Inventory Summary Report
Overview
The Inventory Summary Report provides a complete view of current stock levels across all items and locations, showing reserved quantities committed to orders, available quantities ready for sale, and ordered quantities in the procurement pipeline. Use this report for stock checks, replenishment planning, and order fulfillment decisions.
When to Use This Report
Use this report when you need to:
- Check current stock availability before confirming customer orders
- Identify items requiring replenishment purchase orders
- Review stock and reservations across multiple warehouse locations
- Verify stock levels for physical inventory counts
- Analyze inventory investment by location or product line
How to Run the Report
Step 1: Navigate to Reports
Access the report through main navigation: Reports → Inventory Reports
The Inventory Reports screen displays with available inventory report options.
Step 2: Select Inventory Summary
Click the Inventory Summary card to open this report.
The report screen loads with filter options at the top and an empty results area below.
Step 3: Apply Filters
Report Selector
The dropdown shows "Inventory Summary" as the selected report type.
Location Filter
Choose location scope for the inventory view:
- Select all - Shows aggregate inventory across all warehouses and facilities
- Specific location - Select individual warehouse to view that location's stock only
When viewing all locations, quantities sum across every facility. When filtering by specific location, quantities reflect only that warehouse's stock.
Step 4: Run Report
Click Run Report to generate the inventory summary with current data.
The report displays immediately with item-level stock information organized in tabular format.
Understanding the Report
All Locations View
When "Select all" is chosen, the report displays four columns with company-wide totals:
| Column | Description | How to Use |
|---|---|---|
| Item Name | Product name from item master | Identify which product the quantities represent |
| Reserved Qty. | Stock committed to open sales orders | Quantity already promised to customers, not available for new orders |
| Available Qty. | Stock free to promise to new orders | Quantity you can promise to customers immediately |
| Ordered qty. | Stock on order from suppliers | Incoming inventory from pending purchase orders |
Specific Location View
When a specific location is selected, the report shows two columns with that warehouse's stock:
| Column | Description | How to Use |
|---|---|---|
| Item Name | Product name from item master | Identify the product at this location |
| Available Qty. | Stock free at this specific location | Quantity available for orders from this warehouse only |
The location name displays as a tag above the table showing which warehouse or facility data you're viewing.
Field Definitions
Reserved Quantity
Reserved Qty. shows inventory already held for customer sales orders that have been confirmed but not yet fulfilled. When sales orders are created or approved, the system automatically reserves stock from available inventory.
Reserved quantity increases when new sales orders are entered and decreases when goods are shipped and delivery is completed. High reserved quantities relative to total stock indicate strong customer demand but limited inventory to support new orders.
Items showing zero available quantity but high reserved quantity signal potential stockout situations. These items may require expedited replenishment to avoid delays on future orders.
Available Quantity
Available Qty. represents true sellable inventory not committed to existing orders. This is the critical number for sales teams when confirming new customer orders.
The calculation follows: Available Qty. = Total Stock - Reserved Qty.
Available quantity provides real-time visibility into what can be promised without creating backorders or failing to fulfill existing commitments. Selling beyond available quantity creates inventory shortfalls requiring careful management.
Zero or negative available quantity (theoretically impossible but can occur from data timing) indicates the item is fully reserved or oversold, requiring immediate attention from procurement and operations teams.
Ordered Quantity
Ordered qty. tracks inventory in the procurement pipeline from approved purchase orders that haven't been received yet. This represents stock you've ordered from suppliers but hasn't arrived at your warehouse.
Ordered quantity helps prevent duplicate purchase orders. Before creating new POs, check ordered quantity to see if replenishment is already scheduled from existing orders. High ordered quantities suggest incoming stock that will replenish available inventory soon.
Sum available quantity plus ordered quantity to forecast total inventory position once pending POs are received. This total inventory forecast helps with longer-term sales commitments and production planning.
Location Tag Display
When viewing inventory at a specific location, a cyan/turquoise tag displays above the table showing:
Location: [Warehouse Name]
For example: "Location: M/S HINDUSTAN AERONAUTICS LTD"
This tag confirms you're viewing location-specific data rather than company-wide totals. The tag disappears when "Select all" is chosen, indicating aggregate view across locations.
Working with Report Data
Stock Availability Check
Before confirming customer orders, run the report to verify available quantity. If the customer requests 50 units but available quantity shows only 30, you must either:
- Promise only what's available and backorder the rest
- Check ordered quantity to estimate when the full quantity will be available
- Suggest alternate items with higher available quantities
Replenishment Planning
Identify items requiring purchase orders by scanning for:
- Zero or low available quantity with high reserved quantity (immediate need)
- Zero ordered quantity combined with low available quantity (no PO in pipeline)
- Items with consistent sales velocity showing declining available inventory
Create purchase orders for these items to replenish stock before stockouts occur.
Location Stock Balancing
Run the report for each location separately to compare inventory distribution. If one warehouse shows excess available inventory while another shows shortages, create stock transfer orders to rebalance inventory and improve fulfillment efficiency.
Physical Count Preparation
Export the inventory summary before conducting physical stock counts. Use the report as the baseline for count sheets, then compare physical counts against system quantities to identify and resolve variances.
Common Scenarios
Scenario 1: Pre-Order Stock Check
Sales team receives customer inquiry for 200 units of USB-C Power Adapter. Run inventory summary filtered by all locations. Report shows reserved qty 227, available qty 100, ordered qty 64.
Analysis: Only 100 units available immediately. An additional 64 units arriving from existing PO. Can fulfill 100 units now and promise remaining 100 units after PO receipt, or create new PO to cover the full 200 unit requirement.
Scenario 2: Warehouse-Specific Fulfillment
Customer near Hindustan Aeronautics facility requests rush delivery. Run report filtered by that specific location to check local stock availability. Report shows available qty 100 for USB-C Power Adapter at that warehouse.
Decision: Fulfill from local warehouse for fastest delivery rather than shipping from distant facility, saving time and freight costs.
Scenario 3: Procurement Review Meeting
Monthly operations meeting requires inventory status update. Run report for all locations showing company-wide position. Export to Excel and calculate days of supply for key items based on average daily sales.
Present items with low available quantity and zero ordered quantity as immediate procurement priorities requiring urgent POs.
Scenario 4: Year-End Inventory Valuation
Accounting team needs inventory quantities for financial statements. Run inventory summary as of fiscal year-end date. Export the report showing available quantities by item. Multiply quantities by standard costs to calculate total inventory value for balance sheet reporting.
Understanding Zero Values
Items displaying zero across all quantity columns indicate either:
- Items created in the system but never purchased or received
- Items fully depleted with no stock on hand and no open orders
- Items at specific locations when filtering by location that aren't stocked at that warehouse
Zero values are normal for items not actively stocked. Focus attention on items with sales history that show zero available quantity, as these represent genuine stockout situations.
Related Reports
- Purchase Order Summary - Track incoming ordered quantity
- Sales Order Status Report - Review orders consuming reserved quantity
- Items Management - Maintain item master data
Quick Tips
Best Practices
Run inventory summary before sales calls or customer meetings to have current stock availability at your fingertips for accurate order commitments.
Set up a weekly routine to review items with zero available quantity and high reserved quantity to proactively identify replenishment needs.
Export the report at month-end for each location separately to maintain historical inventory records and track inventory trends over time.
Need help? Contact support at support@bizconnekt.com