Reports

Inventory reports show your stock, its value and every change to it, by folder and by period. There is one tab per report, plus monthly snapshots of the whole inventory. Every report can be searched, sorted, printed and exported to Excel. This is the controller's and the warehouse manager's view of the store: book stock and its value right now, what is below its minimum, the full movement history behind every figure, and a month-end close that can be checked months later.

Where to find it: Workspace → Logistics → Inventory → Reports. It only appears when the Inventory module is on (Warehouse settings → General). An administrator can also take it off the menu with Hide from the menu. The page then still opens from a link.

Who can use it

• Anyone with any Warehouse permission can open the reports. Quantities and values are shown to everyone who can open the page.
• User activity is only shown to administrators. The tab is not there for anyone else, and its data is refused.
• A role with Does not see → Inventory ticked never sees this page.
• Nothing here changes stock, so no operating permission is needed.

Where it sits in the operation

Every quantity change in the Inventory comes down to one row in one ledger. That covers a delivery received on a purchase order, a pick, a correction, a stock count, a folder move, a tool checked out to a job or back. Each row holds the item, what happened, the signed change, the quantity after it, the value of one at that moment, the folder(s), the person (or source such as an AI assistant or the scanner), the reason and the note. Reports read either that ledger (for anything about change over a period) or the items as they stand now (for anything about current stock). Nothing is calculated twice in different ways.

What you see

A row of report tabs, and two pickers on the right: the period (This month, Last month, This year, Last 12 months, All) and the folder (Everything or one folder, with its subfolders). Change either and the open report reloads. The page opens on Inventory summary for This month. Periods are local calendar days in your workspace's time zone. A move at 00:30 local time belongs to that day.

The reports

How each report counts

• Inventory summary. One row per folder, holding the items that sit directly in that folder, plus a "No folder" row. A subfolder is its own row and is not added into its parent. Choosing a folder shows that folder and all its subfolders. Quantity adds up quantities as they are, across units. 10 pcs and 5 kg give 15, so read Quantity per folder of like items and rely on Value for totals.
• Low stock. Items that have a Minimum and whose quantity is strictly below it. Short = Minimum − Quantity. Value = Short × Value of one, which is the cost to refill to the minimum (not to the reorder quantity).
• Transactions. Ledger rows with a quantity change. Change is signed (+ / −), After is the item's quantity right after that row. For a folder move the Folder column shows "from → to". By shows the person. For a row without a person it shows the source in capitals (for example SYSTEM). Note holds the reason and the note together. Up to the newest 5000 rows per view. Narrow the period for older history.
• Activity history. All ledger rows including those with no quantity change: an item created with no opening stock, a whole item moved to another folder, an item deleted or restored.
• Item flow. Per item, In = all increases (received, checked in, counted or corrected upward, opening quantity), Out = all decreases. Folder moves are left out, because they do not change what you own. The folder filter uses the folder the item is in today.
• Move summary. Folder-to-folder moves in the period, grouped by origin and destination. When only part of an item moved, the moved quantity is valued at the value of one recorded on the move. When a whole item moved, the item's quantity and value as they are now are used.
• Jobs. Every job, open and closed, with Out now and Value used as on the Jobs screen.
• User activity. Number of ledger rows per person and kind of action in the period, including deletes and restores.

Stock valuation

Value is quantity times the item's Value of one. That is the method throughout the App: one value per item, set on the item card. There is no FIFO, LIFO, moving-average or standard-cost layer, and no landed-cost allocation. Stock received from a purchase order is recorded at the order's price on the ledger row (so Move summary and the AI Reports movement values use it), but receiving does not change the item's Value of one. If your purchase price moves, update Value of one on the item and every stock report follows.

