Purchasing and inventory reports
Check stock levels - available, out-of-stock and units
List the items you have in stock with their value, the items that have run out or gone negative, and the units, barcodes and conversion factors set up for each item.
2 min readLast updated
In this article
Three item reports give a quick picture of the stock on hand now. None of them uses a date range.
Available Items
What you have, where, and what it is worth.
Open Reports & Analytics › Item Reports › Available Items.
Optional: choose a warehouse in Warehouse ID.
Select Apply.
Columns: Item, Unit, Qty, Reserved (quantity held for orders that are not delivered yet), Retail, Cost, Total Value, Branch and Inventory. The totals row shows Total Value.
Out of Stock Items
What has run out. Items with a quantity of zero or less are listed, so this report is also the place to find negative stock, which usually means a sale was recorded before the matching purchase or transfer.
Open Reports & Analytics › Item Reports › Out of Stock Items.
Optional: choose Branch ID and Warehouse ID.
Select Apply.
Columns: Item, Unit, Qty, Reserved, Retail, Cost, Branch and Inventory. A negative Qty shows in red.
Items by Unit
How each item is set up for buying and selling.
Open Reports & Analytics › Item Reports › Items by Unit and select Apply.
Columns: Item, Unit, Factor (how many base units the unit holds, for example 12 for a dozen), Barcode, Weight and Created. Use it to find items with a missing barcode or a wrong conversion factor before they cause stock errors.
Export
All three reports export with Export Excel or Export PDF.
Common questions
What is the difference between Available Items and Inventory Calculations? Both list stock on hand. Inventory Calculations adds the virtual cost and lets you choose the unit, which suits month-end valuation; Available Items shows the reserved quantity, which suits daily operations.