Inventory Transactions
Track all stock movements and maintain a complete audit trail of your inventory changes.
What are Inventory Transactions?
Every time stock levels change, a transaction is automatically created to record:
- What changed - Product and quantity
- When it changed - Date and time
- Why it changed - Transaction type and reason
- Who changed it - User who made the change
- Reference - Related document or adjustment ID
Transaction Types
1. Purchase (Stock In) 📥
When: New stock is received
Automatically created when:
- Recording a purchase order receipt
- Marking supplier invoice as received
Details recorded:
- Purchase order number
- Supplier reference
- Quantity received
- Unit cost
- Total value
Example:
Type: Purchase
Product: Laptop - Dell Inspiron
Quantity: +10 units
Reference: PO-2024-001
Cost: ₹45,000 × 10 = ₹4,50,000
User: admin@company.com
Date: 20 Nov 2025, 10:30 AM
2. Sale (Stock Out) 📤
When: Products are sold to customers
Automatically created when:
- Invoice is created with products
- Sales order is fulfilled
Details recorded:
- Invoice number
- Customer name
- Quantity sold
- Selling price
Example:
Type: Sale
Product: Laptop - Dell Inspiron
Quantity: -2 units
Reference: INV-2024-0523
Selling Price: ₹52,000 × 2 = ₹1,04,000
Cost: ₹45,000 × 2 = ₹90,000
Profit: ₹14,000
User: sales@company.com
Date: 20 Nov 2025, 2:15 PM
3. Adjustment (Manual Correction) ⚙️
When: Manual stock corrections are needed
Viewing Transactions
Transaction List
The transactions page shows:
| Column | Description |
|---|---|
| Date/Time | When the transaction occurred |
| Product | Product name and id |
| Type | Transaction type icon and label |
| Quantity | Amount added (+) |
| Reference | Related document number |
| User | Who made the change |
| Stock After | Resulting stock level |
Filtering Transactions
Filter by:
Date Range:
- Today
- Last 7 days
- Last 30 days
- Custom date range
Transaction Type:
- All transactions
- Purchases only
- Sales only
- Adjustments only
- Returns only
- Transfers only
Product:
- All products
- Specific product
- Product category
- Low stock items
User:
- All users
- Specific user
- My transactions only
Transaction Details
Click any transaction to view complete details:
Basic Information
- Transaction ID
- Date and time (precise timestamp)
- Transaction type
- Status (completed, pending, cancelled)
Product Information
- Product name and id
- Product category
- Current stock level
- Stock after this transaction
Quantity Information
- Quantity changed (+)
- Total transaction value
Reference Information
- Reference document (invoice, PO, etc.)
- Reference number
User Information
- User who created transaction
- User role
- IP address (for audit)
Automatic Transaction Creation
From Invoices
When you create an invoice with products:
-
Invoice Saved as Draft
- ✅ No inventory transaction created
- ❓ Stock not affected yet
-
Invoice Finalized
- ✅ Sale transaction created automatically
- 📤 Stock quantity reduced
- 📊 Transaction recorded
-
Invoice Cancelled
- ✅ Reversal transaction created
- 📥 Stock quantity restored
- 📝 Both transactions visible in history
From Purchase Orders
When receiving stock:
-
PO Created
- No inventory impact
-
Goods Received
- Purchase transaction created
- Stock increased
-
Partial Receipts
- Multiple transactions created
- One per receipt
Manual Stock Adjustments
Making an Adjustment
- Navigate to Inventory → Items
- Find the product
- Click "Adjust Stock" button
- Enter adjustment details:
Adjustment Form:
Product: [Auto-filled]
Current Stock: [Display only]
Adjustment Type:
○ Add Stock (+)
○ Set Quantity (=)
Quantity: [Enter amount]
Notes: [Required for Other]
- Click "Save Adjustment"
- Transaction is created immediately
Adjustment Examples
Transaction History & Audit Trail
Complete Audit Trail
Every transaction provides:
- Who - User identification
- What - Product and quantity
- When - Precise timestamp
- Why - Reason and reference
- Result - Before and after stock levels
Audit Reports
Generate reports for:
User Activity Report
- All transactions by specific user
- Adjustments made
- Time period analysis
Next Steps
- Stock Adjustments - Learn adjustment procedures in detail
- Inventory Items - Manage your inventory
- Dashboard Overview - Monitor inventory health
Security Note: Transaction history is immutable. Corrections are made with new transactions, not by editing or deleting existing ones. This ensures complete audit compliance.