Balances shows your current stock — projected from your stock records — broken down by product, store, bin, owner, status, batch, serial and package. It is read-only: nothing here creates, changes or removes a record.
Quantity definitions
- On hand includes stock that has been picked but not yet issued.
- Picked is the stock currently in pending picks.
- Available is on hand minus picked.
- Secondary qty and Billable qty follow the same on hand / picked / available rules, in their own unit.
Group by
Use Group by in the results card to choose how rows are summarised:
- Product (the default) — one row per product.
- Product + Store — one row per product and store.
- Product + Store + Bin — one row per product, store and bin.
- Full detail — one row per individual stock line, with owner, status, batch, serial and package columns.
Selecting a row in a grouped view narrows the filters to that row and steps down one level (Product → Product + Store → Product + Store + Bin → Full detail). Selecting a row in Full detail opens the lots behind that line.
Filters
Open the filter drawer (the funnel icon) to narrow the results:
- Products — type to search and pick one or more products.
- Stores — pick one or more stores, including Unassigned for stock with no store.
- Bin — only shown when exactly one store is selected. Includes a No bin option for lines with no bin.
- Owner — Owned or Customer-owned. Choosing Customer-owned reveals a Customers picker.
- Status — Unrestricted or Damaged.
- Batch, Serial, Package — matched exactly, ignoring letter case.
- Expiring on or before — a date.
- Only lines with picked stock and Only negative balances — checkboxes.
Sorting
Select a column heading to sort by On hand, Picked, Available, Billable qty or Earliest expiry. Selecting the same heading again reverses the direction.
Results are paged at 50 rows per page.
The totals card
A totals card for the current filters (lines, on hand, picked, available, secondary qty and billable qty) loads just after the rest of the page, with a placeholder shown while it loads.
The lots behind a line
Selecting a row in Full detail opens the lots and unallocated reductions behind that stock line.
- Lot shows the lot's barcode, or its stock ID when it has no barcode.
- Kind is either Lot or Unallocated reduction (stock taken out with no lot recorded).
- Each lot shows its expiry, on hand, picked, available, secondary and billable quantities.
- Stored current qty shows the stock record's own current quantity, with a differs badge when it disagrees with on hand minus picked.
- Last changed shows when the lot was last changed.
If a lot on the page has an open issue, a warning note lists the reasons in plain words, such as "a quantity on this lot couldn't be read", "a movement against this lot couldn't be read", "this lot's history is incomplete", or "this line's total is too large to show".
There is no link from a lot to the stock's own page yet.
Export
Use the Export menu in the results card toolbar:
- CSV has no row limit. It streams the entire filtered result, with names rather than internal
IDs. A name or code that starts with
=,+,-or@is written with a leading'so a spreadsheet shows it as text instead of running it as a formula; quantities are never changed. - Excel (XLSX) is available for up to 50,000 rows. Above that, the menu shows "Excel (XLSX) — large exports are CSV only" instead of a link, and only CSV is offered. Every cell in the Excel file is stored as text, so quantities keep all six decimals exactly; use Excel's "Convert to Number" if you need to sum them.
The downloaded file's name includes the grouping and the "as of" time the figures were current at.
Freshness
See Overview for what the freshness banner at the top of the page means, including the "not prepared yet" state.
Who can open it
Inventory › Balances › View all.
Current limitations
- Balances is read-only: there is no way to create, edit or delete a stock record from this screen.
- There is no link yet from a lot to that stock's own detail page.