How to Generate a Stock Ledger Report

Overview:

The Stock Ledger Report provides a detailed history of stock movements, including purchases, sales, adjustments, and transfers. It is primarily used to trace and verify recorded transactions, helping users ensure that stock activities are properly documented and transparent.

This report is especially useful for:

• Inventory managers – validating stock transaction records during audit preparation.
• Warehouse staff – monitoring item movements across items, categories, and locations.
• Finance teams – supporting stock valuation, reporting, and audit requirements.

A ledger is a complete record of transactions related to a specific item or group of items, showing both quantities and, when applicable, values.

Scenario:

The Inventory Manager is preparing for the company’s quarterly stock audit (July–September 2025). To review whether all stock movements have been recorded correctly, the manager generates a Stock Ledger Report for the entire quarter. This allows the manager to trace and verify the recorded transactions before comparing system balances against the results of the physical stock count.

Procedure:

1. In the navigation pane, go to Reporting > Report Center.
    
2. In the Report Center, select the Stock tab.
    
3. Expand Other Reports by clicking the (+) icon, then choose/expand Stock Ledger.
    
4. Choose the report format:
   • Stock Ledger – Lists stock movements by transaction with quantities.
      
   • Stock Ledger in Quantity and Value – Shows movements with both quantities and values.
      
   • Stock Ledger in Quantity and Value by Location – Breaks down quantities and values by warehouse/location.
      
5. Set the report filters as needed: 
   • Date Range – Define the reporting period (e.g., July 1–September 30, 2025).
   • Code – Select a specific item code or leave blank for all.
   • Category – Filter by high-level classification (e.g., raw materials, finished goods).
   • Group – Narrow results by subgrouping within a category (e.g., packaging, spare parts).
   • Class – Filter by item classification such as consumables, serialized items, or batch-tracked items.
   • Preset – Filter items based on their assigned posting accounts.
   • Location – Show stock data for a specific warehouse or location.
     
     Configure report options:
     • Include Zero Balance – Display items with no movement or balances.
     • Include Inactive Stocks – Include inactive stock items in the report.
     • Include Stock Transfer – Show stock transfer transactions in the report.
6. Click Preview to generate a printable version of the report.
    
7. Export the report to PDF or Excel, or print it for documentation.
   

Application:

The Stock Ledger Report is best used when you need to:

• Audit detailed stock transaction history.
• Verify the accuracy of purchases, sales, transfers, and adjustments.
• Trace stock movements across categories, groups, or locations.
• Analyze movement trends to identify fast- and slow-moving items for better purchasing and cost control.

Note: Use the Stock Balance Report when you need to compare system balances with physical stock counts. The Stock Ledger complements this by providing detailed transaction-level history.