View the stock movements ledger
What you will have: You can find who moved a stock, when, by how much and why.
A stock difference is explained quickly, with facts rather than suspicions.
Before you start
Why this matters
"Where did my cartons go?" The movements ledger answers: every stock change is written there automatically, with the operation that caused it, its author and its date. It is the first place to look when a stock does not match what you expected.
Summary
The movements ledger is the register of all stock entries and exits: what, how many, in which warehouse, by whom and why. Every quantity change of a batch is written there automatically, whatever operation caused it. It is the place to look when a stock does not match what you expected.
Prerequisites
- The
stocks.viewpermission. - You only see the movements of the warehouses your account can access.
Steps
- Catalog › Inventory & Stocks (
/stocks), menu More options › View › Stock movements ledger (/stocks/journal). - Filter if needed by Movement type, Direction (Entry or Exit), Warehouse and period (From / To), or search for a product.
- Click the source of a movement to open the order or transfer that caused it.
For a single item: open its page from Inventory & Stocks, History tab, which shows how its quantity evolved.
The columns
| Column | Content |
|---|---|
| Date | When the movement happened |
| Type | Nature of the movement (see below) |
| Product | The item concerned |
| Quantity | Change, positive for an entry, negative for an exit |
| Warehouse (from → to) | Source and destination warehouse |
| By | The person who did the operation |
| Reason / Source | The original document (order, transfer, voucher, declaration, inventory) and the reason |
| Balance after | Quantity of the item in that warehouse right after the movement |
Movement types
| Type | Produced by |
|---|---|
| Purchase | A purchase reception or the receipt of a purchase order |
| Sale | An invoiced order |
| Return | Stock given back by an order: product return, cancellation, or reduced quantity on an invoiced order |
| Transfer out / Transfer in | A completed transfer, one line in each warehouse |
| Inventory | The validation of an inventory |
| Manual | A stock entry (entry voucher) or an edit of the item's page |
| Loss | The validation of a scrapped loss |
| Requalification | Goods leaving or returning to the sellable stock (loss declaration, rejection) |
| Production — component consumed / finished good | A production order |
| Lot deleted | A stock line deleted from an item page |
| Adjustment, Initial, Unknown | Older entries or operations with no known cause |
The Movement type filter offers Purchase, Sale, Transfer in, Transfer out, Return, Adjustment, Inventory, Manual, Initial and Unknown. The other types appear in the list but cannot be filtered.
Edge cases and common mistakes
- A movement with a zero quantity. It is a status change of a batch (for example goods made sellable again): the quantity does not move, its availability does.
- The source is not clickable. Only orders and transfers open their page from the ledger; for other documents, the reference is shown as text.
- The cost of a movement no longer changes. The unit cost is frozen at the time of the movement: correcting a purchase price later does not rewrite the past.
- I cannot see the movements of another shop. Its warehouses are not among those your account can access.
FAQ
Who took stock out of this item? Filter the ledger on the warehouse and the Exit direction, then search for the item: the By column gives the author, Reason / Source the reason.
Can I export the ledger? Yes: More options › Export, as Excel, CSV or PDF. The export keeps the current filters (see "Export stock and movements").
See also
- Correct a stock quantity
- Export stock and movements
- Transfer stock between warehouses
- Declare a loss or damage
- Run an inventory
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