Finance ▸ Asset Management ▸ Legacy Bins. You need the Legacy Bins report permission to open it, Accounting to classify products, and Legacy Bins migrate to write stacks off.
Before tracked assets existed, approved requests put items into a bin named after the person: SMD Fixed assets or Consumables. Those bins still hold thousands of stacks. This page lists every one, shows what it is worth and what Unleashed holds, and lets Finance clear them: decide what each product is, then write it off or turn it into tracked units.
Opening the page moves nothing. Only the buttons act, and each one asks you to confirm first.
How it flows
What you see
The page loads by itself when you open it. With about 3,600 stacks and a live read from Unleashed, that takes a little while. Reload reads everything again.
The tiles at the top count the stacks and their value for each action and each Unleashed state. The Live: tiles show the result of the live Unleashed check.
The total bar above the table shows how many stacks, units and how much value the table shows right now. It follows your filters, so filter to what you want to write off and read the total there.
The columns:
- Bin – which legacy bin, the bin's name, and the person it belongs to (or "No user"). The filter matches any of them.
- Product – click it to open the product page in a new tab.
- Qty – units in the stack, with the serial count for serialized products.
- Value – qty × the product's average land price. The unit price is shown underneath. "No cost" means the product has no average land price; it counts as R 0 in the totals.
- Request · date – the old request that put it in the bin, and the day it was approved. The filter is a from–to date range.
- Unleashed – first, what the old approval did, from its recorded adjustment numbers: On hand in Unleashed (still in the Unleashed warehouse), Written off in Unleashed (already gone there), or Unknown (no traceable request; check by hand). Underneath, the live check: what Unleashed holds today (see below). The filter offers both; the live ones start with "Live:".
- Classification – the product's side (Asset or Consumable) and subcategory, or "Undecided".
- Status · would do – Ready or Blocked, then what clearing the stack does (Send to Finance, Write off in myWork only, Convert to FA-, Convert to EQ-, or Waiting on Finance), then the reason it is blocked, then the row's buttons. The filter offers both; the actions start with "Would do:".
On a smaller screen the less important columns drop away, and if the table is still wider than the screen it scrolls sideways inside its own box.
Is it really still in Unleashed?
The Unleashed column only says what the old approval did. Unleashed counts a product per warehouse, not per stack, so the page also reads Unleashed live and compares, product by product, what Unleashed holds now with what the "on hand" stacks add up to:
- Matches Unleashed – Unleashed holds exactly what these stacks say.
- Unleashed has more – the extra is stock that arrived later. Writing off these stacks takes only their own quantity and leaves the rest alone.
- Short in Unleashed – Unleashed holds less than the stacks add up to; some were already taken out there. These stacks are refused for write-off until you have checked them in Unleashed.
- Not in Unleashed – a written-off stack that is indeed gone from Unleashed.
- Other stock in Unleashed – a written-off stack, but Unleashed holds units of the product now. Those units are not this stack.
- Not checked – Unleashed could not be read. Reload to try again. A stack still on hand in Unleashed is not written off while it is not checked.
Classify a product
A row is usually Blocked because nobody has decided whether the product is an asset or a consumable. Finance can decide it right here.
- Click Classify on a blocked row, or tick several rows and click Classify ticked.
- Pick a subcategory. The list shows only subcategories this page can use: active, with a GL code, Asset (tracked) or Consumable (tracked or used up).
- Read the line under the list. It says what the rows will become: Consume (written off as used up, not tracked) or Convert to FA- / EQ- (one tracked tag per unit).
- To clear them in the same step, tick Also write these stacks off now.
- Click Classify.
This decides the product everywhere, not just on this page. It is the same decision as on the product page or in Finance's classification queue: every row of that product changes, future requests use it, and any open "ask Finance" request for it is answered.
If you would rather leave it to someone else, Send to Finance puts the product in Finance's classification queue instead.
Write off many stacks at once
- Filter the table to the stacks you want, for example Bin "Consumables", Unleashed "Written off in Unleashed", Status · would do "Ready", and a date range under Request · date.
- Tick the header checkbox. It ticks every row the filters show, not just this page.
- Check the count and value next to the buttons.
- Click Write off ticked…, read the summary, and confirm.
Each Ready stack gets its own action (Consume, or Convert to FA- / EQ-). Blocked stacks are skipped, and the message says why. At most 300 stacks go in one click.
This cannot be undone on this page.
What happens in Unleashed
- Already written off in Unleashed – the stack is cleared in myWork only. Nothing is posted to Unleashed.
- Still on hand in Unleashed – it is also written off in Unleashed (a real stock adjustment), unless the live check says Short in Unleashed or Not checked.
When the buttons are greyed out
- Waiting on Finance – Finance kept the product as stock and has not named an expense account for a used-up one.
- Writing off legacy bins is switched off – an administrator has not turned the write-off on yet. Classify and Send to Finance still work.
- Still on hand in Unleashed, and the Unleashed write-off switch is off – nothing would write it off in Unleashed, so the stack stays blocked until an administrator turns that switch on.
- No Classify button – you need the Accounting permission. The button only shows on blocked rows.
Export
Export CSV downloads the table as it is filtered.