Inventory Quantity by Location — Complete User Guide — Two Accounts Web

Comprehensive guide for the Inventory Quantity by Location report — enabling, creating, reading, and validating stock quantities split across warehouses for a point in time

Table of Contents

1. What Is the Inventory Quantity by Location Report?
2. Prerequisites — Enabling via the Customize Menu
3. Navigating to the Report
4. The Report List
5. Creating a Report — Field-by-Field
6. Report Output Columns
7. How the Report Is Calculated
   • 7.1 Which Transactions Are Included
   • 7.2 The Quantity per Location
   • 7.3 Location Columns
   • 7.4 Track Quantity to Receive / Deliver
   • 7.4a Goods Receipt and the Unspecified Column
   • 7.5 The Total Column
   • 7.6 Drilling Into a Cell
8. Related Settings and Configuration
9. Sample Data and Report Output
   • 9.1 Sample Setup
   • 9.2 Report Output
   • 9.3 Calculation Verification
   • 9.4 Drill-Down Example
   • 9.5 Custom Locations Example
10. Reporting and Accounting Impact
11. Accounting Regulation Validation
12. Common Notes and Best Practices

1. What Is the Inventory Quantity by Location Report?

The Inventory Quantity by Location report shows, for a chosen point in time, the stock quantity of every inventory item broken down by warehouse/location. One row is shown per item, and one column per location, with a Total column.

It answers questions such as "how many Widget-X are on hand at the main warehouse, at the overflow warehouse, and in the returns bay, as at today?" Because each cell is clickable, you can drill straight into the transactions that produced that quantity at that location.

2. Prerequisites — Enabling via the Customize Menu

The report appears under Reports only when the Inventory Items area is enabled for the business and at least one Inventory Location exists. Inventory Items (and locations) are not shown by default in a brand-new company.

How to Enable

1. Open the Customize Menu from the navigation bar (the hamburger / menu icon).
2. Turn on the Inventory Items tab.
3. Create at least one Inventory Location (a warehouse or storage place).
4. Once a location exists, the report is available under Reports → Inventory Items → Inventory Quantity by Location.

3. Navigating to the Report

From the main navigation bar:

1. Open Reports.
2. Go to the Inventory Items category.
3. Click Inventory Quantity by Location.

This opens the report list — every saved report appears here, showing its Date and Description.

4. The Report List

The list shows one row per saved report, with two columns:

Each row is clickable to open the report output. A New Report button at the top creates a fresh snapshot.

5. Creating a Report — Field-by-Field

Click New Report to open the report form. It contains these fields:

1. Enter the snapshot Date.
2. Optionally enter a Description.
3. Optionally turn on Custom Inventory Locations and pick the locations to display.
4. Click Save.
5. The report opens showing the item-by-location quantity matrix.

6. Report Output Columns

The report opens with a subtitle:

As at {Date}

One row is shown per inventory item (ordered by item code/name), with one quantity column per location:

A Total row at the bottom sums each location column across all items. Each quantity cell is clickable to drill into the transactions behind it.

7. How the Report Is Calculated

7.1 Which Transactions Are Included

The report reads the General Ledger inventory movement for each item and location, up to and including the report date, and includes transactions that:

• carry an inventory item and a quantity,
• are not tax transactions,
• are not the automatic cost-of-goods-sold sales transactions (so the quantity view reflects physical stock, not the costing engine's adjustments), and
• are dated on or before the report date.

The quantity at a location is the sum of those quantities for that item + location pair.

7.2 The Quantity per Location

Each cell is the net quantity at the location: receipts/additions (+) minus issues/removals (−) for that item at that location, up to the report date. Transfers between locations simply move quantity from one location to another.

7.3 Location Columns

By default, the report builds one column per location that has activity for any item. Transactions recorded without a location appear under Unspecified. When Custom Inventory Locations is enabled, only the selected locations are shown (and no Total column).

7.4 Track Quantity to Receive / Deliver

Some items have Track Quantity to Receive and/or Track Quantity to Deliver flags. These let a business track quantities that are in-transit (received but not yet on hand) or reserved (committed to be delivered) separately from on-hand stock. When these flags are set, the report applies the matching rule for that item:

• Both flags on: the quantity shown is only the transactions that are neither a supplier receipt nor a customer delivery — i.e. the pure on-hand movement.
• Track to Receive only: supplier-linked receipts are excluded from the quantity.
• Track to Deliver only: customer-linked deliveries are excluded.
• Neither: all quantity movement is summed.

The same rule is applied consistently in the cell and in the drill-down so the two always agree.

7.4a Goods Receipt and the Unspecified Column

A Goods Receipt is posted as two inventory-on-hand movements for each line:

• a positive quantity to the location selected on the receipt (the goods actually landed there), and
• a negative quantity to Unspecified (the line has no location) that is tied to the supplier — this is the clearing / in-transit (PO / "to receive") leg.

