Overview

An inventory report is a document or record that provides a detailed overview of the items an organisation currently holds in stock. It typically includes information such as the quantity, condition, location, and value of each item. Inventory reports are used to track stock levels, identify discrepancies, and help with planning restocks or managing resources efficiently. 

These tutorials explain how to display various inventory reports and how to use the related functions.

Navigation: Main Menu > Materials > Inventory

How to Add a Material Item to Inventory

1. Navigate to Materials (Main Menu > Materials > Setup Materials).

2. Click View (button).

3. Double-click the material item you want to add to inventory to open it.

4. Click Edit (button) on the top row.

5. Click Inventory (tab).

6. Click Add Location (button).

7. Select a Location from the dropdown list under Location.

8. Fill in the other fields as required.

How to Display a Snapshot of Inventory Items

This report shows all items in stock, reserved, on order, and available.

1. Navigate to the Inventory Report.

2. Click Menu (button) > Default.

3. Click the checkbox next to Hide blanks (optional).

4. Click the checkbox next to Active (optional).

5. Set Date = No Date.

   • Note: When you select a date (e.g. This Month), the report changes to show Opening, Movement and Closing balances.

6. Filter Customer, Categories, and Location as required, or  

   • Set Customer = All.

   • Set Category = All.

   • Set Location = All.

7. Select a sort field next to Sort by (default = Category).

8. Click View (button).

How to Display Opening, Closing Balances, and Stock Movements

1. Navigate to the Inventory Report.

2. Click Menu (button) > Default.

3. Click the checkbox next to Hide blanks (optional).

4. Click the checkbox next to Active (optional).

5. Set Date = Select any of the date options, except for No Date.

6. Filter Customer, Categories, and Location as required, or  

   • Set Customer = All.

   • Set Category = All.

   • Set Location = All.

7. Click View (button).

How to Perform a Price Update

The stock price defaults to the calculation based on the chosen setting here:

Main Menu > Setup > Settings & Defaults > Settings (tab) > Materials & Inventory > Enable automatic costing on Inventory Items.

(Options are No, Weighted Average Price, or Last Received Price.)

1. Navigate to the Inventory Report.

2. Click Menu (button) > Price Update.

3. Click View (button).

4. Filter Customer, Categories, and Location as required, or 

   1. Set Customer = All.

   2. Set Category = All.

   3. Set Location = All.

5. Select one or more items on the list (use Ctrl + left click).

6. Click Actions (button) and select one of these options to change the stock prices:

   1. Set Stock Price = Last PO Price. 

   2. Set Stock Price = Cost Price.

   3. Set Stock Price = Sell Price.

   4. Set Stock Price = Supplier Price.

   5. Set Stock Price = Est Cost.

7. Confirm the change on the popup.

How to Display Stock Checks

This report shows stock checks in a summary format and tallies all the stock gains and losses. It is not the same as the reports available under Materials > Stock Check. 

1. Navigate to the Inventory Report.

2. Click Menu (button) > Stock Check.

3. Set Date = Select a Date as required or No Date to see all transactions.

4. Filter Customer, Categories, and Location as required, or 

   • Set Customer = All.

   • Set Category = All.

   • Set Location = All.

5. Click View (button).

How to Display Stock Transactions

1. Navigate to the Inventory report.

2. Click Menu (button) > Transaction.

3. Set Date = Select a Date as required or No Date to see all transactions.

4. Filter Customer and Categories, as required, or

   • Set Customer = All.

   • Set Category = All.

5. Click View (button).

   • Note: Items adjusted using a Stock Check are highlighted in yellow.

How to Display a Replenishment Report

This report shows what stock needs to be ordered or has been ordered. Only Materials where the minimum quantity (Min Qty) was filled in on the Inventory (tab) are displayed on this report. Work Orders and Purchase Orders can be created from this report to replenish goods - see the next tutorial.

1. Navigate to the Inventory Report.

2. Click Menu (button) > Transaction.

3. Filter Customer, Categories, and Location as required, or 

   • Set Customer = All.

   • Set Category = All.

   • Set Location = All.

4. Click View (button).

How to Place Purchase and Work Orders from the Replenishment Report

If you purchase an inventory item, you can create a Purchase Order for that item directly from the Replenishment Report. If you manufacture the inventory item, you can create a Work Order for that item directly from the Replenishment Report.

1. Navigate to the Inventory Report.

2. Click Menu (button) > Transaction.

3. Filter Customer, Categories, and Location as required, or

   • Set Customer = All.

   • Set Category = All.

   • Set Location = All.

4. Click View (button).

5. Select one or more items (use Ctrl + left click).

6. Click Actions (button) > Create Purchase Order or Create Work Order.

7. Confirm that you want to create the purchase or work orders on the popup.

8. Complete the Purchase Order or Work Order as needed.

   • Note: If a minimum Re-order Quantity is available, it is automatically filled in on the Purchase or Work Order. If there is no minimum Re-order Quantity, you must enter a Quantity once the Purchase or Work Order is created.

   • Note: The last order will be entered in the Last Order column on the Replenishment Report and can be opened by right clicking the entry and selecting Open the Last Order from the context menu.

How to Display a Detailed Register

A Detailed Register is often available from the context menu in other views (right-click the line item to open the context menu).

1. Navigate to the Inventory Report.

2. Click Menu (button) > Detailed Register.

3. Select a Material from the dropdown list next to Material (compulsory).

4. Select a Location from the dropdown list next to Location (compulsory).

5. Select a Date from the dropdown list next to Set.

6. Click View (button).

   • Note: If you select No Date and no report is generated, there have been no transactions for that particular stock item. When a date field is selected, an Opening Balance is always displayed, even if the balance is zero and there are no transactions.

How to Display Inventory Ageing

This report shows how long inventory items have been kept in stock.

1. Navigate to the Inventory Report.

2. Click Menu (button) > Detailed Register.

3. Select a Customer from the dropdown list next to Customer or select All.

4. Select a Category from the dropdown list next to Category or select All.

5. Check / Uncheck the Values checkbox to show/hide decimal values. 

6. Click View (button).

How to Display Batch Tracking

This report will help you track items for which you selected Batch Tracking.

1. Navigate to the Inventory Report.

2. Click Menu (button) > Batch Tracking.

3. Select a Status from the dropdown list next to Status (optional).

4. Click View (button).

How to Change the Status of a Work Order from the Batch-Tracking Report

1. Navigate to the Inventory Report.

2. Click Menu (button) > Batch Tracking.

3. Select a Status from the dropdown list next to Status (optional).

4. Click View (button).

5. Select the items that you want to change (use Ctrl + left click).

6. Click Actions (button) > Set Work Order Status to Complete.

How to Define a Filter

All the usual field choosers and column filters are available for most views. However, some reports have an additional filter option.

1. Navigate to the Inventory Report.

2. Click Menu (button) > Show Filter Row.

3. Click any of the columns and type in a setting in the filter column (e.g. type 5 in the Qty column to only see items where the Qty = 5).

4. Press Enter to apply the filter.

5. To clear the filter: Click the Small Filter Icon next to the column heading that you applied the filter to and select All. 

   • Note: The Reset (button) will not clear the filter.

How to Print or Email the Various Reports

1. Navigate to the Inventory Report.

2. Select a report from Menu (button).

3. Click View (button).

4. Click Menu (button) > and select an option:

   1. Print Grid: Prints to the default printer.

   2. Email Excel: Opens your default email template with the file attached as .xlsx

   3. Export Grid: Allows you to pick a save location.