Inventory Quantity Summary — Complete User Guide — Two Accounts Web

Comprehensive guide for the Inventory Quantity Summary report — enabling it, creating the report, reading every column, drilling into the underlying movements, and validating each figure against the General Ledger and accounting regulations

Table of Contents

1. What Is the Inventory Quantity Summary Report?
2. Prerequisites — Enabling via the Customize Menu
3. Navigating to the Report
4. The Report List
5. Creating the Report — Field-by-Field
   • 5.1 From Date and To Date
   • 5.2 Description
   • 5.3 Exclude Items With No Movement
6. Report Output Columns
7. How the Report Is Calculated
   • 7.1 Source of the Data
   • 7.2 Opening Balance
   • 7.3 Movements and Conditional Columns
   • 7.4 Closing Balance
   • 7.5 Zero-Movement Items
   • 7.6 Total Row and Drill-Down
8. Related Settings and Configuration
9. Sample Data and Report Output
   • 9.1 Sample Setup
   • 9.2 Creating the Report
   • 9.3 Report Output
   • 9.4 Drill-Down Transactions
   • 9.5 Calculation Verification
10. General Ledger Verification
11. Reporting and Accounting Impact
12. Accounting Regulation Validation
13. Common Issues and Best Practices

1. What Is the Inventory Quantity Summary Report?

The Inventory Quantity Summary report shows, for every inventory item, how its stock quantity moved through a period. For each item it shows the opening balance (stock on hand at the start), the quantity that came in and went out through the period's transactions (purchases, sales, write-offs, returns, production, journal adjustments), and the closing balance (stock on hand at the end).

The report reads the actual General Ledger quantity postings, so every figure is auditable. A click on any movement column opens the underlying transactions, letting you trace exactly which documents moved the stock.

Like most reports here, it is a saved report: choose a period once, save it, and reopen it any time. The output is printable, emailable, and exportable.

2. Prerequisites — Enabling via the Customize Menu

The report appears under Reports only when the Inventory Items tab is enabled for the business. Inventory Items is not enabled by default.

How to Enable

1. Open the Customize Menu from the navigation bar.
2. Find the Inventory Items toggle and turn it on.
3. Click Update / Save to apply.

Once enabled, the report is available under Reports → Inventory Items → Inventory Quantity Summary.

3. Navigating to the Report

From the main navigation bar:

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

This opens the report list — every saved Quantity Summary report for the business appears here, sorted by its From Date.

4. The Report List

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

Each row is clickable:

• Click the row to open the report output (the per-item quantity reconciliation table).
• Edit opens the report form to change the period, description, or the no-movement setting.

A New Report button at the top creates a fresh report.

5. Creating the Report — Field-by-Field

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

5.1 From Date and To Date

5.2 Description

5.3 Exclude Items With No Movement

6. Report Output Columns

The report opens with a subtitle:

For the period from {From Date} to {To Date}

The table reads one row per inventory item, listed alphabetically by the item's Code - Name. The columns are:

* Columns marked with an asterisk appear only when the period actually contains that type of movement. The report adapts itself to your data, so a quiet period shows a compact table and a busy one shows the full set of columns.

Opening + Purchases − Sales − Write-offs + Returns = Closing

7. How the Report Is Calculated

7.1 Source of the Data

The report is built from the business's General Ledger. It selects the quantity-carrying, non-tax inventory lines, and classifies them by the type of transaction that produced them (purchase, sales invoice, credit note, debit note, production order, inventory write-off, journal entry) and by whether they are a sale.

7.2 Opening Balance

Opening balance (per item) = sum of the item's quantity postings
   dated before the From Date,
   plus any opening-inventory entry for the item (regardless of its date).

• Opening-inventory entries (the synthetic ledger entries created from the item's Opening Quantity / Opening Cost fields) are counted in the opening balance even if their date is inside or after the period — so a carried-forward balance is always reflected.
• Tax lines, automatic cost-of-goods-sold sales lines, and lines without a quantity are excluded.

7.3 Movements and Conditional Columns

The period's movement lines (dated inside the From–To range, excluding opening-inventory entries) are grouped by transaction type. Each type becomes its own column:

A column is shown only if at least one line of that type exists in the period. If no write-offs happened, the "Inventory Write-offs" column is omitted entirely.

7.4 Closing Balance

Closing balance = Opening balance + sum of ALL period movements for the item

Because stock-in is positive and stock-out is negative, the closing balance is the net stock on hand at the period end. This is the quantity that should reconcile to a physical count.

7.5 Zero-Movement Items

• With "Exclude Items With No Movement" on, an item is hidden when it has no purchases, production orders, write-offs, journal entries, or sales in the period. (An item with only an opening balance and no movement is hidden.)
• With it off, every item appears — an item with no movement shows its opening and closing balances (equal) and zeros in the movement columns.

7.6 Total Row and Drill-Down

• A Total row at the bottom sums every quantity column across all items.
• Clicking any movement cell (e.g. an item's Purchases) opens the drill-down transactions page for that item filtered to that movement type — one row per underlying transaction, with Date, Transaction, Bank Account, Customer, Supplier, Description, and Quantity (negative quantities are highlighted). Each transaction row opens its own Edit/View screens.

