The Stock On Hand Enquiry is a powerful inventory management tool that allows you to review your stock quantities, availability, and costs as they were at the end of any given date. This feature provides valuable insights into your current inventory standing across products and warehouses, enabling you to compare historical stock levels and make informed business decisions.
The Stock On Hand Enquiry serves as your central hub for inventory analysis, providing the detailed insights needed to optimize stock levels, improve cash flow, and ensure product availability for your customers.
Navigate to Reports > Inventory > Stock On Hand Enquiry from the main menu. Click the Run button in the top-right corner to generate a basic report with all current inventory data, or apply filters first to refine the report for a specific date or product base.
Download the enquiry's results in multiple formats, including PDF, CSV, or XLSX, by clicking on the Export drop-down menu.
🤓 Tip: Batch and Serial information is not available through the Stock on Hand Enquiry; use the dedicated Batch Numbers Enquiry or Serial Numbers Enquiry instead.
Filter the Stock on Hand Enquiry
Use the filters available at the top of the Stock On Hand Enquiry to focus your report on the following key details.
Stock on Hand Enquiry filter | Description |
Date To | Select any date using the calendar picker to view stock levels as of the end of that specific date. The enquiry defaults to today's date, but you can analyze historical inventory positions by selecting previous dates. |
Product Group | Use the multi-select dropdown to filter by specific Product Groups and Product Sub Groups. |
Product Brand | Use the multi-select dropdown to filter by specific Product Brands. |
Warehouse | Use the multi-select drop-down menu to filter by:
|
Product Code | Filter stock levels for a specific product by its product code. |
Product Description | Filter stock levels for a specific product by its product description. |
Show Products | Use the drop-down menu to filter for:
|
Supplier Code | Filter for products by their default supplier's Supplier Code. |
Supplier Name | Filter for products by their default supplier's Supplier Name. |
Understanding the Stock On Hand Enquiry
The Stock On Hand Enquiry displays comprehensive stock information, per product and warehouse. The detail that's displayed per row in the report is dependent on the grid columns included. By default, the columns described in the table below will populate in the Stock On Hand Enquiry's grid.
Stock on Hand Enquiry grid column | Description |
Product Code | Displays the product's code. |
Product Description | Displays the product's description. |
Warehouse | Displays the name of the warehouse from where the product's stock information is sourced. When filtered for Global, the warehouse will be blank. |
Sale Days | Indicates the number of days since the last completed sale of the product. |
Price Tier | Hover over the $ icon to view the Default Sell Price and each pricing tier for the product. |
On Purchase | Displays the total quantity included on Purchase Orders in Placed and Costed status. |
Qty On Hand | Displays the total Stock On Hand quantity of the product. |
Allocated | Displays the total quantity included on open Sales Orders, Assemblies or Warehouse Transfers. |
Available Qty | Displays the remaining Stock On Hand quantity, calculated as Qty On Hand minus Allocated. |
Avg Cost | Displays the product's Average Landed Cost (ALC). |
Total Cost | Displays the total stock value, calculated as Qty On Hand multiplied by Avg Cost. |
Hidden Columns
Additionally, the Hidden Columns list in the Stock On Hand Enquiry's Show Toolbar tab lists more columns that can be included on the report's grid. The default Hidden Columns, available to add to your Stock On Hand Enquiry's grid, are described in the table below.
📌Note: Only the headers already displayed in the layout or the Hidden Columns list can be displayed in the Stock On Hand Enquiry.
Stock on Hand Enquiry's hidden columns | Description |
Bin Location | Indicates the product's location within the specified warehouse. When Global is selected in the Warehouse the Bin Location will be blank. |
Product Brand | Displays the name of the Product Brand the product is assigned to. |
Product Group | Displays the name of the Product Group the product is assigned to. |
Product Sub Group | Displays the name of the Product Sub Group the product is assigned to. |
Supplier Code | Displays the product's default supplier's code. |
Supplier Name | Displays the product's default supplier's name. |
Unit | Indicates the product's base unit of measure. |
Stock on Hand totals
The enquiry's footer provides valuable totals based on your filtered results:
On Purchase Total: Sum of quantities on placed or costed Purchase Orders.
Quantity on Hand Total: Combined stock quantities across all displayed products.
Allocated Quantity Total: Total quantities reserved for Sales Orders, Assemblies and Warehouse Transfers.
Available Quantity Total: The total available stock after allocations.
Total Cost: Combined stock value of all products using Average Landed Cost (ALC).
Customising your view
Drag any column header into the grey area above the grid to group your data by that field. Add multiple grouping levels and use the +/- icons to expand or collapse sections. This is particularly useful for analysing data by warehouse, product group, or brand.
Reorder columns by dragging headers, resize columns by dragging borders, and sort data by clicking column headers - first click for descending order, second click for ascending order.
To add a Hidden Column to the Stock On Hand Enquiry's grid:
Go to Reports > Inventory > Stock On Hand Enquiry.
Click Show Toolbar.
Click Hidden Columns.
Drag a column header from the Hidden Columns list and drop it into the grid.
To remove a Hidden Column from the Stock On Hand Enquiry's grid:
Go to Reports > Inventory > Stock On Hand Enquiry.
Click Show Toolbar.
Click Hidden Columns.
Drag a column header from the grid into the Hidden Columns list.
Grid Layouts
After customising your column layout, save it for future use:
Click on the Show Toolbar tab.
Select New.
Enter a unique name for the new layout.
Click Add.
The layout will now be saved to your user profile, only available to select from the Show Toolbar's Grid Layout drop-down menu.
Edits can be made to your custom grid layout at any time; just click Save in the Show Toolbar options after you've made the necessary adjustments. Similarly, custom grid layouts can be removed by clicking Delete in the Show Toolbar tab.
Default grid layouts
Initially, whenever you navigate to the Stock On Hand Enquiry, the default grid layout "None" will be displayed.
To make one of your custom grid layouts the default view:
Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Default checkbox.
Click Save.
Share grid layouts
If you've created a grid layout that other users in your account would benefit from using, you can make it available to their user profiles too:
Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Shared checkbox.
Click Save.
The layout will then be available to select from the Show Toolbar > Grid Layout menu when other users open the Stock On Hand Enquiry page.
Shared layouts cannot be a default for another user's profile, but they can save the shared layout as a new layout in their own profile, then set that as their default. Any edits you make to your shared layout will not apply to their saved default version.
Frequently asked questions
Is there a Stock Ageing report?
Is there a Stock Ageing report?
Use the Sale Days value in the Stock on Hand Enquiry to see how long a product's been in stock since its last sale. Alternatively, go to Business Intelligence > Inventory > Vision > Stock Age ranked by Stock on hand value, which displays the total stock value of inventory, segmented by its receipted date. Select a stock age category to review the products and stock with that stock age.