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How to navigate Stock Reports

Written by Sophie Rattray

Under the Stock tab, use Reports to find heaps of useful information here like Received Invoices, Received Stock Items and Stock on Hand levels.

🔐 What You’ll Need

🔑 Stock Permissions

If you don’t have access to your Company Settings, ask someone with Manager permissions to update your access.

🤓 Loaded Knowledge

You’ll need to be receiving purchase orders in Loaded before this page will have any information.

Received Invoices Report

This report will show all invoices and credits that have been received for each supplier over the specified time period. Please note the default for this report is to show all data from the current week.

  1. To access, head to Stock → Reports → Received Invoices

  2. In the top right under the date, click Select to set the time period you’d like to generate the report for, then click Apply

  3. From here, you can

    1. Click the invoice number to open that specific invoice

    2. Click ‘View Statement(s)’ to see a Statement from a specific supplier

    3. Export to your Accounting System or

    4. Open a Printer Friendly Version

Received Stock Items Report

This report will show all stock items that have been received over the specified time period. Please note the default for this report is to show all data from the current week.

  1. To access, head to Stock → Reports → Received Stock Items

  2. In the top right under the date, click Select to set the time period you’d like to generate the report for, then click Apply

  3. From here, you can

    1. Filter by ‘Stock Received Date’ or ‘Invoice Date’

    2. Export a Printer Friendly Version

    3. See the number of orders, quantity, unit, unit cost and total cost per stock item

    4. Use the arrow next to the stock item to see each invoice or credit the stock item was on over the specified time period OR click Expand All to see the purchase orders associated with each item

      1. You can then click the invoice number to open that specific invoice

    5. Clicking Show Unpurchased Items will give you a list of all items you have in your stock system. Ones that have been ordered will be highlighted blue.

Stock on Hand Report

The Stock on Hand report can be used at any point in time to give you a calculated amount of food, beverage or other stock on hand. In order for this information to be accurate, you need to have your POS Item Links created, a Stocktake completed, and all purchase orders/credit requests marked as received.

  1. To access, head to Stock → Reports → Stock on Hand

  2. Use the dropdown to select which template you'd like to generate the report for

  3. Select the date you want to run the report for. You can even run it for a date in the past - no more pesky stocktakes a couple of days after you’ve just completed one. Happy operations team and happy accountant!

  4. The report will pull through to the current day and time. It is organised in the same order as your stocktake templates with the stock items & their count by unit listed on the left-hand side.

Let’s take a closer look at each column:

  • Closest Count uses the closest stocktake to the day you’re running the Stock on Hand report for.

  • Received will show the quantity of this item received on any invoices or credits since the Count date.

  • Calculated Usage will show all sales processed through the tills since your most recent stocktake.

  • Quantity on Hand lists the estimated quantity of stock on hand (by unit) given the information from the prior columns. Specifically, Closest Count plus Received, less Calculated Usage.

  • Value on Hand lists the estimated quantity of stock on hand (by dollar value) given the information from the prior columns & your latest stock price. Specifically, Quantity on Hand x Latest Price for the Stock Item at the date of the Stock on Hand report.

You can see the exact details of each value by clicking on the number.

Tips and Tricks

  • You can use the ‘Received Invoices’ page to create statements and export invoices to Xero for payment.

  • The ‘Received Invoices’ page is based on the invoiced date from your purchase order not the received date.

  • Use the Stock on Hand report to get accurate numbers of your current stock levels, without having to complete a stocktake today

What’s Next?

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