Transactions
Overview
Inventory Transactions is the complete audit trail of everything that has ever changed stock levels in the system. Every purchase receipt, movement, stock adjustment, assembly operation, and sale generates a transaction record here automatically. You cannot create or edit transactions directly — they are the permanent, immutable result of operations performed elsewhere.
The page is found at Inventory Management → Transactions.
The Transactions List
The list shows every inventory transaction in reverse chronological order (newest first).
| Column | Description |
|---|---|
| Transaction type | The category of operation that created this record (Purchase, Movement, Adjustment, Assembly, Sale) |
| Description | A short description carried over from the originating operation |
| External reference | The reference number of the source document that triggered this transaction (e.g. PI-000000052 for a purchase invoice, INV-MOV-000005 for a movement) |
| Date | When the transaction was recorded |
Toolbar
| Button | Description |
|---|---|
| View details | Open the selected transaction's full record (only active when a transaction is selected) |
| Filter | Open the filter panel on the right |
| Refresh | Reload the list |
There is no + New button — transactions are always created automatically by other operations.
Filtering Transactions
Select the Filter icon to open the filter panel. Fill in any combination of filters and select Apply:
| Filter | Description |
|---|---|
| Transaction | Free-text search by reference number or description |
| Transaction type | Narrow to a specific type — Purchase, Movement, Adjustment, Assembly, or Sale. Defaults to All types. |
| Location | Show only transactions that involved a specific location. Defaults to All locations. |
| From date | Show transactions on or after this date |
| To date | Show transactions on or before this date |
Transaction Types
| Type | Created by |
|---|---|
| Purchase | When a purchase invoice is posted in Accounts Payable and stock is received |
| Movement | When a movement is saved in Movements |
| Adjustment | When a manual stock adjustment is made |
| Assembly | When an assembly order is executed in Assembly Orders |
| Sale | When a sales order fulfillment reduces stock |
Transaction Detail
Select a transaction row and choose View details to open its full record. Every transaction has two tabs: Details and Line items.
Details Tab
The Details tab shows the header information for the transaction. The columns shown depend on the transaction type.
Movement transactions:
| Column | Description |
|---|---|
| Source location | The location stock moved from |
| Source location code | The code of the source location |
| Destination location | The location stock moved to |
| Destination location code | The code of the destination location |
| Movement flow | A compact representation: Source code → Destination code (e.g. VAN-02 → VAN-01) |
| Movement reference | The movement reference number from the Movements page |
| Notes | Any notes recorded at the time of the movement |
Purchase transactions:
| Column | Description |
|---|---|
| Vendor | The supplier who provided the goods |
| Invoice number | The purchase invoice number from Accounts Payable |
| Receiving location | The warehouse location where the goods were received |
| Receiving location code | The code of the receiving location |
| Description | Any description carried from the purchase invoice |
Line Items Tab
The Line items tab shows every item that was part of this transaction.
Movement line items:
| Column | Description |
|---|---|
| Item | The item number and name |
| Item description | The item's description |
| Quantity | How many units were moved |
| Unit | The unit of measure used |
Purchase line items:
| Column | Description |
|---|---|
| Item | The item number and name |
| Item description | The item's description |
| Quantity | How many units were received |
| Unit | The unit of measure used |
| Purchase unit cost | The cost per unit at the time of purchase |
| Total purchase cost | Quantity × purchase unit cost |
Purchase line items show cost information because purchase transactions are what create new inventory cost layers — this is the data the system uses to calculate FIFO/LIFO layers and update the weighted average price.
Using Transactions as an Audit Trail
The Transactions list is the most complete record of what happened to your inventory and when. Common uses:
| Use case | How to use it |
|---|---|
| Trace a stock discrepancy | Filter by item or date range to find every operation that touched the item in question |
| Confirm a purchase was received | Find the purchase transaction with the invoice reference number and check its line items |
| Verify an assembly deducted correctly | Find the assembly transaction and review the line items for each consumed component |
| Audit a movement | Find the movement transaction by its INV-MOV reference to confirm what moved, when, and where |
You can also access transactions scoped to a specific item or location without leaving their record:
- Per item: open the item record → Inventory tab → Inventory transactions.
- Per location: open the location in All Locations → Inventory tab → Inventory transactions.