Start with the product and warehouse slot whose balance does not match the actual stock. The total balance can conceal products recorded in the wrong slot or purchase batch. Investigate the quantity of products and their monetary value separately: the correct quantity does not necessarily mean the warehouse value is correct.
Open the balances and filter the events
Carry out the investigation in the browser. The warehouse feature must be enabled, and you need viewing permission for the warehouses you are investigating. Creating corrective warehouse events requires editing permission for those warehouses. Filters and permissions affect which events and warehouse value impacts you can see.
- Open Warehouses → Warehouse balances. Filter the table using the filters below the Warehouse and Product column headings. Expand the warehouse row using the expand icon on its left and compare the product's slot-specific rows with the actual quantities. Check Warehouse slot and Product amount. Use the link in the product row's Purchase batches column to view the breakdown by batch.
- Open Warehouses → Warehouse events. Select a period from the Log created at selector at the top. The default is the last month up to today. You can also select a week, three months or Between dates.... A custom date range can cover up to six months; investigate a longer history in several periods. The date filter includes the selected days according to the service's time zone.
- Filter the events table using the search field in the Code or Product name column, as well as the search field in the Warehouse column. If necessary, narrow the results using the Warehouse slot column search. If you are investigating a transfer or a deduction made from several slots, remove any overly restrictive slot or warehouse filter so that you can also see the other parties involved.
- Open the column menu using the columns icon at the right end of the table's header row. Show Number of products left unremoved and Additional event. These are hidden by default. If the icon is not visible, scroll the table horizontally to the right.
Stocktakes and transfers made on Android and iOS are recorded in the same balances and events. Investigate discrepancies originating on mobile using the browser procedure described above as well.
Trace product movements and the deduction chain
Compare receipts, sales, transfers, reservations, returns and stocktakes. Event types include Buy, Sell, Transfer, Reservation, Reservation return and Inventory. Also check Product use on a Task and Product use on a Service request. Identify the work, purchase batch or other original entry associated with the event before making a correction.
For product use on a task or service request, Number of products left unremoved shows how much was left undeducted on that row because the balance was insufficient. Settings determine whether the deduction can continue from other purchase batches in the same slot or from other slots in the same warehouse. The product quantity on the row shows the actual deduction; the missing quantity is separate information.
The Show original event and Show next event links in the Additional event column help you follow deductions continued in other slots. The missing quantity on the original row may be deducted on subsequent rows. Check the actual deductions throughout the chain and the missing quantity remaining at the end; do not add together the missing quantities on all rows.
A chain link highlights the related row loaded in the table. It does not retrieve events outside the selected period or bypass permissions. If the row cannot be found, check the period and filters. See also handling warehouse exceptions.
Distinguish quantity, price and warehouse value
No. of products and Event value answer different questions. A purchase increases the balance, while sales and product use reduce it. A reservation moves products from a warehouse to a reservation site, and a return brings them back to the warehouse.
The quantity in an inventory event is the selected purchase batch's new balance in that warehouse slot, rather than the difference to add or deduct. If the previous balance was 8 and the counted balance is 6, the balance change is −2. If the slot contains several batches, taking stock of one batch changes the slot's total balance only by the difference for that batch. For a current value change, the quantity instead means the products whose value the change applies to; it is not a stock movement.
Price shows the price of a purchase or sale event. The calculation first uses the alternative unit price entered for the event, multiplied by the quantity, then the total price of the batch events if available. Otherwise, it uses the product's purchase or selling price, the quantity and the event's discount percentage. The total price therefore does not always use the same price as the warehouse value.
Event value shows the change in warehouse value. For example, the total selling price and the value of the products removed from the warehouse may differ. A positive event value increases the warehouse value, and a negative value decreases it.
When the number in the Event value column is a link, click it to open the calculation. The breakdown shows the quantities used, unit values and components of the value change. Displayed numbers are rounded to two decimal places, but calculations use full precision. A sum you calculate from the rounded components may therefore differ slightly from the result.
How do FIFO and MAC affect the event value?
With FIFO valuation, the event value is calculated for each purchase batch: signed quantity change × unit value used. The unit value is the user-defined current value in effect at the time of the event, if one has been set; otherwise, the purchase batch price is used. The value of an event involving several batches is the sum of their impacts. The valuation method and the FIFO or LIFO product usage principle are separate concepts: the usage principle determines which batches are consumed.
MAC (moving average cost) uses the product's company-wide weighted average cost. After a new purchase, MAC = (the company's previous product quantity × previous MAC + value of purchased products) ÷ (previous product quantity + purchased quantity). The calculation follows receipts and balance changes according to when they take effect and is not limited to the period you select in the table. The company quantity also includes products at reservation sites.
If the company's previous quantity is zero, the new MAC is determined by the unit price of the addition. If incorrect history produces a negative company quantity, the calculation uses zero as the previous quantity; this does not correct the balances themselves.
A stocktake that increases the balance changes MAC using the same principle: only the additional quantity found is added to the calculation at that purchase batch's purchase price. Sales, product use and stocktakes that decrease the balance reduce the quantity used in the calculation for the next addition, but do not themselves change the MAC unit value. Internal transfers and reservations do not change the company's total quantity or, by themselves, MAC.
