Inventory on Hand report

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SUMMARY

Occasionally, your inventory can be miscounted during shipments or audits, or must be adjusted due to theft or other mishaps. The easiest way to make inventory adjustments is through the Inventory on Hand report.

Note: This report can also be used to calculate your total asset value for inventory on hand. Generate the report and scroll to the bottom of the screen to see the total asset value listed for all products. Here you can also find Total Retail Value and the total number of items in stock.


CONTENT

 

Report's location

Select the Reports tab and choose Inventory from the tabs on the left. To narrow the list, select Management from the filters, and then click Inventory on Hand to open the report.

You can always use the search bar at the top right to search for Inventory on Hand by name, and if it’s a report you use often, then consider making it one of your favorites

Inventory_Management.png

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Report's filters

  • Location: Choose the location for which you'd like to run the report, or choose All Locations.
  • Supplier: You may restrict the report's results to a specific supplier by choosing their name from the dropdown menu, or select All Suppliers.
  • Revenue Category: You can run the report for single, multiple, or all product categories by choosing one or more from the multi-select menu.
  • Date: Click the calendar icon and select a date to run the report to view past inventory for that specific date.
  • Sort By: Choose from the dropdown menu to sort the report's results by Product Name, Product Barcode, Retail Price, or Product Cost.
  • Only Show Products Needing Reorder: Each product can have a reorder value. When the inventory level for this product matches or drops below its reorder level, you can check this filter and the Inventory On Hand report will only show products that need to be reordered, based on the reorder level.
  • Include Unused Products: If you check this box, it will show products that have zero inventory values. This is an important box to check if you are using the report to log inventory for the first time.
  • Include Discontinued Products: Each product has a Discontinued box, that, if checked, will make the product disappear from inventory reports and the Manage Products screen. If you check this box, the report will even show those products that you marked as discontinued.
  • Include Oversold Products: If unchecked, the negative on-hand numbers are treated as zero for total asset value. Meaning, if you aren't keeping up with inventory, and sold more T-shirts than you originally told the system you had, the inventory goes into the negative taking the asset value with it. The total retail value is calculated with the negative number. Asset is your real value that you have for all inventory. We do this so that your retail value would include things that are lost, stolen, defective, etc. We currently use a simple calculation based on units and the current Our Cost and Retail Price values. If the units go negative, then they take the value with them.
  • Use Paging: If you have a large list of products, it will break the report into different pages. Note: Disabling the feature will hide the Change on Hand column in your report.
  • Only Show Products with In Stock or Oversold Products: Check this box to filter out all products with "0" as their inventory count. This can help to track items overstocked, on back order, or sold incorrectly.
  • Only Show Professional Products: Check this box to run the report to only display products marked as professional products. Learn more about using professional products.

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How do I adjust inventory with this report?

There are two ways you can make updates to your inventory. Use the drop down menu at the top right of your report to make one of the two following adjustments:

Change on Hand

  1. Go to your Reports tab.
  2. Click on Inventory in the menu on the left.
  3. Select Inventory on Hand from the reports menu.
  4. Choose a Location in the dropdown menu. 
    • If the report is generated under "All Locations," the adjusted inventory will not be updated.
    • If you have only one location and do not use the Online Store feature, your Inventory on Hand report will display just your solo location instead of "All Locations."
  5. Use the filters as needed.
  6. Be sure you have the Change on Hand Value selected in the drop down located at the bottom right of your filters box. Note: By default the report has the Change on Hand is selected.                                                             
  7. Click on Generate.
  8. Under the Change on Hand column, type in the correct inventory amount for each item you wish to update. For example, if your T-shirts are currently recorded as a count of four in the software. But a stock check revealed that you really only have three T-shirts, then type 3 in the Change On Hand column. 
  9. Click the Update Inventory button at the bottom or top right of your report to save your changes. Note: If your Update Inventory button is greyed out, return to Step 4 to select a location. Then proceed with the following steps again.

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Make (+/-) Adjustments

  1. Go to your Reports tab.
  2. Click on Inventory in the menu on the left.
  3. Select Inventory on Hand from the reports menu.
  4. Choose a Location in the dropdown menu. 
    • If the report is generated under "All Locations," the adjusted inventory will not be updated.
    • If you have only one location and do not use the Online Store feature, your Inventory on Hand report will display just your solo location instead of "All Locations."
  5. Use the filters as needed.
  6. Be sure you have the Make (+/-) Adjustment selected in the drop down located at the bottom right of your filters box. Note: By default the report has the Change on Hand is selected.                                                             
  7. Click on Generate.
  8. Under the Make (+/-) Adjustment  column, type in the correct inventory amount for each item to correct your stock. For example, if your T-shirts are currently oversold and recorded as a count of -1 in the software. But a stock check revealed that you really had two T-shirts, and you need to record that one has been sold and another is in stock, then type the number 2 in the "Make (+/-) Adjustment" column. 
  9. Click the Update Inventory button at the bottom or top right of your report to save your changes. Note: If your Update Inventory button is greyed out, return to Step 4 to select a location. Then proceed with the following steps again.
  10. Aa a result, the softwre will automatically make the - or + adjustment to your inventory. 

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Permissions that control access to this report

To view and run this report, the following permission must be enabled for you or your staff's login group:

  • Inventory Reports

To grant or restrict access to this report, just hit the Home tab and select Staff from the submenu. Choose Tools at the top right and click on Staff Permissions.

Staff_Permissions_in_Tools.png

  1. Select a permission group from the dropdown menu.
  2. Click on Report Permissions.
  3. Check or uncheck the box for the Inventory Reports permission.
  4. Click Update.

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Printing barcodes

The Inventory on Hand report also provides an easy way to print barcodes for individual products.


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ADDITIONAL RESOURCES

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