Inventory
Search, Open and Reconcile Inventory Logs
Inventory Logs are the branch stock ledger. Each row opens a movement detail beside the list, where operators can inspect the reference and follow controlled links to the item, sale or purchase.
- Menu path
- Inventory -> Inventory Logs
- Verified from
- Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence
Live local POS Inventory -> Inventory Logs audited 2026-09-10, frontend/modules/stockactivity.html, frontend/static/script/js/modules/js/stocklog.js PosnicPro.stocklogs, api/src/repositories/stock-log.repository.js branch/license filtering and ledger fields, api/src/controllers/stock-logs.controller.js pagination and date normalization
What the Ledger Shows
Inventory Logs explain quantity movement after Posnic has recorded it. The page is read-only: operators investigate here, then correct the source transaction or use an approved stock adjustment so the correction creates a new ledger movement.
| Column | Meaning | How to use it |
|---|---|---|
| Item | The item affected by the movement. | Open the item when the same product keeps changing unexpectedly. |
| Movement | The process that changed stock, such as sale, purchase or item edit. | Use Movement filter to narrow the investigation. |
| Reference | Bill number, purchase number or another source reference. | On compact screens this moves into the detail pane; open the sale or purchase when linked. |
| By | User who triggered the movement. | On compact screens this moves into the detail pane; ask that user about unclear changes. |
| Date | When the movement was recorded. | Match it to shift, sale or receiving time. |
| Opening | Stock before the movement. | Check whether the starting value was already wrong. |
| Change | Quantity added or removed. | Positive means stock increased; negative means stock reduced. |
| Closing | Stock after the movement. | Use it as the ledger result, then compare to physical count. |
Understand the Responsive List
The wide desktop table can show Item, Movement, Reference, By, Date, Opening, Change and Closing. At narrower widths Posnic deliberately hides lower-priority columns so the ledger remains usable; opening the row reveals the complete movement facts in the detail pane.
- Do not assume a missing Reference, By or Closing column means the data is absent.
- Click the row to read the movement detail when working on a tablet or narrow window.
- Use CSV export when a reviewer needs all nine fields in a stable evidence file.
Use the Movement Shortcut
The Movement dropdown applies a server-side activity-family filter. Purchases matches process names containing Receiving or Purchase, Sales matches Sale, and Item edits matches Item.
| Choice | Includes | Typical investigation |
|---|---|---|
| All | Every visible stock movement for the active branch | Rebuild an item's complete trail. |
| Purchases | Receiving and Purchase process names | Stock received, purchase edits, reversals and returns. |
| Sales | Sale process names | Sales, sale edits, returns, voids or deleted bills. |
| Item edits | Item process names | Creation, direct quantity edits and catalog corrections. |
Search and Date Filters
- Open Inventory -> Inventory Logs.
- Click Filter to reveal the search field, field selector, Exact checkbox and date preset.
- Choose All fields, Item, Activity or Reference before entering the search value.
- Enable Exact when the whole selected field must match, such as one complete item name or bill number.
- Choose All time, Today, Yesterday, This week, This month, This year, Last 7 days, Last 30 days or Custom range.
- Combine the filter with the Movement dropdown when the result set is still too broad.
- Click Clear to remove the advanced filter, then return Movement to All separately when required.
Open the In-Place Movement Detail
Clicking a current ledger row keeps the operator on Inventory Logs and opens that movement in the adjacent detail pane. The selected row remains highlighted, and the URL can carry the movement id so the same detail can be reopened.
- Read Change, Opening and Closing first, then Movement, note, Reference, Changed By and recorded date.
- Use Open item in Item List to inspect catalog settings and that item's own history.
- For sale movements, the reference link looks up the exact bill number and opens its Sales History record.
- For receiving or purchase movements, the reference link looks up the exact purchase number and opens its purchase record.
- If the source document was removed or cannot be found, Posnic warns instead of opening an unrelated record. Preserve the CSV and investigate the deletion or restore path.
Reconcile the Stock Arithmetic
For a tracked movement, Opening plus Change should equal Closing. Positive changes add stock; negative changes remove stock; zero means the operation recorded a ledger event without changing quantity.
| Example | Calculation | Interpretation |
|---|---|---|
| Receive Purchase | 16 + 1 = 17 | One stock unit was received. |
| Add Sale | 90 - 1 = 89 | One stock unit was sold. |
| Delete Sale | 89 + 1 = 90 | Deleting or reversing the sale restored its stock. |
| Add Item | 18 + 0 = 18 | The item record was created with its opening quantity already established. |
Export the Correct Evidence
The export menu has two intentionally different scopes. Both create inventory-logs.csv with Item, Movement, Note, Reference, By, Date, Opening, Change and Closing columns.
| Export | Scope | Use |
|---|---|---|
| This page (what is shown) | Only the currently loaded page, up to 25 movements | Quick handoff or review of exactly what the operator sees. |
| Everything matching the filter | All pages matching the current search, date and Movement filters | Full item investigation, audit support or reconciliation evidence. |
Stock Investigation Routine
- Start with the physical count and item name.
- Open Inventory Logs and filter by the item.
- Read from the last trusted count forward.
- Separate purchase increases, sale decreases, returns and item edits.
- Open each suspicious row, verify Opening + Change = Closing and follow the reference from the detail pane.
- Record any correction using the approved stock-adjustment or item-edit procedure.
- Recheck the item list and Low Stock after the correction.
Permissions and Branch Scope
The API restricts the ledger to the signed-in license and active branch. Links in the movement detail also obey Sales, Purchase and Item permissions, so two users can open the same movement but have different source-navigation options.
- Confirm the active branch before concluding that movements are missing.
- Grant item or transaction access only to staff responsible for investigation.
- An Inventory Logs export is operational evidence and should be stored according to the shop's financial and inventory policy.
Troubleshooting Inventory Logs
| Problem | Likely reason | Action |
|---|---|---|
| No stock movements yet | The active branch has no tracked stock activity. | Receive or sell an inventory-tracked item, then reload the ledger. |
| No movements match this filter | Search, exact matching, date or Movement scope excludes the rows. | Clear the advanced filter and return Movement to All. |
| Reference link cannot find the bill | The source was deleted, restored under another state or the stored reference is no longer present. | Retain the ledger export and inspect Sales History, Purchase history and Recycle Bin. |
| Opening or Closing is N/A | That movement was written without stock-balance tracking. | Use the change, source transaction and surrounding tracked movements; do not invent a balance. |
| Columns appear missing | The window is using the compact responsive table. | Open the row detail, widen the window or export CSV. |
| Ledger does not load | The request failed or the session/branch context changed. | Reload once, confirm the branch and session, then preserve the error for support. |