The value of a MAC event may include both the value of the stock added or removed and the revaluation of the warehouse's previous balance. For example, if all the company's products are in one warehouse, it holds 10 units at a MAC of €10/unit, and 10 units are purchased into it at €20/unit, the new MAC is (10 × 10 + 10 × 20) ÷ 20 = €15/unit. The event value is 10 × 15 + 10 × (15 − 10) = €200. Valuing only the new quantity at €150 therefore does not represent the full impact.
A quantity with a manually set current value is valued at that value in a MAC warehouse as well. It is excluded from the revaluation of the previous MAC balance. If the same receipt is split across several event rows, the revaluation of the previous balance is included only once per warehouse and product.
The MAC value impact accounts only for the quantity entering or leaving a positive batch balance: a change in a negative balance does not directly correspond to a change in the balance being valued. For example, a batch balance increasing from −2 to 3 is a balance change of five units, but the positive quantity being valued increases by three units.
More information: how warehouse value and product cost are determined.
Read both sides of a transfer
A Transfer appears as separate source and destination warehouse rows. When the transfer value is greater than zero, the source row's value is negative and the destination row's value is positive. For a zero-value transfer, both sides may show zero. The monetary amount on both event rows is based on the source warehouse's valuation, even when the warehouses use different valuation methods.
If you transfer 3 units and the unit value used in the source warehouse is €10/unit, the source row shows −€30 and the destination row +€30. These are two sides of the same transfer, rather than two separate transfers. A warehouse filter or permissions may leave only one row visible. The destination row's calculation may be unavailable if you do not have permission to view the source warehouse's batch details.
Monetary corrections do not move products
A Manual current value change changes the current value of the same product in the same purchase batch across its warehouse slots. Product quantities remain unchanged. The impact on each warehouse is based on the quantity remaining at the time of the change and the change in the unit value used. If one warehouse holds 6 units of the batch and another holds 4, and the value used changes from €10 to €8, the impacts are −€12 and −€8, totalling −€20.
Open Current value change impact using the correction row's Event value link. It shows the quantities, values before and after, and changes for each warehouse. If there was no previous manually set current value, the comparison uses the purchase batch price in a FIFO warehouse and the company's MAC in a MAC warehouse. Setting a current value does not change the company's MAC. The saved current value is rounded to two decimal places; an exact halfway value rounds up.
The change history and warehouse value impacts are saved, and warehouse values are recalculated. The displayed total includes only the warehouses being viewed. The reservation site's Projektilla warehouse is excluded from these physical warehouse value impacts.
A Manual batch price change corrects the product's purchase price throughout that batch. The correction row's quantity and event value are left blank: the row records a price correction and should not be interpreted as a zero-euro stock movement. The correction may change the calculated values of previous events, subsequent MAC averages and warehouse value history to the extent that the data can be calculated reliably. The correction row's value is not added to these impacts again.
Select the link in the price correction row's View batch product events column. In the breakdown that opens, Event value before, Event value after and Change from this price edit show the comparison saved for that specific correction. The values apply to the entire event, including any other purchase batches involved. With MAC, the correction may also affect events in subsequent batches.
This comparison retains the impact of that price correction even if prices are corrected again later. It is not the total correction to historical warehouse values. Permissions may hide events from the breakdown. If a value is Unavailable, check the explanation in its warning; missing comparison values cannot be treated as zero.
Price corrections are processed in the background, so check the results after processing is complete. See viewing purchase batches and purchase prices.
Compare monetary discrepancies with value history
A blank event value does not always mean zero. The batch or price history needed for the calculation may be missing. An old imported value change may show Unavailable — historical event value cannot be reconstructed. Do not assume that an event had no impact because its value is missing.
If you are investigating a monetary discrepancy, also compare the warehouse value history. The value of a MAC warehouse may change because of a receipt or a stocktake that increases the balance elsewhere, even if the warehouse being investigated has no stock movement of its own. The sum of visible local events therefore does not always explain the warehouse value change on its own.
Open Warehouses, select the warehouse you are investigating and open Warehouse value → History. Compare the difference between the saved values with the change explained by the events. The history's View details action shows events between two saved values, along with any other explanations needed. An old saved value and the explanation calculated using the currently available history may differ if the history is incomplete. See viewing warehouse value history.
Correct the identified cause and check the result
Once you have traced the event chain, correct the underlying error. If the actual product quantity differs from the recorded quantity and you cannot find a missing receipt or transfer, carry out a stocktake and describe the reason for the correction. This helps the next person investigating the balance understand the change.
A stocktake sets the selected batch's new balance and saves a new event; it does not remove the previous event chain. Do not enter the entire warehouse slot's quantity as one batch's balance if the slot contains several batches. See carrying out a stocktake.
If the quantity is correct but the value is wrong, investigate the purchase price and any manually set current value before making a correction. A purchase price correction may affect past history; a current value change changes valuation from the time it takes effect.
After the correction, check the quantity for the correct product, warehouse and slot in Warehouse balances, along with the purchase batch breakdown if necessary. In Warehouse events, check the new event, who created it, its description and its quantity or value impact. The new inventory balance must match the counted batch quantity, and the slot's total change must match the batch's change. For a monetary correction, also verify the batch price or current value and the warehouse value history after background processing is complete. Quantities must remain unchanged if you made only a value correction.