8. Related Settings and Configuration

9. Sample Data and Report Output

9.1 Sample Setup

Business settings

Inventory items

Quantity transactions in the period

9.2 Creating the Report

From Reports → Inventory Items → Inventory Quantity Summary, click New Report and enter:

9.3 Report Output

For the period from {From Date} to {To Date}

9.4 Drill-Down Transactions

Clicking Widget-X's Purchases (250) opens the drill-down page for that item, filtered to purchases — one row per purchase document:

Widget-X

9.5 Calculation Verification

Widget-X (FIFO / Perpetual):

Opening balance = 0
Purchases       = 100 (T1) + 100 (T4) + 50 (T10)   =  250
Write-offs      = −5 (T14)                          =   −5
Sales           = −150 (T7) + −30 (T11)             = −180
Credit notes    = +10 (T17)                         =  +10
Closing balance = 0 + 250 − 5 − 180 + 10            =   75  ✓

Gadget-Y (Moving Average / Perpetual):

Opening balance = 0
Purchases       = 100 (T2) + 100 (T5)   =  200
Sales           = −50 (T8) + −60 (T12)  = −110
Closing balance = 0 + 200 − 110         =   90  ✓   (Transfer of 10 to Loc B has no quantity effect)

Component-Z (LIFO / Periodic):

Opening balance = 0
Purchases       = 100 (T3) + 100 (T6) + 50 (T13) =  250
Sales           = −120 (T9) + −30 (T16)           = −150
Closing balance = 0 + 250 − 150                   =  100  ✓

Total row:

Purchases      = 250 + 200 + 250 = 700   ✓
Sales          = −180 − 110 − 150 = −440  ✓
Write-offs     = −5               = −5    ✓
Credit notes   = +10              = +10   ✓
Closing balance= 75 + 90 + 100    = 265   ✓

10. General Ledger Verification

Every figure in the report is a sum of General Ledger quantity postings. For example, the Widget-X purchases post quantity to inventory on hand:

  Dr  InventoryOnHand (Widget-X)     100   @ 10   = 1,000   (T1)
  Dr  InventoryOnHand (Widget-X)     100   @ 12   = 1,200   (T4)
  Dr  InventoryOnHand (Widget-X)      50   @ 14   =   700   (T10)
    Cr  AccountsPayable                                         2,900   (balancing)

  Sales consume the layers (COGS):
  Dr  Cost of Sales                  −150  qty                  (T7)
  Dr  Cost of Sales                   −30  qty                  (T11)
  Write-off                          −5   qty                   (T14)
  Credit-note return                +10   qty                   (T17)

How each report column maps to the GL:

Cross-check with the walkthrough's Inventory Items List View:

Inventory Items List View (ending on-hand):
  Widget-X    75 units     ✓
  Gadget-Y    90 units     ✓   (80 Loc A + 10 Loc B)
  Component-Z 100 units    ✓
  Total       265 units    ✓   (matches the report's Closing balance total)

11. Reporting and Accounting Impact

• Balance Sheet: The Closing balance per item is the quantity that carries the inventory value on the Balance Sheet. It reconciles to the Inventory Items List View on-hand quantity.
• Profit & Loss: The Sales and Write-offs columns correspond to the quantities whose cost flowed to COGS in the period.
• Stock control: The report is the primary quantity reconciliation tool — opening + in − out = closing — the basis for cycle counts and year-end stocktaking.
• Loss and shrinkage detection: A mismatch between the computed Closing balance and a physical count reveals shrinkage, unrecorded write-offs, or posting errors.
• Movement analysis: The conditional columns (debit notes, production, write-offs, credit notes, journal entries) show exactly which document types moved stock — valuable for operational review.

12. Accounting Regulation Validation

13. Common Issues and Best Practices

13.1 The Report Does Not Appear

Cause: The Inventory Items tab is not enabled, or the user lacks report permission.

Solution: Enable Inventory Items in the Customize Menu, or ask the administrator to grant report access.

13.2 The Report Body Is Empty (or Only Shows Some Items)

Cause: With "Exclude Items With No Movement" on, items with no movement in the period are hidden; if no items moved at all, the body is empty.

Solution: Turn "Exclude Items With No Movement" off to show all items, or widen the date range.

13.3 A Column Is Missing (e.g. no "Inventory Write-offs")

Cause: The report shows each movement column only when the period actually contains that document type. If no write-offs occurred, the column is omitted.

Solution: This is expected behaviour, not an error.

13.4 The Opening Balance Includes an Entry Dated Inside the Period

Cause: Opening-inventory entries are counted in the opening balance regardless of their date, so a carried-forward opening always appears as the starting figure even if its posting date falls within the period.

Solution: This is by design — it keeps the opening balance correct even after the fact.

13.5 Closing Balance Does Not Match the Physical Count

Cause: Unrecorded sales, write-offs, returns, or posting errors.

Solution: Drill into each movement column and reconcile document by document; correct the underlying transactions, then re-run the report.

13.6 Sales Show as Negative Quantities

Explanation: Sales reduce stock, so they are posted as negative quantities and displayed as such. The Closing balance formula (opening + in − out) reads naturally because of this sign convention.

Best Practices

• Run one report per period (e.g. monthly) with a clear Description — the saved list makes trend and reconciliation analysis easy.
• Reconcile the Closing balance to the physical count at period end; investigate any difference through the drill-down.
• Reconcile the Closing balance total to the Inventory Items List View on-hand quantity.
• Keep "Exclude Items With No Movement" on for a focused working report, and off for a full listing.
• Drill into each movement column before accepting a figure — it is the fastest way to trace stock movement to its source documents.
• Pair this report with the value-based inventory reports to verify both quantity and valuation of closing stock.

End of Inventory Quantity Summary Guide