Inventory Ledger (Audit Trail)
The Inventory Ledger is a complete, immutable record of every stock movement in your system. It cannot be edited or deleted — this is by design to prevent fraud and enable accountability.
Accessing the Ledger
- From the Inventory Dashboard, tap the ledger icon on any product, OR
- Tap the ledger button at the top right
- Opens the Inventory Ledger
What the Ledger Shows
Every movement is recorded with:
| Field | Description |
|---|
| Date/Time | When the movement occurred |
| Type | PURCHASE, SALE, ADJUSTMENT, WASTE, RETURN, etc. |
| Quantity | Amount changed (+/-) |
| Balance | Running stock balance after this movement |
| Created By | Who performed the action |
| Notes | Any reference or explanation |
Example Ledger for "Premium Shampoo"
| Date | Type | Qty | Balance | Note |
|---|
| June 1 | OPENING | +100 | 100 | Initial stock |
| June 2 | PURCHASE | +50 | 150 | Invoice #1234 |
| June 3 | SALE | -5 | 145 | Sold 5 bottles |
| June 5 | ADJUSTMENT | -3 | 142 | 3 damaged |
| June 6 | PURCHASE | +30 | 172 | Invoice #1245 |
Why the Ledger Matters
- ✅ Complete history — Can't be deleted or tampered with
- ✅ Accountability — Know who did what and when
- ✅ Reconciliation — Compare physical stock vs. system stock
- ✅ Trend analysis — Identify usage patterns and reorder timing
- ✅ Shrinkage prevention — Detect discrepancies that might indicate theft or loss
Troubleshooting
| Issue | Solution |
|---|
| Stock doesn't match physical count | Check ledger for unreported sales; do a manual recount |
| Ledger not updating | Refresh the page; check if the sale was recorded |
| Negative stock showing | System allows temporary negatives; add stock to correct |