Inventory Valuation

The Inventory Valuation report tells you two things at once: how much money you have tied up in stock right now, and which of that stock has been sitting on the shelf longest.

Use this report to answer questions like:

• What is my stock worth today?
• Which products or variants have not moved in 90 days or more?
• How much of my stock value is in slow or dead stock?

This is always a live, current snapshot. It shows what your stock is worth right now, not on a past date.

How to run the report

1. Click Reports in the left menu.
2. Click the Inventory Valuation card.
3. Optionally pick one or more Categories to narrow the report. Leave it on "All categories" to value everything.
4. Set the Dead stock (days) threshold. The default is 90. Any item with no purchases in and no sales out for that many days, while still holding stock, is flagged as dead stock.
5. Tick Include zero-stock items if you want to see products that have run out completely.
6. Click Run Report. The summary appears in a few seconds.

The report does not load automatically when you open the page. You always start it by clicking Run Report.

Products and variants

If a product has variants (for example a rice sold as Red 5kg, Red 10kg, White 5kg), each variant is counted as its own line. This is what lets you see exactly which size or colour is the dead stock, rather than just the product as a whole. A simple product with no variants is a single line.

What the summary shows

The report shows four numbers at the top:

• Items: how many separate stock lines you have right now, counting each variant on its own.
• Total Value: the combined value of all stock, calculated as quantity times average cost per unit for each line.
• Dead Stock Items: how many of those lines are flagged as dead stock.
• Dead Stock Value: the portion of your total value that belongs to dead stock. A red highlight appears if this is more than 5% of your total value.

There is no total quantity figure. Quantities cannot be added together when items use different units, for example kilograms, litres, and each. Quantity is always shown per line, with its unit, in the Excel export.

The aging chart

Below the summary cards is a stacked bar showing how your stock value is split across four age groups, based on the last time each item moved. A movement is either a purchase coming in or a sale going out.

• ■ 0-30 days (green): stock that has moved recently.
• ■ 31-60 days (amber): stock last moved one to two months ago.
• ■ 61-90 days (orange): stock last moved two to three months ago.
• ■ 90+ days (red): stock that has not moved in over three months.

A longer red or orange section means a larger share of your cash is sitting in older, slower stock.

Use the By value and By item count buttons above the bar to switch what the chart measures. By value shows where your money sits, so a few high-value items can fill the bar. By item count shows how many lines fall into each age group, which is useful when older stock has a low or zero cost price and would otherwise be invisible in the value view. The figures under the bar always show both the value and the number of items for each group.

Note: items with no cost price set show a value of zero. They still appear in the item counts and the aging breakdown, but they stay invisible in the By value view until you add a cost price. If a group reads something like "31-60 days: 0.00 and 3 items", those three items simply have no cost recorded yet. The report shows a reminder under the chart when this happens.

Dead stock

An item is flagged as dead stock when it has had no movement at all, no purchases in and no sales out, for the number of days you set (90 by default), and still has units on hand. These are the lines most likely to need a promotion or markdown to clear.

Exporting to Excel

Click Export to download the full breakdown. The file contains two sheets:

• Product List: one row per stock line (each variant on its own), sorted by value from highest to lowest. Each row shows the product name, the variant, code, category, stock quantity with its unit, average cost per unit, total value, last received date, last sold date, how many days since the last movement, which aging bucket it falls in, and whether it is flagged as dead stock. Dead stock rows are highlighted in amber. Zero-stock rows are highlighted in light red. The header row has filter dropdowns already turned on, so you can filter by category, aging bucket, or dead stock straight away without setting up the filter yourself.
• Summary: the same totals and bucket breakdown from the on-screen report, a generated timestamp, and (when your stock uses more than one unit) a short key explaining the unit abbreviations, for example kg for kilogram and L for litre. Items sold individually show a plain number with no unit, so there is nothing to explain for them.

The file downloads automatically if you stay on the page while it prepares. If you navigate away first, go to Exports in the left menu to download it there.

Things to watch out for

Cost is the current average cost: the value uses the current average cost on record for each product. For a product with variants, every variant uses the parent product's average cost, because variants do not carry their own cost. If a product has no cost price set, its value shows as zero.

A product you sold recently counts as moving: the aging buckets are based on the last movement, whether that was a purchase in or a sale out. An item only drifts into the older buckets when nothing at all has happened to it for a while.

Zero-stock products are hidden by default: the report only counts items with stock on hand unless you tick Include zero-stock items. For a year-end count you probably want it ticked.

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FAQ

Q: My average cost says 5.20 for a product but the last supplier invoice was 6.00. Why the difference?

A: The average cost is calculated across all the units still in stock, not just the most recent delivery. If you had 100 units at 5.00 already in stock and received 10 more at 6.00, the new average becomes about 5.09. This is normal and is how weighted average costing works.

Q: Can I get a valuation for a past date?

A: No. The report is always a live snapshot of your stock right now. A past valuation would need a historical record of both stock levels and average costs on that day, which the system does not keep, so it could not be produced accurately. For a point-in-time figure, run the report and export it on the day you need.

Q: A variant shows a value of zero. Why?

A: That product has no cost price set, so there is nothing to multiply the quantity by. Add a cost price to the product (or receive stock through a purchase order, which sets the average cost) and the value will appear.

Q: The total value here does not match my accountant's figure. Which is right?

A: Both can be right at the same time. Your accountant may have applied adjustments for in-transit orders, supplier returns not yet processed, write-offs, or rounding that have not been entered in your POS yet. Reconcile the differences one by one rather than assuming one figure is wrong.

Q: How do I clear dead stock?

A: This report tells you what to look at. Clearing it is up to you. Common approaches include creating a promotion or discount on those items, bundling them with faster-moving stock, or writing them off with a stock adjustment.

Q: The report is taking a long time. Is something wrong?

A: If you have a large product catalogue the export job can take up to a minute or two. The on-screen summary is usually faster. If it still has not finished after several minutes, try refreshing and running it again.

Q: I have multiple branches. Which shop am I seeing?

A: Only the branch you are currently signed into. Switch branches using the Portfolio page, available when your shops are part of a linked organisation.