The purpose of the Negative inventory report is to list all of the items in your Retail account that currently have negative inventory and each of the negative inventory adjustments they've encountered. This way, you can periodically run the report (e.g. daily, monthly, etc.) and analyze the helpful data it contains to:
- Identify the reasons why your items have negative inventory
- Correct the negative quantity on hand of your items
- Maintain the most accurate inventory possible
To help you use the Negative inventory report to its fullest potential, this article will cover the functions of its filters and the data it includes in each of its columns.
Filters
At the top of the Negative inventory report, you can adjust the available filters to refine the report's search results. To adjust how many search results display on each page of the report, click # PER PAGE above the report's columns, enter the amount of results you'd like to display per page (the max is 100) and click OK.
| Filter | Function |
| Item Search field |
Enter an item's searchable detail to filter the report by a specific item:
|
| to field | Select a date or date range to only include negative inventory adjustments that occured during that time. |
|
Show eCom Orders checkbox (if Omnichannel) |
Select to show only items with negative inventory due to eCom backorders (results with Yes under the ECOM ORDERS column). |
|
Shop drop-down (if multi-store) |
Select whether to show all items with negative inventory in your Retail account or to filter them by a specific shop. |
| Default Vendor drop-down | Select whether to show all items with negative inventory in your Retail account or to filter the items by their default vendor. |
| Reason went Negative filter |
Select whether to show all items with negative inventory in your Retail account or to filter the items by what caused them to have negative inventory:
|
Columns
Once you've refined your search results, analyze the data in each column to identify the reasons why your items have negative inventory. If the data is in blue, you can click it to navigate to other related areas of your Retail account that will help you in your analysis. For a more in-depth look at how to interpret the data in the report and the possible ways to correct the negative QOH of your items, please see our Overview of correcting negative inventory article.
If you need to, you can also print or export the report. To do so, at the top-right of your search results:
- Click Print to print the current page of the search results you're viewing.
- Click Export to download the report's data as a CSV file.
| Column header | Data | Link |
| ID | The unique identifier of each negative inventory adjustment. | — |
| Item | The description of the item with negative inventory. | View the item's Details submenu. |
| QOH | The current quantity on hand of the item. | View the item's Inventory submenu. |
| Inventory adjustment reason |
What caused the item to have negative inventory. The possible reasons are:
|
— |
| Source | The specific sale, transfer or vendor return that caused the item to have negative inventory. | View the specific sale, transfer or vendor return. |
| Quantity removed | How much stock below zero was removed from the item's QOH due to insufficient stock when it was sold, transferred or returned to the vendor. | — |
| Unit cost |
The cost at which the quantity was removed. This is determined by the Cost Control setting under Settings > General Options. Note: To view this column, you need the Inventory - Product Cost permissions enabled in your employee role. |
— |
| Employee |
The employee who processed the sale, sent the transfer or sent the vendor return that caused the item to have negative inventory. If the sale was processed online and is an eCom back order (i.e. has Yes under the ECOM ORDER column), the employee will be called eCom. This is due to the current design of our Omnichannel solution. |
— |
| Date/Time | The date and time the quantity was removed from the item's QOH. | — |
| Shop | The shop that was affected by the item's negative inventory adjustment. | — |
| Incoming on PO | The total ORDER QTY. on all purchase orders with the Open, Ordered or Check-in status for the item and shop in question. | View the item's Purchase Orders submenu. |
| Incoming on Transfer | The total IN TRANSIT quantity on all transfers with the Sent or Received status for the item and shop in question. | View the item's Transfers submenu. |
| eCom order | Whether the sale was processed in store (No) or processed online as an eCom backorder (Yes). | — |