Module 8 · Advanced · 8 min read

Stock and ledger reports

You will be able to: Check stock quantity and value, and trace a movement; Use the General Ledger, Account Statement and Day Book to follow an amount; Know how to open the document behind a row.

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When a number looks wrong, the next step is always the same: find the entries behind it. The stock and ledger reports are where you look.

Stock

  • Stock Balance & Valuation: what you hold now, with Qty On Hand, moving-average cost (MAvg Cost) and Value for each item in each warehouse. It has no date and reads every stock movement posted so far. If an item uses FIFO or LIFO (Settings, Costing), its Value follows that method and can differ from On Hand times MAvg Cost.
  • Stock Balance - Period Movement: use it for a past date or what moved in a period.
  • Stock Ledger / Movement: every movement, document by document, with In or Out quantity, value and running balance. A transfer makes two rows per item. A cancelled or amended document keeps its rows and adds reversing rows (Status REVERSAL).
  • Stock Status: each item against its Minimum and Maximum Stock, flagged BELOW MIN, OVER MAX or NEGATIVE. Choose Status Negative to get the negative-stock list.
The Stock Balance and Valuation report with quantity, cost and value for each item.

Stock Balance and Valuation.

Stock Balance and Valuation.
The Stock Ledger or Movement report for one item showing each movement with a running balance.

Stock Ledger / Movement.

Stock Ledger / Movement.
Watch outStock Status adds the quantity per warehouse. For an item held in more than one warehouse, Zeyto's help says On Hand can be too high. Check such items in Stock Balance & Valuation.
A stock valueStock Balance & Valuation shows 60 units of an item at MAvg Cost AED 25, so Value is 60 x 25 = AED 1,500. Narrow the rows to one warehouse or item first, then read the Value tile. The TOTAL row adds quantities of different items, which means little. Read the Value total.

Ledger

  • General Ledger: every entry to your accounts in a period, account by account, with a running balance. Each account starts with an opening line (Doc No OB) holding everything before the first day.
  • Account Statement: one account, opening balance, every entry with its narration, running and closing balance. You must pick the account first.
  • Day Book: every document dated in the period, oldest first, each with a recap of what it posted. It lists submitted, amended and cancelled documents. Drafts are not listed because they post nothing.
  • Group Summary: balances rolled up by account group, with opening, movement and closing for the group and each ledger under it. Choose an Account root such as Expense.
The General Ledger report with an account picker and the entries with a running balance.

General Ledger: every entry of an account.

General Ledger: every entry of an account.

Opening the document behind a row

  1. Click the row. Zeyto opens the list for that kind of document, for example Sales Invoices. It does not open the document itself.
  2. Type the document number in that list's search box. For an older document, widen the date range first.
  3. Open the document from its row.
The Account Statement for the Cash in Hand ledger showing opening, entries and the running balance.

Account statement: opening, entries, running balance.

Account statement: opening, entries, running balance.

A follow-the-number routine: Trial Balance shows electricity expense of AED 9,000 when you expected about 3,000. Open Account Statement for that account, read the narrations, find the large entry, note its document number, and open the document from its list. If it is a mistake, amend or cancel it (module 7).

TipDay Book is the easiest way to walk through a day or a month and spot a document that should not be there.

Try it in the demo

  1. Open Stock Balance & Valuation and read the Value tile. Narrow to one warehouse.
  2. Open Stock Status and set Status to Negative. Are there any items?
  3. Open Account Statement, pick an expense account, set this month and press Run. Find the OB line.
  4. Click a row in the report and see which list opens.
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • Stock Balance & Valuation has no date; use Period Movement for a past date.
  • Stock Ledger / Movement shows every movement, with reversing rows for cancelled or amended documents.
  • General Ledger and Account Statement begin each account with an OB opening line.
  • Clicking a row opens a document list, not the document; search by number.

Check yourself

4 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. Which report shows every stock movement, document by document?

2. In the General Ledger, what does the first line of an account (Doc No OB) hold?

3. Stock Balance & Valuation shows 40 units of an item at a moving-average cost of AED 30. What is the Value?

4. Which report lists the submitted, amended and cancelled documents of a period, each with a recap of what it posted?

Previous: Sales and purchase reportsNext: Receivables, payables and VAT reports

Practice questions for this module · Printable study sheet