Item: List of Transactions

Use the List of transactions tab to see all accounting and inventory transactions referring to an item which have been triggered by certain documents.
 
The tab relates to Inventory and Fixed asset item types alone because inventory transactions are induced only by documents that refer to inventory or fixed assets. 
 
The report is not available for newly created items as there is no inventory and accounting data to be processed by the report yet. Only when certain transactions for a new item take place, the report retrieves and analyzes information from those transactions and render it in the generated table.  
 
You can generate two kinds of reports based on the selected type of history:
 
  • Accounting type of history - only accounting transactions made to the Transaction journal are displayed.  
  • Inventory management type of history - all inventory transactions made to the Inventory journal are displayed.
 
When accessing the List of transactions tab of the item for which certain transactions took place, the report based on the accounting information is displayed by default allowing you to see all accounting transactions that have been created for this item during the whole period of your company’s activities.
 
To build any type of report, indicate the start and end dates for the report (in the fields Date from and Date to) to limit the scope of the analysis, select one of two types of item tracking, either accounting or inventory tracking, and set filters if necessary.
 
Transactions that have been triggered within a given period are displayed as report lines including certain accounting or inventory details depending on the selected type of history.
 
Total balances and turnovers for the period are displayed in the Totals section of the report.
 
  • Accounting report
 
If you generate the report based on the accounting information, the following details are displayed in the report:
 
For the period indicated, account total balances and turnovers are provided in the Totals section including the fields explained below.
 

Field

Used for displaying

Initial balance

Item balance in the system default currency as of the report start date. 

Income amount

Total debit item turnovers for a given period in the system default currency.  

Outcome amount

Total credit item turnovers for a given period in the system default currency.

Balance

Item balance as of the report end date in the system default currency.

Initial quantity

Available quantity of the item as of the report start date. 

Income quantity

Item quantity received (purchased or assembled) during a time period covered by the report.  

Outcome quantity

Item quantity sold, written off or reserved by customers during a time period covered by the report.

Balance quantity

Available quantity of the item as of the report end date.  

 
Each transaction that was recorded over the specified period of time is displayed as a line item in a table. The following details are provided for each transaction:

Field

Used for displaying

Date

Date of a transaction.

Document

Document that caused the transaction.

Account

An account to which the transaction was made.

Amount Dt

Amount in the system default currency with which the account is debited if it is a debit transaction.

Amount Ct

Amount in the system default currency with which the account is credited if it is a credit transaction.

Balance

Item running balance after the transaction.

The balance after the transaction is calculated in relation to transactions preceding this transaction by date. 

For example, you have 2 000 EUR worth of a certain item, and then you sell 700 EUR worth of it.

The system will work out the balance after this transaction as follows:

It will subtract 700 from 2 000 and place a new balance of 1 300 next to the transaction  

 
However, not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items/ top-right of a table.
 
On enabling the extended mode, the following fields appear:

Field

Used for displaying

Corresponding account

A contra account with which the specific account is paired and to which the opposite transaction was made.

Corresponding analytics

Additional details of the opposite transaction made to the contra account.

 
You can filter transactions appearing in the report.
 
For the running balance, total balances and turnovers to be worked out based only on the displayed transactions, apply filters using the following filter fields:
 

Filter field

Impact on the report

Document

Displays transactions triggered by a selected document. Other transactions are left aside.

Account

Displays transactions made to the selected account. Other transactions are left aside.

 
Also, you can filter transactions with the help of the default filtering functionality. However, then the running balance, total balances and turnovers will not be recalculated to accord only with the transactions rendered in the report. They will be calculated taken into account all transactions, even those that are excluded from the report.

  • Inventory management report
 
If you generate the report based on the inventory management information, the following details are displayed in the report:
 
For the period indicated, item total balances and turnovers are provided in the Totals section including the fields explained below. Values in the fields forming the Totals section are calculated automatically for informational purposes only. Totals section fields are disabled for editing and cannot be overridden.
 

Field

Used for displaying

Initial balance

Item balance in the system default currency as of the report start date.

Income amount

Total item income turnovers for a given period in the system default currency.

Outcome amount

Total item outcome turnovers for a given period in the system default currency.

Balance

Item balance as of the report end date in the system default currency.

Initial quantity

Available quantity of the item as of the report start date. 

Income quantity

Item quantity received (purchased or assembled) during a time period covered by the report.  

Outcome quantity

Item quantity sold, written off or reserved by customers during a time period covered by the report.

Balance quantity

Available quantity of the item as of the report end date.  

 
Each transaction that was recorded over the specified period of time making inventory reservations or affecting inventory levels is displayed as a line item in a table. The following details are provided about each transaction:

Field

Used for displaying

Date

Date of an inventory transaction.

Document

Document that has triggered the inventory transaction.

State

Item state as influenced by the transaction - whether the item is in-stock, reserved, expected.

Status

Item status as determined by the document triggering the transaction - whether the item was ordered, delivered or received with or without invoice documents (sales invoice/ purchase invoice). 

Account

Inventory account affected by the transaction.

It is an account indicated/selected in the document that has triggered the transaction.  

Warehouse

Warehouse affected by the transaction.

It is a warehouse indicated/selected in the document that has triggered the transaction.  

Warehouse section

Warehouse section affected by the transaction if any.

It is a warehouse section specified in the document that has triggered the transaction or a warehouse section that has been auto-selected for the sales or product assembly processes.   

Change of quantity

The quantity by which the total quantity of the item was increased or decreased by the transaction.

Change of amount

The amount by which the total value of the items was increased or decreased by the transaction.

Balance quantity

The final total quantity after it was increased or decreased by the transaction.

Balance amount

The final value of the items after it was increased or decreased by the transaction.

 
Advanced  line item fields 
 
Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items. On enabling the extended mode, the following fields appear:
 

Field

Used for displaying

Vendor

Displays a vendor from whom the item has been purchased or ordered.

Customer

Displays a customer who has reserved or purchased the item. 

Consignment

A document that recorded consigned items as inventory (for example, purchase invoices, goods and services receipts and product assembly documents, etc.).

 
If you want to turn off the extended mode, click the Less button.
Note: After turning off the extended mode, advanced item details will persist.
You can filter inventory transactions appearing in the report with the help of  the following filter fields:
 

Filter field

Impact on the report

Document

Displays transactions triggered by a selected document. Other transactions are left aside.

State

Displays transactions making the item acquire a selected item state. Other transactions are left aside.

Status

Displays transactions that were triggered by documents that made the item acquire a specific status. Other transactions are left aside.

Account

Displays transactions made to the selected account. Other transactions are left aside.

Warehouse

Displays transactions affecting a specific warehouse. Other transactions are left aside.

Warehouse section

Displays transactions affecting a specific warehouse section. Other transactions are left aside.

 
The running balance, total balances and turnovers will be calculated taken into account only the transactions rendered in the report after applying filters. Total balances and turnovers will be recalculated as well.
 
You can apply several filters if required.
 
Also, you can filter transactions with the help of the default filtering functionality. However, then the running balance, total balances and turnovers will not be recalculated to accord only with the transactions rendered in the report. They will be calculated taken into account all transactions, even those that are excluded from the report.

More information