Inventory Ledger Report
Inventory Ledger Report - User Guide
1. Introduction đĻ
The Inventory Ledger Report is the primary audit tool for warehouse management. It functions as a complete “Statement of Account” for physical items, documenting every receipt, issue, and adjustment to maintain a real-time running balance of stock.
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Purpose of this Report:
- Stock Traceability: Trace the movement of any item from receipt (GRN) to consumption or sale.
- Balance Verification: Audit physical stock against system-calculated running balances.
- Shortage Prevention: Identify items falling below the Re-Order Level (ROL) to trigger procurement.
- Store Auditing: Reconcile item quantities across different physical store locations or units.
This module is used daily by Store Managers, Production Clerks, and Inventory Auditors.
2. Report Types & Analysis Use Cases đ
A. Inventory Ledger Details
- Purpose: Provides a detailed transactional history of an item.
- Key Feature: Running Balance: Just like a bank ledger, each row updates the net stock.
- Transaction Types Captured:
- GRN (G): Inward receipts from suppliers.
- Sales Invoice/Voucher (V): Outward shipments.
- Job Work (J): Materials sent to or received from sub-contractors.
- Material Issue/IIRS (M): Internal consumption for production.
- Sales Rejection (R): Stock returning from customers.
- Best For: Investigating stock discrepancies for a specific item.
B. Inventory Ledger Summary
- Purpose: A “Snapshot” view of current stock levels across the entire catalog.
- Analysis Sheets:
- Item Summary: Net balance per item.
- Group Summary: Total quantity per item category (e.g., Chemicals, Hardware).
- ROL Analysis: A critical sheet flagging items where Current Stock < Safety Stock.
- Best For: Daily stock reviews and procurement planning.
3. Data Visibility & Audit Fields đ
| Data Category | Key Fields Visible |
|---|---|
| Movement | Doc Type, Date, Doc No, Receipt Qty (+), and Issued Qty (-). |
| Balance | Opening Balance, Transaction Net, and Running Balance Qty. |
| Material Info | Item ID, Item Short Name, Brand, Stage (RM/FG), and UOM. |
| Location | Store Name, Unit Code, and Rack/Bin Information. |
| Logistics Audit | Party Name (Supplier/Customer), Description/Notes, and System Ref No. |
4. Source Transactions đ
The ledger synthesizes data from all material-moving modules:
- Goods Receipt: Primary inward entry point.
- Sales & Invoicing: Primary outward stock deduction point.
- Production & Job Work: Internal transfers and component consumption.
- Stock Adjustments: Opening balances and physical verification entries.
- Inventory Master: Source for safety stock levels and storage locations.
5. Using Global Filters đ ī¸
- Item State: Filter by Good stock for production or Rejected stock for disposal/return to vendor.
- Stage: Separate analysis for Raw Materials (RM) and Finished Goods (FG).
- Store Location: Narrow down to a specific warehouse or check consolidated “All” locations.
- Save To Table: (Optional) Used to snapshot current data for external manufacturing reports.
6. Best Practices / Tips đĄ
- Monitor the ROL: The Summary Report includes a dedicated section for items below their Re-Order Level. Review this daily to ensure the production line never stops due to stockouts.
- Validate Negative Stock: If the Running Balance in the Detailed Report goes negative, it indicates that a “Receipt” was not entered before an “Issue” was recorded. Reconcile these immediately.
- Store-Location Reconciliation: Use the Store Name filter to perform partial physical stock counts. Verify if the quantity in the “Bin” matches the “Balance Qty” in the system.
- Audit Notes: Always check the Description column for “IIRS” or “Job Work” entries to understand the specific purpose of internal material transfers.