Stock Reports

Overview

Stock Reports are your inventory intelligence system. These reports help you track stock levels, identify problems, optimize ordering, and ensure you always have the right products in stock.

What makes stock reports powerful:

• Real-time visibility - See current stock levels instantly
• Movement tracking - Monitor every change to inventory
• Proactive alerts - Identify low stock before stockouts
• Performance insights - Know which products move fast or slow
• Smart recommendations - Get data-driven reorder suggestions
• Adjustment history - Complete audit trail of all changes

Use these reports for:

• Daily stock level monitoring
• Identifying fast and slow movers
• Preventing stockouts
• Optimizing inventory investment
• Planning purchases intelligently
• Tracking stock adjustments and corrections

Available Stock Reports

GSK POS provides 7 powerful stock reports:

1. Stock List - Current inventory levels for all products
2. Stock Adjustment Report - History of manual stock corrections
3. Stock Movement Report - Detailed in/out transaction history
4. Low Stock Report - Products below minimum levels
5. Fast Moving Stock - Top sellers (last 30 days)
6. Slow Moving Stock - Products with no/few sales (30+ days)
7. Reorder Recommendations - Smart purchasing suggestions

Accessing Stock Reports

**From the Main Menu:**

1. Click "Reports" in the navigation menu
2. Select the specific stock report you want:

• Stock Adjustment Report
• Stock List
• Stock Movement Report
• Slow Moving Stock
• Low Stock Report
• Fast Moving Stock
• Reorder Recommendations

**Quick Access:**

Navigate to: Reports → [Select Report Name]

Report 1: Stock List

What It Shows

The Stock List displays your complete inventory with current stock levels for every product.

Information Displayed:

• Product name
• Current stock quantity (in all units: cartons, dozens, pieces)
• Buying price and Selling price
• Category and Brand
• Stock value (quantity × cost)
• Total inventory value at bottom

✨ NEW: Filter Interface

The Stock List now has a filter form on the left side for more targeted reports:

Filter Use Cases:

When to Use

• ✅ Daily Stocktaking - Quick overview of what's in stock
• ✅ Before Ordering - Filter by category to see related products
• ✅ Inventory Audits - Print for physical count exercises
• ✅ Category/Brand Review - See all beverages or electronics at once
• ✅ Staff Stock Sheets - Use "Stock Only" mode to hide prices
• ✅ Valuation - Calculate total inventory value

How to Use

Tip: Click Reset to clear all filters and return to defaults.

Report 2: Stock Adjustment Report

**What It Shows**

The Stock Adjustment Report tracks every manual change made to stock levels (corrections, physical count adjustments, damaged goods write-offs, etc.).

Information Displayed:

• Adjustment date and time
• Product name
• Old stock quantity (before adjustment)
• New stock quantity (after adjustment)
• Difference (what changed)
• Reason for adjustment
• User who made the adjustment

**Filter Options**

Timeframe:

• Today
• Past 7 Days
• Past 30 Days
• Last Month
• Select specific date
• Date range
• All time

Product:

• Select specific product
• All products

**When to Use**

• ✅ Audit Trail
• Track all manual stock corrections
• Identify who made changes and when
• Investigate stock discrepancies

• ✅ Damaged Goods Tracking
• See all write-offs for damaged inventory
• Calculate losses from breakage/expiry

• ✅ Physical Count Verification
• Review adjustments made after stocktaking
• Ensure corrections were entered properly

• ✅ Shrinkage Analysis
• Identify patterns in stock losses
• Spot potential theft or errors

**How to Use**

View All Adjustments:

1. Open Reports → Stock Adjustment Report
2. Set timeframe (e.g., This Month)
3. Product: All
4. Click Generate Report
5. Review list of all adjustments

Track Specific Product:

1. Open Reports → Stock Adjustment Report
2. Set timeframe: All
3. Product: Select specific product
4. Click Generate Report
5. See complete adjustment history for that item

Monthly Review:

1. Set timeframe: Last Month
2. Product: All
3. Print report for records
4. Compare with previous months

Report 3: Stock Movement Report

**What It Shows**

The Stock Movement Report shows every transaction that affected inventory levels (sales, purchases, returns, transfers, adjustments).

