The Inventory reports tell you what stock you hold, where it is, what it is worth, how it got there, and what needs attention: items running low, items not selling, items the books think you have fewer than none of, and stock written off. Use them for month-end stock valuation, before a stocktake, when deciding what to reorder, and when the stock value in your books does not agree with the shelf.
Only items that track stock are included. Services and other items with no quantity to count are left out.
Where to find them
- Reports ▸ Inventory lists Inventory Valuation Summary, Inventory Valuation Detail, Inventory Stock Status by Item, Inventory Stock Status by Vendor, Physical Inventory Worksheet, Pending Builds, Stock by Location, Stock Movement Summary, Stock Adjustment Detail, Slow-moving Stock, Inventory Aging and Negative Stock. The same submenu opens four inventory screens that are not Report Centre reports; they are listed at the end of this article.
- Reports ▸ Report Centre, category Inventory, has all fourteen reports, including Days of Stock Cover and ABC Analysis, which are not on the menu. The menu's Inventory Stock Status by Item is called Stock Status by Item in the Report Centre.
How stock is valued and counted
- On hand is the live quantity, the same figure the rest of SeroBooks uses when you sell or transfer.
- Value at cost is the quantity times the item's cost as set on the item. It is not a weighted average of past bills. Value at retail uses the item's selling price.
- Reports that show Current in the Report Centre have no date: they show stock as it is now. Reports with a period show movement in that period.
- Location: most reports follow the location picker at the top of the window. With All locations chosen, quantities are added across every store and warehouse. Stock by Location and Inventory Stock Status by Vendor always show every location; Pending Builds has no location filter.
For the toolbar, search, sorting and export, see Running a report.
Valuation
Inventory Valuation Summary
What it answers: what your stock is worth right now, item by item.
Date: none (current). Filters: location. The subtitle names the location, or says All locations.
Columns:
| Column | What it shows |
|---|---|
| Item | The item (and its variant, where it has variants). |
| Code | The item's SKU or code. |
| Category | Its category. |
| On hand | Current quantity. |
| Unit | Its unit of measure. |
| Unit cost | The item's cost. |
| Value at cost | On hand times unit cost. |
| Value at retail | On hand times selling price. |
| % of stock | This item's share of the value of the stock you hold. |
Rows: one per item with a quantity other than zero, alphabetically, then a TOTAL row.
Notes under the report:
- When your Inventory Asset account is set in Accounting Setup, the report compares its total value at cost with that account's balance. It says Agrees with the Inventory Asset account in the ledger, or gives both figures and the difference. A difference usually means stock arrived without a bill or opening-stock entry, or an opening balance was never journalled.
- Items with a negative quantity are counted in the value total but get no % of stock, and a note says how many there are. Fix them with an adjustment; until then the valuation is understated.
Drill down: click an item to open it, with its history and movements (see An item's history and drill-down).
Inventory Valuation Detail
What it answers: every movement in and out of stock in a period, item by item.
Date: a period. Filters: location. (Opened from another report, it can be narrowed to one item.)
Columns:
| Column | What it shows |
|---|---|
| Date | The document's date. |
| Type | Bill, Opening Stock, Debit Note (returned to a vendor), Invoice, Credit Note, Stock Adjustment, Transfer Out or Transfer In. |
| Num | The document's number. |
| In / Out | The quantity that came in or went out. |
| Running | The running total of movement for the item. |
| Unit price | The price on the line. |
Rows: one section per item, then a Net movement line with the total in, total out and net for the period.
Drill down: click a line to open the document that moved the stock.
Stock Movement Summary
What it answers: the stock reconciliation. For each item: opening quantity, plus everything in, less everything out, equals closing.
Date: a period. Filters: location.
Columns:
| Column | What it shows |
|---|---|
| Item, Code | The item. Click the name to open it. |
| Opening | Quantity at the start of the period. |
| Received | Bills received, opening stock and builds. |
| Returned to suppliers | Vendor credits (negative). |
| Sold | Invoices (negative). |
| Returned by customers | Credit notes. |
| Adjusted | Stock adjustments. |
| Transferred | Transfers in less transfers out. |
| Closing | Quantity at the end of the period. |
| Closing value at cost | Closing quantity times the item's cost. |
A movement column is blank when nothing of that kind happened.
