Inventory Ledger
Table of Contents
- 1. Use Cases — 5 common scenarios
- 2. Feature Guide — Search & Filters / Movement Types / List Columns / Export
- 3. FAQ — 11 FAQs + Important Notes
- 4. Related Features
1. Use Cases
Quick Links: Tracing Discrepancies | Verifying Inbound | Outbound Analysis | Stocktaking Records | Shipping Tracking
Scenario 1: Tracing the Cause of an Inventory Discrepancy
Situation: Stocktaking reveals that a product's quantity does not match the system; you need to find the cause.
How to do it:
- Use the "SKU" filter to select the product
- Set the "Created At" range to cover the period in question
- Review the movement records one by one to find the abnormal change
- Click the "Source" link to inspect the original document
Result: The list shows all movements of the product, and source links let you confirm whether an operation error occurred.
Scenario 2: Verifying That Inbound Was Completed
Situation: You need to confirm that goods of an inbound were correctly received into stock.
How to do it:
- Use the "Movement Type" filter and select "Inbound"
- Set "Created At" to the inbound date
- Use the "Merchant" filter to select the merchant
- Click "Source" links to compare with the inbound document
Result: The list shows the inbound movements of that period to confirm received quantities.
Scenario 3: Reviewing Recent Outbound to Evaluate Replenishment
Situation: A product is running low; you want to understand the recent outbound pace and report to your supervisor whether replenishment is needed.
How to do it:
- Use the "SKU" filter to select the product
- Use the "Movement Type" filter and select "Outbound"
- Set "Created At" to a recent range (e.g. last week)
- Observe the outbound frequency and quantities
Result: The list shows the product's outbound records for evaluating replenishment needs.
Scenario 4: Reviewing Stocktaking Adjustments
Situation: After stocktaking, you need to review the inventory adjustments it produced.
How to do it:
- Use the "Movement Type" filter and select "Stock Taking"
- Set "Created At" to the stocktaking date
- Review the adjusted products and quantities
Result: The list shows stocktaking adjustments for analyzing gains and losses.
Scenario 5: Tracking Order Shipment
Situation: You need to confirm whether a specific product has been shipped.
How to do it:
- Use the "SKU" filter to select the product
- Use the "Movement Type" filter and select "Outbound"
- Find the relevant outbound record
- Click the "Source" link to view the fulfillment detail
Result: The list shows the outbound record, and the fulfillment link confirms the shipping status.
2. Feature Guide
When inventory numbers don't add up, this is where you trace what happened and when. Every inbound, outbound, stocktaking, transfer, work-order and adjustment automatically leaves a movement record. You can trace back record by record, and click "Source" to jump straight to the original inbound, fulfillment or adjustment document. This page is the starting point of every inventory investigation.
Quick Links: Search & Filters | Movement Types | Data List | Export
2.1 Search & Filters
Search Box
- Location: Top of the page
- Searchable fields: SKU, Product Name, Batch (all prefix match)
- Usage: Type a keyword and press Enter
Filters
| Filter | Description | Usage |
|---|---|---|
| SKU | Filter by product code | Enter SKUs, multi-select (pinned by default) |
| Product Name | Filter by product name | Enter names, multi-select |
| Merchant | Filter movements of specific merchants | Dropdown, multi-select |
| Movement Type | Filter by movement type | Dropdown, multi-select (pinned by default) |
| Batch | Filter by batch | Enter batch numbers, multi-select |
| Expiration Date | Filter by expiry range | Select start and end dates |
| Created At | Filter by when the movement happened | Select start and end dates (pinned by default) |
2.2 Movement Types
| Movement Type | Stock Direction | Description |
|---|---|---|
| Inbound | Increase | Received via an inbound |
| Inbound Reversal | Decrease | Reverse record when an inbound receipt is cancelled or corrected |
| Outbound | Decrease | Shipment completed; stock officially deducted |
| Transfer | Move | Stock transferred between locations or attributes |
| Stock Taking | Either | Adjustment produced by stocktaking |
| Clear | Decrease | Stock cleared or zeroed |
| Work Order Consumption | Decrease | Materials consumed by a work order |
| Work Order Production | Increase | Finished goods produced by a work order |
| Inventory Import | Increase | Stock created via file import |
| Sales Return Inbound | Increase | Returned goods received back into stock |
| Transfer Order Inbound | Increase | Cross-warehouse transfer arrival |
Each type is shown as a colored tag in the list for quick identification.
