked when you paste a message;
• What is written off — "Dishes", "Goods and prepared items" or "All". It's a hint for search: matching items move up, the rest stay in the list. Quality checks usually use "Dishes".

At first the table has three reasons — spoilage, staff meals and quality check — with no accounts. You can rename, add and remove reasons.

Posting in iiko — a separate card with one toggle, Post write-offs immediately: on: new write-offs go to iiko posted; off: unposted. It sets the "Post in iiko" toggle for new write-offs, separately from the invoice setting of the same kind. You can still change it on an open write-off before sending.

Write-off bot — a card with a link to the Telegram bot (it is there when the write-off bot is connected on the server). Before writing to it, link your Telegram in the ReconDoc shared bot card on the Bots & messengers tab; the card row has a link there.

Stores in the bot's question — ticks for the stores the write-off bot offers in its question. With nothing ticked, the bot offers every store.

The restaurant dictionary#

The kitchen writes the same things over and over. When a write-off is sent (or updated) in iiko, ReconDoc remembers every line: the kitchen's wording → the chosen product and the unit conversion, for example "1 pcs = 0.06 kg". Next time such a line is filled in by itself, marked "from the dictionary".

There's nothing extra to teach: pressing "Send" is the confirmation. If you pick a different product for the same wording, the latest choice wins. Picking a product without sending doesn't change the dictionary — the write-off might still be deleted.

Who can do what#

Any member with access to invoices can view write-offs, including an Observer — for them the section is read-only. Pasting messages, creating, editing, sending and updating write-offs takes the right to edit invoices. Only a restaurant administrator changes the section settings.

Write-offs don't count against the plan's invoice limit.