Current Stock Levels

Current Stock Levels

Current stock levels show the real-time quantity and value of inventory available in your system. This guide explains how to view, monitor, and understand current stock levels in EquiBillBook.

What are Current Stock Levels?

Current stock levels represent:

• The available quantity of each item in your inventory
• Real-time stock status across all locations
• Stock value based on your accounting method
• The basis for inventory management decisions

Viewing Current Stock Levels

To view current stock levels:

1. Navigate to Items → Stock Report or Current Stock
2. Alternatively, go to Reports → Inventory Reports → Stock Summary
3. The system displays all items with their current stock quantities

Stock Level Information Displayed

The stock report typically shows:

• Item Code: Unique identifier for the item
• Item Name: Name of the product
• Current Quantity: Available stock quantity
• Unit: Unit of measurement
• Cost Price: Average or current cost price
• Stock Value: Total value of current stock
• Location/Branch: Stock location (if multi-branch)
• Last Updated: Date of last stock movement

Filtering Stock Levels

You can filter stock levels by:

• Category: View stock by item category
• Location/Branch: Filter by specific location
• Stock Status: Filter by in-stock, low-stock, or out-of-stock
• Item Group: Filter by item groups or brands
• Date Range: View stock levels as of a specific date

Multi-Branch Stock Levels

If you have multiple branches:

• View stock levels by branch or consolidated
• Compare stock levels across different locations
• Identify items that need transfer between branches
• Monitor branch-specific inventory

Understanding Stock Status

Items can have different stock statuses:

• In Stock: Quantity is above the minimum threshold
• Low Stock: Quantity is below the minimum threshold (alert level)
• Out of Stock: Quantity is zero or negative
• Overstocked: Quantity exceeds maximum threshold

Stock Value Calculation

Stock value is calculated based on your accounting method:

• FIFO: Uses cost of oldest stock first
• LIFO: Uses cost of newest stock first
• Average Cost: Uses weighted average cost

Total Stock Value = Sum of (Quantity × Cost Price) for all items

Real-Time Stock Updates

Stock levels are updated automatically when:

• Sales invoices are created (stock decreases)
• Purchase bills are recorded (stock increases)
• Stock adjustments are made
• Stock transfers are completed
• Sales returns are processed (stock increases)
• Purchase returns are processed (stock decreases)

Exporting Stock Levels

You can export stock level data:

• Export to Excel for analysis
• Export to PDF for reporting
• Schedule automated stock reports
• Share stock reports with team members

Stock Level Alerts

Set up alerts for:

• Low Stock: Get notified when stock falls below minimum level
• Out of Stock: Alerts when items are out of stock
• Negative Stock: Warnings for negative stock situations
• Overstock: Alerts when stock exceeds maximum level

Stock Level Reconciliation

Regularly reconcile stock levels:

1. Compare system stock with physical inventory
2. Identify discrepancies
3. Investigate reasons for differences
4. Make stock adjustments if needed
5. Document reconciliation results

Viewing Stock by Item

To view stock for a specific item:

1. Go to Items module
2. Search for or select the item
3. View the item details page
4. Check the stock information section
5. View stock history and movements

Stock Level Reports

Available stock reports include:

• Stock Summary: Overview of all stock levels
• Stock by Category: Stock grouped by categories
• Stock by Location: Stock by branch/location
• Low Stock Report: Items below minimum threshold
• Stock Valuation: Total value of inventory
• Stock Movement: Recent stock changes

Best Practices

• Review stock levels regularly
• Set appropriate minimum and maximum stock levels
• Enable low stock alerts
• Reconcile stock levels with physical inventory periodically
• Monitor stock trends over time
• Use stock reports for decision-making
• Keep stock data accurate and up-to-date

Need Help?

If you have issues viewing stock levels:

• Ensure stock tracking is enabled for items
• Verify that opening stock has been entered
• Check user permissions for viewing stock reports
• Ensure transactions are being recorded correctly
• Contact support if stock levels seem incorrect

Monitoring current stock levels is essential for effective inventory management. Regular review helps prevent stockouts, optimize inventory investment, and maintain smooth operations.