Information Displayed:

• Transaction date and time
• Product name
• Transaction type (Sale, Purchase, Return, Adjustment, Transfer)
• Quantity moved (in/out)
• Before quantity
• After quantity
• Document reference (receipt/invoice number)
• User who processed transaction

**Filter Options**

Timeframe:

• Today
• Past 7 Days
• Past 30 Days
• Date range
• All time

Product:

• Select specific product
• All products

Movement Type:

• Sales (stock out)
• Purchases (stock in)
• Adjustments (corrections)
• Returns (stock in)
• All movements

**When to Use**

• ✅ Product Movement History
• See complete in/out history for a product
• Understand movement patterns
• Identify seasonal trends

• ✅ Reconciliation
• Match system records with physical count
• Investigate discrepancies
• Verify all transactions recorded

• ✅ Velocity Analysis
• Track how quickly products move
• Calculate days to sell
• Optimize stock levels

• ✅ Audit Compliance
• Provide transaction trail for auditors
• Demonstrate inventory control
• Meet regulatory requirements

**How to Use**

Track Single Product:

1. Open Reports → Stock Movement Report
2. Select product from dropdown
3. Set timeframe (e.g., Last 30 Days)
4. Movement type: All
5. Review complete history

Daily Movements:

1. Timeframe: Today
2. Product: All
3. Movement type: All
4. See everything that happened today

Sales Analysis:

1. Timeframe: This Month
2. Product: Select product
3. Movement type: Sales
4. See exactly how much sold and when

Report 4: Low Stock Report

**What It Shows**

The Low Stock Report automatically identifies products that have fallen below their minimum quantity (reorder level).

Information Displayed:

• Product name
• Current stock level
• Minimum quantity (reorder level)
• Shortage (how much below minimum)

Color Coding:

• Red rows - Critically low (at risk of stockout)
• Yellow rows - Below minimum but still some stock
• No products shown - All items are above minimum (good!)

**When to Use**

• ✅ Daily Morning Check
• First thing each day, check what's low
• Place urgent orders before running out
• Prevent "out of stock" situations

• ✅ Purchase Planning
• Know exactly what needs ordering
• Prioritize urgent items
• Plan supplier orders

• ✅ Stock Monitoring
• Track which products frequently go low
• Adjust minimum quantities if needed
• Improve stock management

• ✅ Prevent Lost Sales
• Reorder before stockout
• Keep popular items always available
• Maintain customer satisfaction

**How to Use**

Daily Routine:

1. Open Reports → Low Stock Report
2. Report generates automatically (no filters needed)
3. Review list of low stock items
4. Note products that need immediate ordering
5. Place orders with suppliers

Set Minimum Quantities:

Before this report is useful, ensure each product has a minimum quantity set:

1. Go to Stock Management → Products
2. Edit each product
3. Set Minimum Quantity field

• Example: If you sell 10 per week, set minimum to 15 (1.5 weeks buffer)

1. Save product

Tip: If the report shows "All products are above their minimum levels" - Excellent! Your inventory is healthy.

Report 5: Fast Moving Stock

**What It Shows**

The Fast Moving Stock Report identifies your top-selling products based on sales volume in the last 30 days.

Information Displayed:

• Product name
• Total quantity sold (last 30 days)
• Rank (1 = highest seller)

Products are ranked from highest to lowest sales volume.

**When to Use**

• ✅ Inventory Optimization
• Stock more of your best sellers
• Allocate shelf space to fast movers
• Reduce investment in slow movers

• ✅ Purchase Planning
• Order larger quantities of fast movers
• Negotiate better prices for volume
• Ensure you never run out of top sellers

• ✅ Marketing Strategy
• Promote already popular items
• Create bundles with fast movers
• Feature top sellers in ads

• ✅ Supplier Negotiation
• Show supplier your top products from them
• Request volume discounts
• Build stronger relationships

• ✅ Performance Tracking
• Compare month-to-month fast movers
• Identify changing customer preferences
• Adapt product mix to demand

**How to Use**

Monthly Review:

1. Open Reports → Fast Moving Stock
2. Report shows top 100 sellers (last 30 days)
3. Note the top 10-20 products
4. Ensure these are always well-stocked

Strategic Actions:

1. Review the list
2. For Top 10 Products:

• Increase order quantities
• Negotiate volume discounts
• Never let these go low stock

1. For Top 20-50 Products:

• Maintain consistent stock
• Watch for upward trends

1. Products Not on List:

• Evaluate if still worth stocking
• Consider promotions to move them

Compare Periods:

• Run report monthly
• Save PDF copies
• Compare this month vs last month
• Identify rising and falling products

Report 6: Slow Moving Stock

**What It Shows**

The Slow Moving Stock Report identifies products that have not sold (or sold very little) in the last 30 days.

Information Displayed:

• Product name
• Last sale date (when it last sold)
• Days since last sale
• "Never Sold" if product has never been sold

Products are sorted by days since sale (longest no-sale period first).

