FAQ: Stock Ledger Report
Quick answers to common questions about running, reading, and using the Stock Ledger.
Q: Why does the running balance show zero or negative at some points?
A: A negative balance usually means an item was sold or transferred before a receipt was recorded. Check the dates carefully—sometimes a sales order is created before the purchase receipt is processed. If you see a persistent negative, it's a data error and you should contact your warehouse manager or IT team. A zero balance is normal if you've sold all stock temporarily and later received more.
Q: How far back does the Stock Ledger go?
A: The ledger shows the complete history of each item since it was first added to your system. You can filter by date to narrow the range, but the data is always available if you need to audit a transaction from months or years ago.
Q: Can I use the Stock Ledger to calculate the cost of goods sold?
A: The Stock Ledger shows unit costs and quantities, but calculating COGS requires matching purchase costs to sale dates (using methods like FIFO or weighted average). Use your accounting reports (Profit & Loss, Cost of Goods Sold) for official financial reporting. The Stock Ledger is useful for tracing which purchases went into which sales.
Q: Why are there manual adjustments in my ledger?
A: Adjustments occur when the physical count doesn't match the system record and a manager or warehouse staff member corrects the discrepancy. They should be rare. If you see many adjustments, it indicates counting errors or data entry problems upstream in your receiving or sales process.
Q: Can I filter by supplier?
A: The Stock Ledger itself doesn't have a supplier filter, but you can filter by date and item. For a detailed supplier analysis, use a Purchase Report or Supplier Aged Balance report instead. To view all receipts from a specific supplier, go to Purchase Orders or Bills and filter by vendor. Open in Usystems
Q: What's the difference between a Transfer and a Return?
A: A Transfer moves stock between your own warehouses (no financial impact). A Return is stock coming back from a customer (sales return) or going back to a supplier (purchase return), and it has accounting implications (reversal of revenue or expense). The Stock Ledger shows both clearly.
Q: Can I compare the Stock Ledger balance to my physical count?
A: Yes, that's one of the main uses. Run the Stock Ledger for the date of your physical count, and the final running balance should match what you counted. If it doesn't, the discrepancy occurred between your last transaction and the count date—narrow the date range and investigate the difference.
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