Rows: one per item, then a TOTAL row.
Drill down: click an item that moved to open Inventory Valuation Detail for that item and period, with every document behind the figures.
Stock
Inventory Stock Status by Item
Shown in the Report Centre as Stock Status by Item.
What it answers: which items you need to buy: a buying list, not a catalogue.
Date: none (current). Filters: location.
Which items are listed: items with nothing (or less than nothing) on hand, and items whose on hand plus on order is below their reorder point. Items comfortably in stock are left out; the note says how many were listed.
Columns:
| Column | What it shows |
|---|---|
| Item, Code, Category | The item. |
| On hand | Current quantity. |
| Reorder point | The item's Warn me below quantity, from the Reordering section of the item form. |
| On order | Quantity on open purchase orders not yet received, for the location in the picker (every location when it is on all). These are the same orders, and the same quantities, as Qty to come on the Open Purchase Orders reports. |
| Shortfall | Reorder point less (on hand plus on order). |
| Value at cost | On hand times cost. |
Drill down: click an item to open it.
Related: Reorder Levels goes further, using the item's forecast and lead time to say when to order and how many.
Inventory Stock Status by Vendor
What it answers: your stock grouped by the vendor you buy each item from, ready for placing orders vendor by vendor.
Date: none (as of today). Filters: none; every location is included.
Rows: one section per vendor, alphabetically. An item's vendor is the one it was last bought from; items never bought are under (no vendor).
Columns:
| Column | What it shows |
|---|---|
| Item | The item (and variant). |
| SKU | Its code. |
| Reorder Pt | The item's reorder point (Warn me below). |
| On Hand | Quantity across all locations. |
| Order | A tick when on hand is at or below the reorder point. |
| On PO | Quantity on open purchase orders not yet received: the same orders the Open Purchase Orders reports list. |
| Next Deliv | The earliest expected delivery date of those orders. |
Physical Inventory Worksheet
What it answers: a count sheet to print and take to the shelves.
Date: none (current). Filters: location. The subtitle names the location and today's date.
Columns: Item, Code, Category, Unit, On hand per system and Physical count, which is a blank line for you to write on.
Rows: every stock item, including those at zero, grouped by category.
Drill down: click an item to open its movement history. This helps when a count disagrees with the system.
To count your stock:
- Choose the location in the location picker at the top of the window.
- Open Reports ▸ Inventory ▸ Physical Inventory Worksheet and click Print.
- Count each shelf and write the real quantity in Physical count.
- Enter the differences with Adjust Quantity/Value on Hand.
Stock by Location
What it answers: where your stock physically is.
Date: none (current). This report always shows every location, one column each.
Columns: Item, Code, one column per location, Total and Value at cost.
Rows: one per item that has stock somewhere, then a TOTAL row with each location's total.
Drill down: click a quantity under a location to open the item's stock card at that location: every movement on that shelf. Click the item's name or the row to open the item.
Slow-moving Stock
What it answers: items in stock that sold nothing at all in the period: money sitting on a shelf.
Date: a period. Filters: location.
Columns: Item, Code, Category, On hand, Sold in period (always blank, by definition), Last sold and Tied-up cash (on hand at cost).
Last sold is the last time the item ever sold, not just within the period. Never means it has never been sold.
Rows: the most money tied up first, then a TOTAL TIED UP row. An item that sold and was then returned in full did move, so it is not listed.
Drill down: click an item to open it.
Days of Stock Cover
Report Centre only.
What it answers: how long the stock you have will last, at the rate it sold in the period.
Date: a period (the sales rate is taken from it). Filters: location.
Columns:
| Column | What it shows |
|---|---|
| Item, Code | The item. Click the name to open it. |
| Sold in period | Units sold, net of returns. |
| Per day | Sold in period divided by the days in the period. |
| On hand | Current quantity. |
| Reorder level | The item's reorder point. |
| Days of cover | On hand divided by the daily rate. |
| Runs out about | Today plus the days of cover. |
Rows: the item running out soonest first. Items that did not sell in the period have no rate and are listed last.
Drill down: click an item that sold to open Sales by Item Detail for it and the period; for an item that did not sell, the item opens.
ABC Analysis
Report Centre only.
What it answers: which few items make most of your sales, and which make up the long tail.
Date: a period. Filters: location.
