Inventory Reports Tutorial

How to Display an Inventory Summary (Default View)

ℹ️ This report shows a snapshot of inventory In Stock, On Order, Reserved, and Available.  

By default:

▶ Negative inventory quantities are shown in red. 

▶ Inventory quantities below their Minimum Quantities are highlighted in red (where Minimum Quantities are not zero).

▶▶ These features may be changed using conditional formatting (see last topic on this page). 

▶ Items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard from the context menu. 

▶ View an item's Serial Number by right-clicking an item and selecting View Serial Numbers from the context menu. 

▶▶ Warning: This feature changes the view to: Display Serial Numbers and will do so regardless of whether the item has Serial Numbers or not.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Default.

3. Select No Date next to Date.

4. Adjust the Filters as needed.

5. Click View (button).

How to Display an Inventory Summary with Inventory Movements (Default View)

ℹ️ This report shows a snapshot of inventory movements at the start and end of the selected dates. Columns are available for Opening, Closing Balances and Movement.  

By default:

▶ Negative inventory quantities are shown in red. 

▶ Inventory quantities below their Minimum Quantities are highlighted in red (where Minimum Quantities are not zero).

▶▶ These features may be changed using conditional formatting (see last topic on this page). 

▶ Items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard from the context menu. 

▶ View an item's Serial Number by right-clicking an item and selecting View Serial Numbers from the context menu. 

▶▶ Warning: This feature changes the view to: Display Serial Numbers and will do so regardless of whether the item has Serial Numbers or not.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Default.

3. Select a specific date next to Date.

4. Adjust the other Filters as needed.

5. Click View (button).

How to Display Inventory Transactions

ℹ️ This report shows a list of all the inventory transactions. 

▶ The statuses of the inventory transactions are colour-coded.

▶ Inventory quantities that were entered during a stock-check procedure are highlighted.  

▶ Items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard from the context menu. 

▶ The transactions can be opened by right-clicking a transaction and selecting Open Transaction from the context menu.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Transactions.

3. Change any of the Filters (optional).

4. Click View (button).

How to Display Stock-Check Transactions

ℹ️ This report is similar to the report you get from Main Menu > Items > Stock Check. However, this report has more date filters and lacks editing and creating features.

▶ Items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard from the context menu. 

1. Navigate to Inventory Reports.

2. Click Menu (button) > Stock Check.

3. Change any of the Filters (optional).

4. Click View (button).

How to Display Batch Items

ℹ️ This report shows inventory transactions where the items are tracked in Batches. It displays the transactions on the left, with detailed movements on the right.

▶ Individual items can be opened by right-clicking an item and selecting Open Item from the context menu. 

▶ Notes can be viewed by right-clicking an item and selecting View Note from the context menu.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Batch Items.

3. Select a Category and Location (optional).

4. Click View (button).

How to Display Serial Numbers

ℹ️ This report shows inventory transactions where the items are tracked by their Serial Numbers.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Serial Numbers.

3. Select an Item (optional).

4. Select a Transaction Type (optional).

5. Click View (button).

How to Display Inventory Ledger (Accounting) Balances

ℹ️ This report shows the Ledger Accounts for stock-on-hand accounts (i.e. inventory accounts that appear on the Statement of Financial Position).

▶ Individual items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard from the context menu. 

▶ The transactions can be opened by right-clicking a transaction and selecting Open Transaction from the context menu.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Accounting.

3. Select a Date and an Account from the dropdown list of Inventory Accounts.

4. Click View (button).

How to Display Replenishment Reports

ℹ️ This report shows a list of items that have stock Transactions or Quantities in stock. It is also used to replenish stock by creating a Purchase Order or Work Order from the report.

Negative inventory Quantities and Values are shown in red. 

▶ Items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard from the context menu.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Replenishment.

3. Adjust any of the Filters (optional).

4. Click View (button).

How to Display Stock Shortages or Surpluses

ℹ️ This report shows a colour-coded list of items marking those that are over or under their optimum levels.

It includes functions to set Minimum and Reorder Quantities (see below).

▶ Items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard from the context menu.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Over/Under.

3. Change any of the Filters (optional).

4. Click View (button).

How to Display Inventory Ageing

ℹ️ This report shows a colour-coded list of inventory items grouped by how long the items have been in stock. 

▶ Items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard from the context menu.

1. Navigate to Inventory Reports.

2. Click Menu (button) > Ageing.

3. Change any of the Filters (optional).

4. Click View (button).

How to Display Inventory Setups

ℹ️ This report shows a list of the inventory transaction types, the linked Ledger Accounts, and how they affect Inventory Movements. The report is read-only. 

