A snapshot of every item, in every department, as at a date you choose, with its quantity, average cost and value. Click any quantity to see the ledger of movements behind it.
Before you start
- You need permission to view inventory reports.
- Quantities appear in your own package units (carton, crate, bottle…) when the item has packages set up on its item card.
The report covers stock items only. Services, charges and fees never appear — they have no physical stock to hold.
Steps
- Open Reports → Stock on Hand.
- Set As at — the balance as it stood at the end of that day. Defaults to today.
- Pick a Department, or leave it on All Departments.
- Leave Non-zero only ticked to hide items you hold none of. Untick it to see every item, including the ones sitting at exactly zero.
- Choose Group by if it helps: Automatic groups by department while you are looking at all departments and shows a flat list once you pick one. You can also group by item, category, or turn grouping off.
- Click any quantity to open the ledger behind it.
Reading the totals
Two figures, deliberately kept apart:
- On hand — the value and quantity of everything you actually hold (positive rows only).
- Shortfall — the negative rows added up. This is the size of the hole, not stock you own.
They are not netted together, because a single combined figure would be real stock minus a data error, and you could not see either half.
Next to them sit two buttons that are also filters:
- N negative — click to show only the negative rows, click again to clear.
- N no cost — items you hold at an average cost of zero. The quantity is real but the value reads as nothing, so they silently understate your total and never appear near the top of a value-sorted list. Usually an item that has never been purchased at a recorded cost.
Negative quantities — what they mean
A quantity shown in red and in brackets, like (49carton,10btl), is negative: that department has sold or issued more of the item than it ever received.
This is never a display fault, and the stock is not "missing" from the report. It means something upstream was never recorded — most often one of:
- Purchases that were received into a store but never entered.
- An opening stock count that was never posted when the system went live.
- Stock sold from a bar, kitchen or outlet that was never transferred into that department from the store.
Why this matters when you transfer stock. A department that is at −1,186 and receives a transfer of 120 is still at −1,066. The transfer worked and the ledger will show it, but the department stays negative, so nothing appears to have arrived. It will keep looking that way until the balance climbs back above zero — or until you correct it properly, which is the right answer:
- Count what is physically on the shelf in that department.
- Click Fix on the row. A new inventory adjustment opens with the item and department already filled in — enter the counted quantity and save.
- From then on, transfer stock into the department before it is sold there.
The Last Movement column tells you which to do first. A negative that moved yesterday is still being made worse every day it is left; one untouched for a year is simply waiting to be written off. On positive rows the same column shows up dead stock.
The count of negative rows appears as a red badge next to the totals at the top of the report. Treat it as a to-do list — each one is an item whose figures cannot be trusted until it is counted and adjusted.
Tips
- Value = Quantity × Average Cost. A negative quantity produces a negative value, which is why the total value can look lower than you expect while negatives are outstanding.
- Use Stock by Department for the same data as a crosstab — one row per item, one column per department — when you want to compare departments side by side.
- Export with Excel or CSV to work through a stock count offline.
Common problems
- A department is missing from the list → with Non-zero only ticked, only departments holding a non-zero quantity of that item appear. Untick it to see the zeros as well.
- A quantity shows as a plain number instead of units → that item has no packages defined. Add them on the item card (e.g. Carton = 24).
- An item I expected isn't listed at all → the report shows stock items only. Anything set up as a service, charge or fee is excluded by design.
- The Fix button isn't on a row → it only appears on negative rows. To adjust a positive one, go to Inventory → Adjustments and start there.
- The value looks wrong → check the item's average cost. An item that has never been purchased at a recorded cost values at zero however much of it you hold.
- The menu item is missing → you don't have the inventory reports permission. Ask your administrator.