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Inspect cost layers and the inventory ledger

Use the inventory ledger to explain how a material's stock changed and trace those changes to the work that produced them. Start with a material's Activity tab for its running balance, or Inventory Events for activity across your organization.

Cost layers describe the acquisition costs associated with quantities of stock. They are related to the movement trail, but a quantity entry is not itself a complete valuation statement. The current customer screens provide movement history and source documents; they do not provide a separate cost-layer table showing acquired quantity, remaining quantity, and valuation amounts.

Understand the records you are comparing

A material identifies the stock item. Its base unit determines how stock quantities are recorded. A stock pool identifies the stock position at a location. The same material can therefore have separate balances and acquisition records at Main Warehouse and Outlet.

An inventory event records a change: a receipt adds stock, a consumption removes stock, and an adjustment records a correction. The event's quantity is the change, rather than the resulting balance. A positive quantity does not mean that quantity remains available today.

A cost layer groups acquired stock with its source and acquisition cost. Receipt costing retains the receipt-line and purchase-order-line relationship, quantity, receiving pool, acquisition date, and currency. Its acquired quantity and remaining quantity answer different questions: how much entered the cohort, and how much remains after consumption. These concepts help you investigate costs even where the screen exposes the source receipt instead of the layer itself.

Review one material

  1. Open Materials and select the material you need to investigate. Confirm its identity and base unit before comparing quantities. For Kraft mailer (MAILER-KR6), a case of 24 each is a purchasing unit; the inventory base unit in this example is each.
  2. Open Activity. Review the Type, Pool, Qty, Before → After, Reference, and Date columns together. Keep each pool separate when following the balance.
  3. Read Qty as a signed movement. For example, +48 means an increase of 48 each for this material. Before → After shows the resulting on-hand change when a reliable running balance is available.
  4. Open a linked purchase-order reference to inspect the purchasing and receipt records behind a receipt. When the reference is shown as a source type instead of a link, use that source information to locate the relevant work record.
  5. Compare the latest activity with Stock levels. On-hand, available, reserved, and incoming quantities have different meanings; a receipt's positive movement is not a promise that all received stock is available for new work.

An em dash in Before → After means the running balance is unavailable for that row. It does not mean the balance was zero. Likewise, Inventory activity unavailable means the activity could not be read; it is different from No inventory events yet.

Follow a partial receipt example

Suppose a real order from Northwind Packaging contains 3 cases of Kraft mailer: 72 each at USD 24 per case, or USD 1 per each before additional charges.

If Main Warehouse receives 48 each first and 24 each later, investigate the two completed receipts separately. The ledger should explain each receipt's stock increase, while the PO explains their relationship to the original 72 each ordered. Do not expect the first receipt to add the full order quantity.

The two acquisitions also have separate source records. With a recorded acquisition price of USD 1 per each and no additional allocated costs, their native-currency amounts are USD 48 and USD 24. A later supplier price change does not make a new workbench estimate evidence of the price recorded on either earlier receipt. Compare the historical PO and receipt records, and use the invoice workflow to review what the supplier billed.

Only complete receipts for stock that has physically arrived. If an earlier receiving action timed out, inspect its receipt and activity before repeating it.

Review activity across the organization

From Home, select View events to open Inventory Events. Use All, Receives, Adjustments, Corrections, or Reversals to review the relevant event types. Page through the results when the displayed range does not cover the period you need.

The organization-wide table shows the product, pool, quantity change, reference, reason, and date. Open a row to reach that material's Activity tab. Running balances belong to the material-and-pool view; adding quantities across unrelated materials in the event list does not produce a meaningful stock balance.

For a build, review the production order alongside the movement trail for its components and output. Component consumption and finished output explain different sides of the build. Use production costs to interpret cost estimates and recorded production information.

Export evidence and resolve differences

Select Export movement history from Inventory Events. On the Data Exchange page, review the export filters and select Download report. Check the filters again even if you arrived from a filtered event view.

The XLSX report includes report details, movements, and movement lines with source references, material identity, units, and quantity changes. It is an analysis report, not a cost-layer valuation export or an editable inventory correction file. See Data Exchange for report scope and download handling.

When Zapstra Inventory Management and Shopify disagree, use Inventory differences from Home or Open reconciliation from the setup review. Follow reconciliation and activity to establish which system controls the stock and what caused the difference before correcting it.

Keep currency and accounting scope explicit

Acquisition currency and your organization's reporting currency can differ. A missing reporting-currency valuation is unknown, not a zero-cost acquisition. Do not add amounts in different currencies or reconstruct a precise booked total by multiplying a rounded display price.

The landed-cost workbench provides an illustrative estimate, and Order plan provides the sourcing calculation used to review a purchasing proposal. Neither establishes final freight actuals or finalized cost of goods sold. Use the purchasing, receipt, invoice, and production records together when handing evidence to your accounting process.

If you opened this task from the Setup Center, return after reviewing the records and select Mark ledger reviewed. This records your review; it does not change stock or certify that your valuation is complete.