Reading the inventory transactions log

The inventory transactions log is a complete record of every stock movement in your warehouse—every receive, issue, transfer, and adjustment. You can use it to audit inventory changes, investigate discrepancies, and verify that your warehouse counts are accurate.

Before you start

• You must have permission to view inventory reports and transactions.
• You should be familiar with the types of stock movements: receives, exits (issues), and transfers.

Steps

1. Go to Inventory → Transactions Log. Open in Usystems

2. You will see a list of all inventory movements, most recent first. Each row shows:

   • Date — when the movement occurred.
   • Type — Receive, Exit (Issue), or Transfer.
   • Product — the item that moved.
   • Quantity — how many units moved.
   • From/To Warehouse — the source and destination (for receives and transfers).
   • Reference — the original document (e.g., Invoice #123, Purchase Order #456).

3. To filter by date range, use the Date Filter at the top. Select the start and end dates and click Apply.

4. To filter by warehouse, use the Warehouse Filter and select one or more locations.

5. To filter by product, search for the product name in the Product Filter and select it.

6. To search for a specific movement, you can sort by any column (Date, Type, Quantity, etc.) by clicking the column header.

7. To see the details of a specific movement, click the row to open the original document (Receive, Exit, or Transfer).

Using the log for auditing

• Investigate discrepancies: If your physical count doesn't match your system count, check the transactions log to see if a receive, exit, or transfer was recorded incorrectly.
• Verify received quantities: Look for all receives of a product to make sure the quantities match your purchase documents and supplier invoices.
• Track expiries: If you track expiry dates, use the log to confirm that batches are being issued in the correct order (oldest first, to prevent spoilage).
• Audit trail for compliance: The transactions log serves as an audit trail for regulatory purposes, showing who moved what, when, and where.

Tips & common mistakes

• Regular reviews: Check the transactions log regularly (weekly or monthly) to catch errors early, before they affect your financial reports.
• Cross-check with purchases and sales: The transactions log should match your purchase and invoice records. If a receive or exit is missing, investigate.
• Note the reference: Pay attention to the reference column—it tells you which purchase order, invoice, or manual transaction triggered the movement.
• Don't ignore old movements: Even old transactions can reveal patterns or repeated errors; keep reviewing even for past periods.