Movement History
A complete, auditable log of every stock transaction for an item — chronological, filterable, and exportable.
The Movement tab is the full audit trail for an inventory item. Every time stock enters, leaves, is transferred, or is adjusted, a new row is added to this log. The running balance and running value columns let you reconstruct the stock position at any point in history. This is the primary tool for investigating stock discrepancies.
Accessing Movement History
Navigate to: Operations → Inventories → select any item → Movement tab
The location selector beside the tabs scopes the list to one business unit; movements not yet routed to a unit ("Unassigned") are always included because they affect the running balance.
Toolbar Controls
| Control | Type | What It Does |
|---|---|---|
| Values | Toggle chip | Adds the monetary columns — Rate, Val In, Val Out, Run Val — and four summary cards: Value In, Value Out, Net Change, Closing Value. Off by default, so the table reads as pure quantities. |
| Audit | Toggle chip | Appears only when the item has draft or voided movements. Reveals them, tinted amber (draft) or red (voided), with a legend counting Approved, Draft and Voided rows. Draft and voided rows never change the Balance. |
| Filter | Date popover | A From and To date; nothing changes until you click Apply. Clear removes the range. The chip reads "Filtered" while a range is active. |
| Export | Button | Downloads the rows on screen as a CSV — with the value columns when Values is on. The export respects the location and date filters; clear them to export the full history. |
| Load older movements | Link at the top of the table | The newest movements load first; the link shows how many older rows remain and fetches them in place. |
Movement Table Columns
| Column | What It Shows | Notes |
|---|---|---|
| Date | The business date of the movement | Oldest to newest. |
| Doc No | The reference number of the source document that triggered this movement (e.g., GRN-0042, INV-1183) | Clickable — opens the source document. Voided rows show the number struck through. |
| Type | The document type (Invoice, Delivery Note, Goods Received, Sales receipt …) or the adjustment type (Opening Balance, Quantity Adjustment, Wastage, Operational Use, Write-off, Production Input, Production Output, Sales Return, Purchase Return, Transfer In, Transfer Out, Transform In, Transform Out) | |
| Party | The customer or vendor on the document, where applicable | Shows "—" for adjustments and transfers. |
| Center | The business unit where this movement occurred | With All locations selected, this column shows which unit each row belongs to. |
| Rate | The unit cost used to value this movement | Values on. For receipts, the purchase unit price; for dispatches, the average cost at the time; for adjustments, the rate on the adjustment. |
| In | Units received into stock in this movement | Green. Shows "—" for outbound rows. |
| Val In | In × Rate | Values on. The amount by which the inventory account increased. |
| Out | Units leaving stock in this movement | Red. Shows "—" for inbound rows. |
| Val Out | Out × Rate | Values on. The amount by which the inventory account decreased. |
| Balance | Running stock quantity after this movement, as recorded by the server when the movement posted | Should always be zero or positive for a correctly managed item. A negative balance indicates a movement was recorded out of date order or an adjustment is needed. |
| Run Val | Running inventory value after this movement | Values on. The final row's Run Val should match the Inventory Value card on the Overview tab. |
A Total row closes the table with the full-ledger In, Out and Balance (and values when on) supplied by the server; when a location or date filter is active, the totals cover the rows shown.
Row Colours
Movement rows are tinted only for their document status:
- Default — approved movements, which are the only rows that move the Balance
- Amber tint — draft documents (shown only with Audit on)
- Red tint with the document number struck through — voided documents (shown only with Audit on)
When a document is voided (an invoice is cancelled, a goods receipt is reversed), the original movement row stays in the history and shows with Audit on, tinted red with its number struck through. It does not affect the running balance. This preserves the full audit trail — nothing is ever deleted from the movement history.
Reconstructing Stock at a Past Date
To see what the stock position was on a specific date in the past, apply a date range with To set to that date. The last row's Balance column shows the position at close of business on that date.
This is useful for:
- Reconciling against a physical stock count taken on a past date
- Providing stock balance evidence for an audit at a specific balance sheet date
- Investigating when a stock discrepancy first appeared
Negative Balance Investigation
A negative Balance in the running column means the system recorded a stock-out before the corresponding stock-in was entered. Common causes:
- A delivery note was approved before the goods receipt for the same purchase was created
- An opening balance was entered with the wrong date (after existing movements)
- A quantity adjustment that decreased stock was entered without first checking the quantity on hand
To resolve: identify the transaction that caused the negative, check whether the corresponding receiving transaction exists, and either create the missing receipt or correct the transaction dates.