**When to Use**

• ✅ Inventory Cleanup
• Identify dead stock
• Plan clearance sales
• Free up cash tied in slow movers

• ✅ Purchasing Decisions
• Stop ordering slow movers
• Reduce quantities on future orders
• Focus budget on fast movers

• ✅ Promotional Planning
• Create promotions to move slow stock
• Bundle slow movers with fast movers
• Offer discounts to clear inventory

• ✅ Product Mix Optimization
• Discontinue products that don't sell
• Replace with better alternatives
• Improve overall inventory performance

• ✅ Cash Flow Management
• Reduce investment in non-performers
• Convert slow stock to cash
• Invest freed capital in winners

**How to Use**

Monthly Review:

1. Open Reports → Slow Moving Stock
2. Review products with 30+ days since sale
3. Categorize:

• Never Sold: Consider returning to supplier or deep discount
• 60+ days: Urgent action needed (promotion/clearance)
• 30-60 days: Monitor closely, consider promotion

Action Plan:

For Never Sold Items:

1. Check if supplier accepts returns
2. If yes: Return for refund
3. If no: Run clearance sale (50% off)
4. If still no sale: Donate/write off

For 60+ Days No Sale:

1. Create promotion: "Buy 1 Get 1 Free" or "30% Off"
2. Place prominently in store
3. Advertise on social media
4. Bundle with fast movers

For 30-60 Days:

1. Monitor next 2 weeks
2. If still no sale, apply promotion
3. If sells, continue stocking
4. Adjust minimum quantity downward

Tip: Run this report monthly and track improvement in slow movers.

Report 7: Reorder Recommendations

**What It Shows**

The Reorder Recommendations Report uses smart algorithms to suggest which products need reordering based on:

• Current stock level
• Average daily sales (last 30 days)
• Lead time (days to receive order from supplier)
• Buffer days (safety stock)

Information Displayed:

• Product name
• Current stock quantity
• Average daily usage
• Supplier lead time
• Recommended reorder quantity
• Priority (High, Medium, Low)

**How It Works**

The Algorithm:

1. Calculate Average Daily Usage

• Total sold in last 30 days ÷ 30 = daily average

1. Estimate Usage During Lead Time

• Daily average × (Lead time + Buffer days)

1. Compare with Current Stock

• If current stock < estimated usage → Recommend reorder

1. Calculate Reorder Quantity

• Enough to cover lead time + 30 days buffer

Example:

• Product: Rice 50kg
• Current stock: 10 bags
• Average daily sales: 3 bags
• Lead time: 7 days
• Buffer: 2 days
• Calculation: 3 × (7 + 2) = 27 bags needed
• Current stock (10) < Needed (27)
• Recommendation: Order 47 bags (to reach 30 days stock + lead time coverage)

**When to Use**

• ✅ Weekly Order Planning
• Review every week
• Place orders for recommended items
• Avoid manual calculations

• ✅ Prevent Stockouts
• Proactive ordering before running out
• Maintain customer satisfaction
• Never turn customers away

• ✅ Optimize Stock Levels
• Not too much (excess capital tied up)
• Not too little (risk of stockout)
• Just right (data-driven quantities)

• ✅ Budget Planning
• Calculate total order value
• Plan cash flow for purchases
• Prioritize high-priority items

• ✅ Supplier Orders
• Generate order list quickly
• Send to suppliers
• Track order fulfillment

**How to Use**

Weekly Routine:

1. Open Reports → Reorder Recommendations
2. Report generates automatically
3. Review list sorted by priority:

• High Priority - Order immediately (risk of stockout within 7 days)
• Medium Priority - Order this week
• Low Priority - Monitor, order if budget allows

1. Export or print report
2. Place orders with suppliers

Customize Lead Times:

For accurate recommendations, set lead time for each product:

1. Go to Stock Management → Products
2. Edit product
3. Set Lead Time field (in days)

• Example: Local supplier = 1-2 days
• Regional supplier = 5-7 days
• Import = 14-30 days

1. Save

Tip: If a product shows up every week, consider increasing minimum quantity or negotiating better lead times with supplier.

