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The stock ledger: a record of every movement
An unalterable record of every stock movement. The first place to look when a number looks wrong.
What is the stock ledger?
A record written automatically for every stock movement in your company. Each row says: which item, in which warehouse, how much came in and went out, what the balance became, and which document caused it.
Where to find it
Inventory → Stock Ledgers, or /dashboard/stock-ledgers.
Permission: stock_ledgers:view.
There is also a Stock Ledger report with broader filters for deeper analysis.
The columns
| Column | What it means |
|---|---|
| Warehouse | The warehouse the movement happened in |
| Item Name | The affected item |
| Unit Price | The unit price at the time of the movement |
| Transaction Date | When it happened |
| Transaction Type | Sale · Sales Return · Purchase · Purchase Return · Adjustment |
| Reference ID | The document number that caused it |
| In Qty | Quantity that came in |
| Out Qty | Quantity that went out |
| Balance Qty | The warehouse balance after this movement |
The Balance column is the key
The balance column is not the current balance — it is the balance immediately after that movement.
So if you sort by date, you can follow the balance moving row by row. The first jump that does not make sense is the problem row, and its reference number will take you to the document.
The movement types
| Type | Source | Effect |
|---|---|---|
| Sale | Submitted sales invoice | Out |
| Sales Return | Submitted sales return | In |
| Purchase | Submitted purchase invoice | In |
| Purchase Return | Submitted purchase return | Out |
| Stock Adjustment | An adjustment | In or out, depending on the difference |
| Opening Balance | An item's first balance | In |
A warehouse transfer writes two rows: one out of the source warehouse and one into the destination, both carrying the same transfer number.
The record cannot be edited
There is no edit or delete button here, deliberately. The ledger is the record of truth.
To correct a wrong balance, run a stock adjustment. That adds a new correcting row for the difference, so the full history stays visible and explicable.
Using it to trace a problem
When a stock number looks wrong:
- Open the ledger and filter on the item.
- Filter on the warehouse if you have more than one.
- Sort by transaction date.
- Follow the Balance column from top to bottom.
- At the first unexpected jump, take its Reference ID.
- Open that document and check the details.
Most of the time you will find one of these: a quantity typed wrong, an invoice submitted against the wrong warehouse, or an adjustment made without review.
Frequently Asked Questions
Can I edit or delete a stock ledger row?
No. The ledger is read-only. Rows are written automatically with each movement and cannot be changed. To correct a balance, run a stock adjustment — that adds a new correcting row rather than erasing history.
What does the Balance column mean?
The item's balance in that warehouse immediately after that movement. So you can follow the balance changing row by row and see which movement produced the number you have now.
Why is a particular invoice missing from the ledger?
Usually because it is still a draft. Drafts move no stock so they write no rows. The other reason is that the item is configured as not maintaining stock.
What is the reference number on a row?
The number of the document that caused the movement — a sales or purchase invoice, an adjustment, or a transfer. Use it to open that document and see the details.
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