2.3 Data List
Columns
| Column | Description | Notes |
|---|---|---|
| Product Name | The product that changed | Click to open the product detail page |
| Merchant | Merchant that owns the stock | - |
| SKU | Unique product identifier | - |
| Movement Type | Type of this movement | Shown as a colored tag |
| Quantity | Change amount and resulting stock | Green = increase, red = decrease |
| Batch | Batch number | Shows "-" if none |
| Expiration Date | Product expiry date | Sortable; shows "-" if none |
| Source | The document that produced this movement | Click to open the original document |
| Note | Additional notes | Shows "-" if none |
| Created At | When the movement happened | Sortable, newest first by default |
Quantity Column
- Top: change amount (positive = increase, negative = decrease; green for increase, red for decrease)
- Bottom: stock level after this movement
Source Links
| Source Type | Clickable |
|---|---|
| Inbound | Links to the inbound detail |
| Fulfillment | Links to the fulfillment detail |
| Stock Taking | Links to the stocktaking detail |
| Work Order | Links to the work order detail |
| Stock Adjustment | Links to the stock adjustment detail |
| Manual Adjustment | Text only |
2.4 Export
- Use filters to narrow down the data range
- Check the records to export (if none are checked, all records matching the filters are exported)
- Click "Export"
Result: When the export finishes, the Excel file downloads automatically. If you switched to another page, open the "Background Tasks" panel and click "Download".
3. FAQ
Quick Links: FAQ | Important Notes
3.1 FAQ
▪ How is Inventory Ledger different from Inventory Snapshot?
| Aspect | Inventory Ledger | Inventory Snapshot |
|---|---|---|
| Recording | Real-time, every change | Daily scheduled snapshot |
| Content | Details of each movement | Total stock on a specific date |
| Main use | Trace causes and sources of changes | Query past inventory status |
| Granularity | Per movement | Daily aggregate |
▪ Why can't I click the "Source" of some movements?
Sources like "Manual Adjustment" have no document page and are shown as text only. Other sources — inbound, fulfillment, stocktaking, work order and stock adjustment — are clickable.
▪ What do the colors in the quantity column mean?
- Green: stock increased (positive), e.g. inbound, sales return inbound, work order production
- Red: stock decreased (negative), e.g. outbound, clear, work order consumption
▪ Why is there no record when an order allocates (locks) stock?
Allocation is only a "reservation" — the physical quantity does not change, so no movement is recorded. Only when picking and shipping complete and stock is actually deducted does an "Outbound" record appear. This design keeps every record here corresponding to a real stock change, so the numbers always add up.
▪ How do I find the stock level at a specific point in time?
Two ways:
- Precise tracing: find the movements around that time and read the "stock after movement" under the "Quantity" column
- Snapshot query: use "Inventory Snapshot" to query the snapshot of a specific date
▪ Why does one order produce multiple movement records?
An order may contain multiple products, and each product's stock change produces its own record.
▪ Can movement records be modified or deleted?
No. Movement records are generated automatically. To ensure data integrity and traceability they cannot be modified or deleted.
▪ How do I export movement data?
Set the filters, click "Export", and the file downloads automatically when done. See 2.4 Export.
▪ Picking moved goods off a shelf — why is there no record here?
Picking only moves goods from a shelf into a picking container; total stock does not change, so it is recorded in "Shelf Movements" instead. An "Outbound" record appears here only when the shipment completes and stock is actually deducted.
▪ Why don't the search results match my expectation?
Search uses "prefix match":
- Entering "ABC" finds "ABC001", "ABC-X"
- It does not find "XABC", "123ABC"
Use filters if you need more precise queries.
▪ How do I trace all movements of a specific batch?
- Use the "Batch" filter and enter the batch number
- The list shows all movements of that batch
- Combine with "Movement Type" to narrow further
3.2 Important Notes
⚠️ Important Reminders
- Movement records are read-only and cannot be edited or deleted
- Records are generated in real time and reflect actual stock changes
- Search uses "prefix match" — type accordingly
- Large queries may take longer to load; narrow the range with filters
- "Source" links require access permission to the corresponding pages
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Stock Inquiry | View and manage real-time inventory | Go |
| Inventory Snapshot | Query inventory snapshots of a specific date | Go |
| Shelf Movements | View goods movements between shelves | Go |
| Product List | Manage product master data | Go |