Common Use Cases

**Use Case 1: Daily Morning Stock Check**

Goal: Start each day knowing your stock situation

Steps:

1. Open Low Stock Report
2. Review items below minimum
3. Place urgent orders if needed
4. Open Stock List
5. Verify high-value items are still in stock
6. Note any discrepancies for investigation

Time: 5-10 minutes daily

**Use Case 2: Weekly Purchase Planning**

Goal: Plan week's orders efficiently

Steps:

1. Monday morning: Open Reorder Recommendations
2. Review high and medium priority items
3. Check current stock for each (verify accuracy)
4. Prepare order list per supplier
5. Calculate total order value
6. Verify budget availability
7. Place orders
8. Mark "ordered" in notes

Time: 30 minutes weekly

**Use Case 3: Monthly Inventory Optimization**

Goal: Improve inventory mix and reduce dead stock

Steps:

1. Run Fast Moving Stock → Note top 20
2. Run Slow Moving Stock → Note 30+ days no sale
3. Analysis:

• Fast movers: Ensure always well-stocked, increase quantities
• Slow movers: Plan promotions, clearance, or discontinue

1. Action:

• Create promotion for slow movers
• Adjust minimum quantities for fast/slow movers
• Update product mix for next orders

1. Track: Save reports, compare next month

Time: 1-2 hours monthly

**Use Case 4: Quarterly Stocktaking Preparation**

Goal: Prepare for physical inventory count

Steps:

1. Print Stock List (current system levels)
2. Conduct physical count
3. Compare physical vs system
4. For discrepancies:

• Check Stock Movement Report (see recent transactions)
• Check Stock Adjustment Report (see if already corrected)
• Investigate large differences

1. Make adjustments in system
2. Run Stock Adjustment Report to verify corrections recorded

Time: 4-8 hours quarterly

**Use Case 5: Supplier Performance Review**

Goal: Evaluate which suppliers provide the best products

Steps:

1. Run Fast Moving Stock
2. For top 20 products, note their suppliers
3. Run Slow Moving Stock
4. For slow movers, note their suppliers
5. Analysis:

• Which suppliers have most fast movers?
• Which suppliers have most slow movers?

1. Action:

• Increase orders from top-performing suppliers
• Reduce or stop orders from poor-performing suppliers
• Negotiate better terms with successful suppliers

Time: 1 hour quarterly

Best Practices

**Daily Habits**

• ✅ Morning Stock Review
• Check Low Stock Report first thing
• Place urgent orders
• Verify fast movers are in stock

• ✅ End-of-Day Verification
• Quick glance at Stock List
• Ensure major sales were recorded
• Note any stock anomalies for next day

**Weekly Habits**

• ✅ Order Planning
• Run Reorder Recommendations every Monday
• Place orders for high-priority items
• Budget for medium-priority items

• ✅ Fast/Slow Review
• Check Fast Moving Stock
• Check Slow Moving Stock
• Plan promotions for slow movers

• ✅ Adjustment Review
• Review Stock Adjustment Report
• Investigate any unusual adjustments
• Ensure adjustments have reasons

**Monthly Habits**

• ✅ Inventory Optimization
• Run all stock reports
• Compare with last month
• Adjust minimum quantities based on trends

• ✅ Clearance Planning
• Identify slow movers for clearance
• Create monthly promotion plan
• Track success of promotions

• ✅ Supplier Review
• Analyze which suppliers' products move best
• Negotiate volume discounts for fast movers
• Consider alternative suppliers for slow movers

• ✅ Financial Reconciliation
• Calculate total inventory value (Stock List)
• Compare with last month
• Ensure inventory investment is optimized

**Quarterly Habits**

• ✅ Physical Stocktaking
• Full physical count
• Compare with system (Stock List)
• Adjust discrepancies (recorded in Adjustment Report)

• ✅ Performance Analysis
• Year-over-year Fast Moving comparison
• Seasonal trend analysis
• Product mix optimization

• ✅ Strategic Planning
• Decide which products to add/remove
• Plan for seasonal inventory needs
• Set inventory investment targets

Reading the Numbers

**Stock Quantities**

Format: Usually shown as "10/5/50" representing:

• 10 = Cartons (or largest unit)
• 5 = Dozens (or middle unit)
• 50 = Pieces (or smallest unit)

Understanding:

• If you see "0/0/50" → 50 pieces left (no full cartons/dozens)
• If you see "5/0/0" → 5 cartons, but opened = 0 pieces available
• Total pieces = (Cartons × pieces per carton) + (Dozens × pieces per dozen) + Pieces

**Days Since Sale**

Fast Moving:

• 1-7 days = Excellent (hot seller)
• 8-14 days = Good (steady mover)
• 15-30 days = Fair (monitor)

Slow Moving:

• 31-60 days = Concern (needs promotion)
• 61-90 days = Problem (clearance needed)
• 90+ days / Never = Dead stock (urgent action)