Items are ranked by sales excluding tax, net of returns. A items together make the first 80% of sales, B the next 15%, C the last 5%.
Columns: Item, Class, Units sold, Sales excl. tax, Share, Cumulative share, On hand and Stock value at cost (today's).
Rows: three sections, A, B and C, each with its item count and a subtotal, then a TOTAL row. Items that sold nothing are not ranked; see Slow-moving Stock for those.
Drill down: click an item to open it; click its Sales excl. tax to open Sales by Item Detail for it.
Inventory Aging
What it answers: how long stock has been sitting, by age bracket.
Date: none (as of today). Filters: location.
Each item is aged from the last time it was received, by bill or opening stock.
Rows: sections 0 – 30 days, 31 – 90 days, 91 – 180 days, 181 – 365 days, Over a year and No receipt on record (stock that arrived without a bill or opening-stock entry, so there is nothing to age it from). Within each, the largest value first, with a subtotal. A TOTAL row closes the report.
Columns: Item, Code, On hand, Last received, Days and Value at cost.
Drill down: click an item to open it.
Negative Stock
What it answers: items the books believe there are fewer than none of.
Date: none (current). Filters: location.
Columns: Item, Code, Location, On hand (negative) and Value at cost.
Rows: one per item per location, most negative first. The total line counts the shelf locations affected.
Drill down: click a line to open the item's stock card at that location, with every movement there.
Why it matters: negative stock usually means goods were sold before the bill or receipt was entered, or were received at a different location. Until the receipt or a count corrects it, both the stock value and the cost of goods sold are wrong.
Adjustments
Stock Adjustment Detail
What it answers: everything written off or corrected in a period, and why.
Date: a period. Filters: location.
Columns:
| Column | What it shows |
|---|---|
| Date | The adjustment date. |
| Reference | Its reference. |
| Location | Where the stock was adjusted. |
| Type | The adjustment's type. |
| Reason | The start of the note on the adjustment. |
| Item | The item. Click it to open the item. |
| Qty removed | The quantity the adjustment took out. |
| Value at cost | Quantity times the cost recorded on the adjustment. |
Rows: one per adjustment line, then a TOTAL row. When an amount was recovered on the adjustments (insurance, a vendor credit or salvage), a note gives the total recovered.
Drill down: click a line to open the adjustment.
Assemblies
Pending Builds
What it answers: builds that were saved but not yet finished.
Date: none (current). Filters: none.
Columns: Date, Num, Item (what is being built), Qty and Memo. A note gives the number of pending builds.
Drill down: click a build to open it and finish it. See Build Assemblies.
Other screens on this menu
Inventory Reports
Reports ▸ Inventory ▸ Inventory Reports opens the inventory screen of the report tabs: each item's on hand, unit cost, stock value and retail value, with each row opening the item's ledger across every location. See The Sales, Purchases, Inventory, Damaged and Tax report screens.
Damaged Goods
Reports ▸ Inventory ▸ Damaged Goods lists stock written off as damaged, with the loss value, the warehouse, the invoice and customer it came back from, and the reason. See The Sales, Purchases, Inventory, Damaged and Tax report screens.
Serial Number Lookup
Reports ▸ Inventory ▸ Serial Number Lookup finds a serial number and shows where it came from and where it went. See Serial Number Lookup.
Lot Expiration
Reports ▸ Inventory ▸ Lot Expiration lists lots and their expiry dates. See Lot numbers and expiry.
Common problems
Inventory Valuation Summary does not agree with the Inventory Asset account. Read the note: it gives both figures. The report values stock at each item's current cost, while the books recorded the cost on each bill when the goods arrived, so a small difference is expected when costs change. A large one usually means stock was added without a bill or opening-stock entry, or opening stock was never journalled. Run Control Account Reconciliation in the Accountant & Taxes reports.
Inventory Valuation Detail does not end at the quantity on hand. It is not meant to: its running column starts at zero at the beginning of the period. Use Stock Movement Summary to see opening and closing quantities.
An item is missing from Inventory Stock Status by Item. It is comfortably in stock, or it has no reorder point. Set Warn me below on the item to have it watched.
Negative quantities appear. Open Negative Stock, click each line and look at the movements at that location. Usually a bill or receipt is missing or was entered at the wrong location.