Inventory Reports Tutorial

Overview

Inventory reports are documents or records that track the quantity, status and value of items in stock. These reports help organisations monitor inventory levels, manage stock efficiently and identify trends such as overstocking or stockouts. The reports typically include details like product names, quantities on hand, reorder points and financial value of inventory. Inventory reports are crucial for decision-making, budgeting and ensuring smooth supply chain operations.

💡These tutorials explain the available inventory reports and how to customise the reports.

Navigation Example

Main Menu > Procurement > Inventory Reports or Main Menu > Reports > Inventory

How to View an Inventory Summary (Default View)

Info

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

By default:

  • Negative inventory quantities appear 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.
  • View an item's Serial Number by right-clicking an item and selecting View Serial Numbers.
    • 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 View an Inventory Summary with Inventory Movements (Default View)

Info

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

By default:

  • Negative inventory quantities appear 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.
  • View an item's Serial Number by right-clicking an item and selecting View Serial Numbers.
    • 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 View Inventory Transactions

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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.
  • The transactions can be opened by right-clicking a transaction and selecting Open Transaction.
  1. Navigate to Inventory Reports.
  2. Click Menu (button) > Transactions.
  3. Change any of the Filters (optional).
  4. Click View (button).

How to View Batch Items

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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 for the transaction that was clicked.

Context Menu (right-click an entry)

  • View Note: Displays any notes and lets you edit and create notes.
  • View Item Summary: Opens the item's summary.
  • Open Transaction: Opens the original transaction.
  • Open Item: Opens the item's setup page.
  1. Navigate to Inventory Reports.
  2. Click Menu (button) > Batch Items.
  3. Select a Category and Location (optional).
  4. Click View (button).

How to View Serial Numbers

Info

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 View Inventory Ledger (Accounting) Balances

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This report shows the Ledger Accounts for stock-on-hand accounts (that is, 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.
  • The transactions can be opened by right-clicking a transaction and selecting Open Transaction.
  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 View Replenishment Reports

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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 appear in red.

  • Items can be opened by right-clicking an item and selecting Open Item or Open Item Dashboard.
  1. Navigate to Inventory Reports.
  2. Click Menu (button) > Replenishment.
  3. Adjust any of the Filters (optional).
  4. Click View (button).

How to View Stock Shortages or Surpluses

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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.
  1. Navigate to Inventory Reports.
  2. Click Menu (button) > Over/Under.
  3. Change any of the Filters (optional).
  4. Click View (button).

How to View Inventory Ageing

Info

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.
  1. Navigate to Inventory Reports.
  2. Click Menu (button) > Ageing.
  3. Change any of the Filters (optional).
  4. Click View (button).

How to View Inventory Setups

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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 View 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 appear).
  6. Click 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 View 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. Enter a new Bin Number in the block provided.
  6. Click 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 View Stock Shortages or Surpluses).
  2. Select the Items to change (use Ctrl + left-click for multi-selections).
  3. Click Actions (button) > Set Minimum = Suggested.
    • Note: The Minimum Quantity is changed to equal the amount in the Suggested column. If the Suggested or Minimum columns do not appear, 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 View Stock Shortages or Surpluses).
  2. Select the Items to change (use Ctrl + left-click for multi-selections).
  3. Click Actions (button) > Set Reorder = Suggested.
    • Note: The Reorder Quantity is changed to equal the amount in the Suggested column. If the Suggested or Reorder columns do not appear, use the Field Chooser (*) to include them.
  4. Confirm that you want to change the records on the popup.

How to Create Conditional Formatting

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The options available under conditional formatting change depending on which report you are viewing. This feature lets you 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:
    Field Description
    New RuleCreate your own rule.
    Edit RuleChange the existing rule.
    Delete RuleRemove the rule.
  5. Click OK (button).

Example of conditional formatting:

  1. Display an Inventory Over/Under report (See How to View 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:
    1. Leave the option under Select a Rule Type to: Format all cells based on their values via two colour scale
    2. Click the arrow in the Minimum column next to the colour block and select a different predefined colour or click Menu (...) and click inside the colour box to select a custom colour.
    3. Click the arrow in the Maximum column next to the colour block and select a different predefined colour or click Menu (...) and click inside the colour box to select a custom colour.
  6. Click 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.

How to Rebuild Inventory Items

  1. Navigate to Inventory Reports.
  2. Set the filters as needed.
  3. Click View (button).
  4. Hold down the Ctrl key and click the items to rebuild.
  5. Click Actions (button) > Rebuild multi-selected Items.
  6. Confirm the rebuild.

How to Rebuild the Inventory Report

  1. Navigate to Inventory Reports.
  2. Click Menu (button) > Rebuild All.
  3. Click Yes (button) on the confirmation message.

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