Stock by Department — where your stock is

A single grid that shows how much of every item you hold in each department (store, bar, kitchen, housekeeping…). Each item is a row, each department is a column, and every cell is the on-hand quantity in that department — shown in your own units (e.g. 12crate,6can). Click any cell to see exactly how that quantity got there.

Use it to answer "Where is my stock right now?" at a glance — which store has the cooking gas, which bar is short on bottles, what's sitting in the wrong department.

Before you start

• You need permission to view inventory reports (the same access that opens Stock on Hand). If the menu item is missing, ask your administrator.
• Quantities show in package units (crate, can, carton…) when the item has its packages set up on the item card. Items without packages just show the plain number followed by the base unit.
• Only departments that actually hold stock appear as columns, so the grid stays as narrow as your business really is.

Steps

1. Open Reports → Stock by Department.
2. Pick the As at date (top-left). The grid shows the on-hand balance as it stood at the end of that day. It defaults to today.
3. Leave Non-zero only ticked to hide items you hold nowhere; untick it to list every item.
4. Read the grid: items are grouped by Category, the Item column is frozen on the left so it stays visible as you scroll across departments, and the Total column on the right is the item's stock across all departments.
5. Drill into a number — click any blue quantity in a department cell. A panel opens showing the stock ledger: every receipt, issue, transfer and adjustment that built up that balance, with running total. This is the audit trail behind the figure.
6. Open the source document — in the ledger panel, click the ↗ icon at the start of a row to open the transaction that created that movement — the invoice, purchase, adjustment, transfer or consumption — in a focused window over the report. Your report and the ledger stay open behind it; close the window to return to exactly where you were. Sales movements (deliveries) open the parent invoice they belong to.
7. Export with the toolbar buttons (Excel / CSV) — the export carries the same unit formatting you see on screen.

Tips

• Hover over any quantity to see the exact raw number in a tooltip — handy when the unit breakdown rounds to something like 2crate.
• Use the search box to jump to an item or category; type part of the name.
• Drag the Category header into the group bar (or out of it) to regroup the list the way you prefer.
• A dash (—) in a cell means that department holds none of that item.

Common problems

• A department I expected is missing as a column → it currently holds no stock of any item as at the chosen date. Move some stock in (or change the date) and it will appear.

• A quantity shows as a plain number, not units like 12crate → that item has no packages defined. Open the item card and add its packages (e.g. Crate = 12), and the report will break the quantity into units automatically.

• A quantity is red and in brackets, like (49carton,10btl) → that is a negative balance: the department has issued or sold more of the item than it ever received. It is not a display fault. Something upstream was never recorded — a purchase, an opening count, or the transfers that should have moved the stock from the store to that department. Click the cell, read the ledger, and you will see issues with no matching receipts.

  Fix it by counting what is physically there and posting an inventory adjustment to set the quantity to the true figure, then make sure stock is transferred into the department before it is sold from there.

  Until you do, anything you transfer in keeps looking like it disappeared: a department at −1,186 that receives 120 is still negative, so it still reads as short.

• The number looks wrong / too low → click the cell and read the ledger. It lists every movement behind the figure, which is the fastest way to find the receipt or issue that is missing.

• The menu item is greyed out or missing → you don't have the inventory reports permission. Ask your administrator to grant it.