Stock and Inventory
This is the family of reports you use to check how much of each item you have right now (or as of any cutoff date): the general Stock per item, the same stock broken down by Location, the detail by bin, lot, attribute or customs declaration, the real Availability after subtracting what's already reserved, and the Inventory Rotation in units or in cost. They all share the same filters, and you can jump between them from tabs at the top of the report without retyping your filters.
What are they and what are they for?
Every time you record a purchase, a sale, an adjustment or a transfer, AdmCloud recalculates the affected item's stock. These reports are how you check the result of that recalculation, at different levels of detail, without having to add up movements by hand:
- Stock: one row per item with the total quantity you have as of the cutoff date, adding up all your locations (or only the one you filter).
- Stock by Location: the same information, but with one row per item-location combination, so you know exactly where your merchandise is.
- Detailed Stock: one level deeper, showing the bin, the lot (with its expiration date), the attributes (color, size...) and the customs declaration for each item, when your company uses those features.
- Availability: unlike Stock, this subtracts what's already reserved (committed on sales orders or other reservations), so you know how much you can really promise a new customer.
- Inventory Rotation: compares, per item, the current stock against what was sold in the period, in units or in cost, to spot slow-moving items or excess inventory.
All of these are read-only reports: they don't edit or correct stock. If the quantity you see isn't what you expected, the fix belongs in the source transaction (a purchase, a sale, an Inventory Adjustment or a Physical Count), not in this report.
How to use it, step by step
- Open any of the variants from Reports > Inventory (Stock, Stock by Location, Detailed Stock, Availability or Inventory Rotation) or from the inventory shortcut on your home dashboard.
- Set the filters: the cutoff date always comes with a default (today), and you can narrow the result by Subsidiary, Location, Item, Item Class, Brand, Item Family, Division, Color or Model, as needed.
- Check Show out of stock if you also want to see items sitting at zero, or Only negative stock to quickly find items with negative stock (a sign a transaction is still missing).
- Click Refresh to load data with those filters; the report doesn't query automatically until you ask it to, to avoid firing heavy queries unnecessarily.
- Use the tabs at the top (Stock, Stock by Location, Detailed Stock, Availability, Rotation) to switch between variants without losing the filters you already typed.
- Click the item, brand, class, location, lot or bin on any row to jump straight to its record; click the stock column to see that item's movement history.
Available variants
| Variant | What it adds over general Stock | Condition to see it |
|---|---|---|
| Stock | One row per item (plus, if you have the permission, its average cost and total cost). | Inventory module. |
| Stock by Location | Breaks each item down by location. | Inventory module. |
| Detailed Stock | Adds bin, lot (with expiration), attributes and customs declaration per row; lets you filter by exact SKU, bin and days to expire. | Inventory module. The bin, lot, attribute and customs declaration columns and filters only show up if your company has those Advanced Inventory features active. |
| Availability | Subtracts the reserved quantity from stock and shows the result as "Available"; can also be filtered by reservation date range and, if you have Manufacturing, by "raw material only". | Inventory module. |
| Inventory Rotation (Units) | Current stock, units sold in the period, and rotation percentage and days in inventory, in units. | Advanced Inventory module (Enterprise). Also requires the Item Costs browse permission. |
| Inventory Rotation (Cost) | Same as above, but valued: inventory cost, cost of goods sold and rotation based on cost. | Advanced Inventory module (Enterprise). Also requires the Item Costs browse permission. |
Key capabilities
- One filter screen for all five variants: switch from Stock to Availability or to Rotation using the tabs at the top, without losing what you already filtered.
- Progressive level of detail: from total stock per item down to the exact bin, lot and attribute where the merchandise sits.
- Real availability, subtracting what's reserved on orders and other stock reservations, so you don't promise merchandise that's already committed.
- Average and total cost per item on the general and by-Location Stock views, visible only if you have the Item Costs permission.
- Inventory rotation in units or in cost, to spot slow-moving items.
- Direct links from every row to the item, class, brand, location, bin, lot or movement history.
- Interactive table (search, sort, page) once data loads, with printing from the browser.
Key fields (filters)
| Field | What it's for |
|---|---|
| Cutoff Date | Stock is calculated "as of" this date; always comes with a default value (today). |
| Subsidiary / Location | Narrows the result to a subsidiary or to a specific warehouse/location (if your company uses them). |
| Item / Item Class / Item Family / Brand / Color / Model | Filter by a specific item or by its different classifications. |
| Show out of stock | If checked, also includes items sitting at zero; by default only items with stock are shown. |
| Only negative stock | Filters only items with negative stock, useful to spot transactions still pending registration. |
| Only negative cost | (Stock view only) Filters items whose cost ended up negative, a sign of a costing issue to review. |
| Bin / SKU / Days to expire / Expiration date / Only with lot | (Detailed Stock only) Narrow down to an exact spot in the warehouse, a barcode/SKU, or a lot's expiration. |
| Reservation date range | (Availability only) Filters the reservations considered by when they were made, not by the stock's cutoff date. |
| Raw material only | (Availability only, if you have Manufacturing) Shows only items used as raw material in production. |
| Only authorized lots | If you use lots with an authorization workflow, limits the result to already-authorized ones. |
How the results are calculated
Being read-only reports, they have no save validations, but it helps to understand where each number comes from:
- Stock is the sum of every inventory movement (purchases, sales, adjustments, transfers) for the item up to the cutoff date, in its reporting unit.
- Availability is calculated as Stock minus Reserved (for example, on Sales Orders pending dispatch); an item can have positive stock and zero availability if it's already fully committed.
- Average cost and total cost only show up if you have the Item Costs browse permission; without it, the report still shows stock, just without the cost columns.
- When your company costs by location, the average cost you see changes depending on whether you filtered by a specific Location: with the filter set, you see that location's cost; without it, you see the average cost across all your locations.
- Inventory Rotation compares current stock against the units (or cost) sold in the period up to the cutoff date; the higher the rotation, the faster that item moves.
Availability
- Stock, Stock by Location, Detailed Stock and Availability are part of the Inventory module, included from the Basic plan onward (not on Billing or Start).
- The lot, bin, attribute and customs declaration columns and filters on Detailed Stock only show up if your company has those Advanced Inventory features active (Enterprise edition).
- Both Inventory Rotation variants (Units and Cost) require the Advanced Inventory module (Enterprise edition); without it, those tabs don't appear.
- The Raw material only filter on Availability only shows up if your company has the Manufacturing module active.
- Access to every variant requires the Items & Services permission for your user group; seeing the cost columns and using the Inventory Rotation reports also requires the Item Costs browse permission.
Tips and common mistakes
If you need to know how much you can promise a customer, use Availability, not Stock. Stock can show units that are already reserved on another order; Availability already subtracts that for you.
Use Detailed Stock when you need to know exactly where the merchandise is (which bin, which lot or which attribute), not just how much there is; for a quick total per item, the general or by-Location Stock view is simpler to read.
Negative stock almost always means a transaction is still missing (for example, a purchase or reception that arrived after the sale that already deducted inventory). Use the Only negative stock filter to catch these cases before they affect your costing.