1. Navigate to Inventory Reports.

2. Click Menu (button) > Setup.

How to Export an Inventory Report

1. Display any of the Inventory Reports (as explained above).

2. Click Menu (button) > 

   • Email Excel to open your default email template with the current view attached as a .xlsx file, or

   • Export Grid to choose a save location for the .xlsx file on the server.

How to Update the Status of Inventory Items

1. Navigate to the Default Inventory Report (see How to Display an Inventory Summary (Default View)).

2. Select the Items you want to change.

3. Click Actions (button) > Batch Update.

4. Select Status from the dropdown list next to Batch Update.

5. Click the Active checkbox (A checkmark = only Active Items are shown).

6. Click the Update (button).

7. Confirm the update.

How to Update the Bin Number of Inventory Items

1. Navigate to the Default Inventory Report (see How to Display an Inventory Summary (Default View)).

2. Select the Items you want to change.

3. Click Actions (button) > Batch Update.

4. Select  Bin No. from the dropdown list next to Batch Update.

5. Type in a new Bin Number in the block provided.

6. Click the Update (button).

7. Confirm the update.

How to Create a Purchase Order from a Replenishment or an Inventory Over/Under Report

1. Navigate to Inventory Reports.

2. Click Menu (button) > Replenishment or Menu (button) > Inventory Over/Under report.

3. Select an Item on the list that is purchased.

4. Click Actions (button) > Create a Purchase Order (INV) (PO-INV). 

5. Confirm the creation on the popup.

How to Create a Work Order from a Replenishment Report or an Inventory Over/Under Report

1. Navigate to Inventory Reports.

2. Click Menu (button) > Replenishment or Menu (button) > Inventory Over/Under report.

3. Select an Item on the list that must be manufactured (as opposed to purchased).

4. Click Actions (button) > Create a Work Order (WO).  

5. Confirm the creation on the popup.

How to Set Minimum Order Quantities from an Inventory Over/Under Report

1. Display an Inventory Over/Under report (See How to Display Stock Shortages or Surpluses).

2. Select the Items to change (use ctrl + left click for multi-selections).

3. Click Actions (button) > Set Minimum = Suggested.

   1. Note:  The Minimum Quantity will be changed to equal the amount in the Suggested column. If the Suggested or Minimum columns are not displayed, use the Field Chooser (*) to include them.

4. Confirm that you want to action the records on the popup.

How to Set Reorder Quantities from an Inventory Over/Under Report

1. Display an Inventory Over/Under report (See How to Display Stock Shortages or Surpluses).

2. Select the Items to change (use ctrl + left click for multi-selections).

3. Click Actions (button) > Set Reorder = Suggested.

   1. Note:  The Reorder Quantity will be changed to equal the amount in the Suggested column. If the Suggested or Reorder columns are not displayed, use the Field Chooser (*) to include them.

4. Confirm that you want to change the records on the popup.

How to Create Conditional Formatting

ℹ️ The options available under conditional formatting change depending on which report you are viewing. This feature allows you to edit or remove rules and to change the colour choices.

1.  Navigate to any of the Inventory Reports (as explained above).

2. Click Menu (button) > Conditional Formatting.

3. Select the rules you want to view on the dropdown list next to Show formatting rules for:

4. Click any of the buttons as applicable: 

   • New Rule: Create your own rule.

   • Edit Rule: Change the existing rule.

   • Delete Rule: Remove the rule.

5. Click OK (button).

Example of conditional formatting:

1. Display an Inventory Over/Under report (See How to Display Stock Shortages or Surpluses).

2. Click Menu (button) > Conditional Formatting.

3. Accept the default All next to Show formatting rules for:

4. Click Edit Rule (button).

5. Double click the first entry Colour Scale: 

5.1. Leave the option under Select a Rule Type to: Format all cells based on their values via two colour scale 

5.2. Click the arrow in the Minimum column next to the colour block and select a different pre-defined colour

or click Menu (...) and click inside the colour box to select a custom colour.

5.3. Click the arrow in the Maximum column next to the colour block and select a different pre-defined colour

or click Menu (...) and click inside the colour box to select a custom colour.

6. Click the Apply (button) to see the effect of the changes (this action saves the changes and you can no longer cancel them).

7. Click OK (button) to accept the changes or Cancel (button) to reject the changes.

Related Topics

• Reference: Inventory Reports