Monthly snapshots

• On the first day of each month the whole inventory is kept as it was at the end of the month before. In practice, the first scheduled run of the workspace on the 1st copies every item as it stands at that moment (name, SKU, folder, quantity, value) and files it under the month that just ended. The last 13 months stay here, newest first. Older ones are removed.
• Each month shows its number of items and total value. Click CSV next to a month to download the list (id, item, SKU, folder, quantity, value).
• Before the first one there is: "The first snapshot is taken at the start of next month."
• Snapshots are only taken while the Inventory module is on. A month that passes with the module off gets no snapshot, and it is not filled in later.
• A snapshot is frozen. Later corrections, counts or changes to Value of one do not change it.
• An administrator can have each new snapshot e-mailed to chosen team members as a spreadsheet file (CSV), with the month's item count and value in the message and a link back to Reports (see Warehouse settings → Inventory).

Find out why a quantity changed

1. Open Reports and click Transactions.
2. Choose the period and, if you know it, the folder.
3. Type the item's name in the search box.
4. Read the rows: what happened, the change, the quantity after, who did it and the note.
5. If the item was deleted, moved as a whole or created without stock, switch to Activity history. Those rows have no quantity change.

Close the month

1. Before the 1st, finish open stock counts and receive what has physically arrived on purchase orders, so the snapshot is right.
2. On the 1st, open Monthly snapshots and download the month's CSV for your accounts (or take it from the e-mail).
3. Compare its value with last month's. Explain the difference with Item flow for Last month (what came in and went out) and Transactions filtered on Corrected and Counted rows.

Export a report

1. Open the report and set the period and folder.
2. Use the export menu of the list to save to Excel or to print. All columns are exported. What you filtered and searched is what you export.

Controls and exceptions

• The Inventory summary always shows the stock as it is now. For a past date use a monthly snapshot.
• Nothing in these reports can be edited. To fix a stock figure, use Update quantity (Corrected) or a stock count. The fix then appears as its own row, so the history stays complete.
• If the physical stock and the book stock disagree, do not edit history. Count, correct, and use the Note for the reason. Transactions will show the before (After of the last row) and the correction.
• Values are shown in the workspace currency. Low stock and Inventory summary use today's Value of one, so changing an item's value changes them immediately but never changes a snapshot.
• Tools checked out to jobs are not on the shelf and not in Inventory summary, Low stock or snapshots. A tool can appear "low" while most of the set is on a site.

For the manager

• Weekly: Low stock, then use Order what is low in Purchase orders. Short × Value of one is your refill budget.
• After each count: Transactions for the period, looking at Counted rows. A pattern of downward corrections on the same items or folders points at shrinkage or unrecorded issues.
• Monthly: the snapshot value as the month-end inventory figure, and Item flow over the last 12 months to find slow movers (low Out, few Moves). Those are your ABC candidates for less shelf space or no reorder.
• Accountability: User activity (admins) shows who records what. A storekeeper with many Corrected and few Taken out rows is fixing figures instead of recording issues.
• AI Reports: the items and the ledger are also available under AI Reports → All business data as "Inventory items (Warehouse)" (items, quantity, stock value, below minimum) and "Inventory movements (Warehouse)" (moves, quantity and value in and out by kind, item and source), for questions across modules.

Glossary

Book stock

The quantity the system holds for an item, the result of every ledger row so far.

Ledger

The append-only list of every stock change, with the signed change and the quantity after it.

Value of one

The single value an item carries. Stock value = quantity × Value of one.

Minimum

The level below which an item counts as low stock and a notification goes out once.

Short

Minimum minus quantity, for an item below its minimum.

Item flow

Increases and decreases per item over a period, without folder moves.

Move summary

Quantity and value moved between folders, by origin and destination.

Snapshot

A frozen copy of every item's quantity and value, filed under a month.

Shrinkage

Stock lost without a recorded issue. It shows up as downward corrections and counts.

Slow mover

An item with little outflow over a long period. Item flow over 12 months finds them.

Folder

A place or group in the inventory (a room, a shelf, a van). Folders nest. A filter on one includes its subfolders.

Related screens

• Items: the stock, Value of one and Minimum.
• Stock counts: correct book stock to physical stock.
• Purchase orders: Order what is low, receive at the order price.
• Jobs: tools out in the field.
• Pick lists: issues that show up in Transactions.
• Warehouse settings: snapshot e-mail.
• All screens