Delivery Note and the Unspecified Column: A Delivery Note mirrors the same two-legged pattern in reverse:

• a negative quantity to the location selected on the delivery note (goods shipped out from there), and
• a positive quantity to Unspecified that is tied to the customer — the clearing / committed ("to deliver") leg.

So:

• If Track Quantity to Deliver is NOT checked: the positive customer-tagged leg is kept, and the Unspecified column reads positive (the committed-to-deliver clearing leg); the negative located leg sits in the delivery location's column.
• If Track Quantity to Deliver IS checked: the positive customer-tagged leg is excluded from Unspecified, leaving only the physical located movement.

With or without a linked Purchase Invoice / Sales Order, the result is the same: the clearing legs described above come from the Goods Receipt / Delivery Note itself. A linked Purchase Invoice merely adds its own on-hand line (usually to Unspecified, since invoices are typically not tied to a physical location); it does not change the negative Unspecified behaviour of the receipt.

7.5 The Total Column

When Custom Inventory Locations is Off, a bold Total column shows each item's quantity across all locations (the sum of its location cells). The bottom Total row sums each location column.

7.6 Drilling Into a Cell

Clicking any quantity cell opens the transactions for that item and location up to the report date, listed newest first, with columns:

This lets you verify exactly which documents produced the on-hand figure and trace any discrepancy to its source.

8. Related Settings and Configuration

9. Sample Data and Report Output

9.1 Sample Setup

Quantity movement relevant to locations (01-Jan-2026 to 30-Jun-2026):

9.2 Report Output

As at 30-Jun-2026

9.3 Calculation Verification

Widget-X:

Main Warehouse = receipts at Main − issues at Main = 65
Returns Bay    = 10 (customer return via Credit Note, held at Returns Bay)
Total          = 65 + 0 + 10 = 75  ✓

Gadget-Y:

Main Warehouse = 80 (net after sales)
Overflow       = 10 (transferred from Main to Overflow on 30-Jun)
Total          = 80 + 10 + 0 = 90  ✓

Component-Z:

Main Warehouse = 100 (net after period-end periodic count)
Total          = 100 + 0 + 0 = 100  ✓

Column totals:

Main Warehouse = 65 + 80 + 100 = 245  ✓
Overflow       = 0 + 10 + 0 = 10       ✓
Returns Bay    = 10 + 0 + 0 = 10       ✓
Grand total    = 75 + 90 + 100 = 265   ✓

9.4 Drill-Down Example

Clicking the Returns Bay cell for Widget-X (10) opens its transaction history (newest first):

The cell quantity equals the final running balance, confirming the figure.

9.5 Custom Locations Example

If a second report is created with Custom Inventory Locations = On and only Main Warehouse and Overflow selected, the output shows just those columns (no Total column):

As at 30-Jun-2026

10. Reporting and Accounting Impact

The Inventory Quantity by Location report posts nothing — it is a read-only stock snapshot. Its impact flows through what it tells you and how it ties to other reports:

• Physical stock control: The per-location quantities are the basis for stock checks, warehouse planning, and rebalancing (transfers) between locations.
• Inventory value reports: This report shows quantity; the Inventory Value Summary / Valuation reports apply the cost (FIFO/LIFO/Moving Average) to the same quantities. Qty × cost = value.
• Balance Sheet (Inventory On Hand): The total on-hand quantities reconcile with the Inventory On Hand balance-sheet account at the report date.
• Profit & Loss (COGS): Sales consume quantities (reducing location stock); the costing engine records the corresponding cost of goods sold. This report reflects the quantity side of those same movements.
• Transfers: Moving stock between locations has no financial impact but changes the location split shown here.

11. Accounting Regulation Validation

12. Common Notes and Best Practices

• Create locations for the report to appear. The report is hidden until at least one Inventory Location exists.
• Use one location column per physical place. A clean location structure (Main, Overflow, Returns Bay, etc.) makes the matrix readable.
• Understand the tracking flags. Items with Track Quantity to Receive/Deliver exclude in-transit or committed quantities — know which basis each item uses before interpreting a cell.
• Use transfers to rebalance. Move stock between locations with Inventory Transfers; the report immediately reflects the new split with no financial impact.
• Drill down to verify discrepancies. Click any cell to see the exact documents behind the quantity, so stock-check differences can be traced to a receipt, sale, return, or transfer.
• Reconcile with the Balance Sheet. The total on-hand quantities should tie to the Inventory On Hand account balance when valued at cost.
• Use Custom Locations for targeted views. Select a subset of locations to focus on (e.g. only the Returns Bay during a quality review); note that the Total column is omitted in this mode.

End of Inventory Quantity by Location Guide