**Reorder Priority**

High: Current stock will run out in < 7 days → Order today

Medium: Stock sufficient for 7-14 days → Order this week

Low: Stock sufficient for 14+ days → Monitor, order next cycle

Troubleshooting

**Issue: Low Stock Report shows items that are actually in stock**

Possible Causes:

• Minimum quantity not set correctly
• Recent sales not yet reflected
• Stock adjustment not recorded

Solution:

• Verify physical stock matches system
• Check minimum quantity setting (may be too high)
• Adjust stock if needed
• Allow a few minutes for transactions to process

**Issue: Fast Moving shows products that don't seem to be selling**

Possible Causes:

• Large one-time order skewing data
• Report looks at last 30 days only
• Product had promotion recently

Solution:

• Review Stock Movement Report for that product
• Check if there was a bulk order
• Consider longer-term trends (compare with previous months)
• Normal - data reflects actual sales

**Issue: Slow Moving shows new products**

Possible Causes:

• Product recently added
• Takes time to gain traction
• Not well-promoted yet

Solution:

• Give new products 60-90 days to establish
• Promote new products actively
• If still slow after 90 days, consider discontinuing

**Issue: Reorder Recommendations suggests unrealistic quantities**

Possible Causes:

• Lead time not set correctly
• Abnormal sales spike recently
• Product seasonality not accounted for

Solution:

• Verify and adjust lead time for product
• Review last 30 days sales (may have been unusually high/low)
• Use recommendation as guide, apply business judgment
• For seasonal products, order based on season needs

**Issue: Stock Adjustment Report shows adjustments I didn't make**

Possible Causes:

• Another user made adjustment
• System admin made correction
• Automatic adjustment from returned item

Solution:

• Check user name on adjustment
• Ask that user about the reason
• If unauthorized, review access permissions
• Contact support if unexplained

Tips for Success

• 💡 Set Realistic Minimum Quantities
• Base on actual usage patterns
• Factor in lead times
• Add buffer for uncertainties
• Review and adjust quarterly

• 💡 Regular Physical Counts
• Do spot checks weekly (5-10 items)
• Full count monthly or quarterly
• Always investigate large discrepancies
• Keep adjustment reasons documented

• 💡 Act on Reports, Don't Just Read
• Low Stock → Place orders
• Slow Moving → Run promotions
• Fast Moving → Increase stock
• Reorder Recs → Follow suggestions

• 💡 Compare Over Time
• Save monthly report PDFs
• Track trends
• Identify seasonal patterns
• Measure improvement

• 💡 Use Multiple Reports Together
• Cross-reference findings
• Get complete picture
• Make informed decisions
• Validate data

• 💡 Train Your Team
• Show staff how to read reports
• Assign responsibility for monitoring
• Create action protocols
• Review results together

• 💡 Trust the Data, But Use Judgment
• Reports are guides, not absolute rules
• Factor in upcoming events (holidays, promotions)
• Know your business context
• Adjust recommendations as needed

Advanced Strategies

**Seasonal Inventory Management**

1. Track Fast/Slow movers across same months year-over-year
2. Identify seasonal patterns
3. Pre-stock for peak seasons
4. Reduce stock before slow seasons
5. Plan promotions for off-season

**ABC Analysis**

Use Fast Moving Stock to categorize:

• A Items (Top 20% of products, 80% of sales) → Highest priority, always in stock
• B Items (Next 30%) → Important, maintain good stock
• C Items (Bottom 50%, 20% of sales) → Lower priority, minimal stock

Action:

• Focus cash and effort on A items
• Moderate attention to B items
• Consider discontinuing slow-moving C items

**Supplier Consolidation**

1. Run Fast Moving Stock
2. Note suppliers of top sellers
3. Analyze if you can get more products from those suppliers
4. Negotiate volume discounts
5. Reduce number of suppliers (easier management)

**Cash Flow Optimization**

1. Run Reorder Recommendations weekly
2. Prioritize fast movers for purchasing
3. Reduce orders for slow movers
4. Free up cash from slow stock (promotions)
5. Reinvest in fast movers

Summary

Stock Reports are essential for:

• Inventory Control - Know exactly what you have
• Purchasing Intelligence - Order the right products at the right time
• Cash Flow Management - Optimize inventory investment
• Customer Satisfaction - Never run out of popular items
• Profitability - Focus on winners, eliminate losers

Master these reports by reviewing them regularly and taking action on insights. Your inventory will become leaner, more profitable, and always aligned with customer demand.

What's Next?

Explore other powerful reports:

• Other Reports - Staff performance, activity logs, debt clearance, and more

Continue to: [Section 3.4: Other Reports →](4-other-reports.html)