8 Inventory Reports

Reports Covered

  • Stock Summary
  • MIS Reports (Key Inventory MIS views)
  • Stock Item (Item-wise ledger / movement)
  • Stock Group Summary
  • Stock Transfer Register

8.1 Stock Summary

8.1.1 What it is

  • An overall snapshot of stock quantities and values by Stock Group and Stock Item: opening, inwards, outwards, closing balances.

8.1.2 How to Open

  • Gateway of Tally → Display → Inventory Books → Stock Summary
  • or Display → Inventory Books → Stock Summary

8.1.3 Steps (Exact)

  1. Open Tally and select the correct company & financial year.
  2. Gateway → Display → Inventory Books → Stock Summary
  3. Press F2 to set the period (e.g., 01-04-2024 to 31-03-2025)
  4. Press F12 (Configure) to enable/disable columns: Show Opening, Inwards, Outwards, Closing, Value, Zero Balances, Show Rate, etc.
  5. Ctrl+A to apply configuration.
  6. Drill down: press Enter on any Stock Group to view items; press Enter again to drill into item-wise movements.

8.1.4 Useful Filters

  • F2 Period — date range
  • Ctrl+F, F4, or F5 to filter by Godown or Batch
  • Alt+F5 to view Group Summary only (if available)

8.1.5 Example Output

Stock Summary (01-04-2024 to 31-03-2025):

Group Opening Inwards Outwards Closing Value
Finished Goods 1,000 500 600 900 ₹180,000
Raw Materials 200 1,000 950 250 ₹25,000

8.1.6 Export / Print

  • Press Alt+E → choose format (Excel/CSV/PDF/HTML/Word)
  • Ctrl+P to print

💡 Tip: - If values look wrong, check Opening Balance dates and voucher dates. - If zero balances are missing, enable Show Zero Balances in F12. - For valuation method (FIFO/LIFO/Average), set it in F11 → Inventory Features.

8.2 MIS Reports (Inventory MIS)

8.2.1 What it is

  • Management reporting views: slow/fast movers, stock ageing, valuation, movement analysis.

8.2.2 How to Open (Common MIS)

  • Gateway → Display → Inventory Books → Movement Analysis / Receipts & Issues
  • Ageing Analysis (if enabled)
  • Reorder Status / Reorder Level Report
  • Stock Summary (overview)

8.2.3 Steps (Movement Analysis Example)

  1. Gateway → Display → Inventory Books → Movement Analysis
  2. Press F2 to set Period.
  3. Press F4 / F5 (varies) to select Stock Item or Group.
  4. Press F12 to configure columns (month-wise, value, quantity).
  5. Drill down into months to view vouchers.

8.2.4 Example Output

Movement Analysis for T-Shirt (01-04-2024 to 31-03-2025):

Month In Out
Apr 200 150
May 100 120
… … …
Total 1,000 980
Closing 20
  • Ageing Analysis: days held per item; identifies slow movers.

💡 Tip: - Alt+E to export any MIS report. - Use Movement Analysis to set reorder alerts. - Ensure GRNs/Receipt Notes are dated & recorded accurately for ageing.

8.3 Stock Item (Item-wise Report / Ledger)

8.3.1 What it is

  • Detailed ledger for a single stock item, showing voucher-wise receipts/issues: dates, qty, value.

8.3.2 How to Open

  • Gateway → Display → Inventory Books → Stock Item → select item

8.3.3 Steps (Exact)

  1. Go to Stock Item.
  2. Choose the item.
  3. Press F2 to set Period.
  4. Item Ledger: shows Opening Qty & Value, each voucher (type/date), received/issued qty, running balance.
  5. Use F12 for batch/godown/rate/narration columns.
  6. Drill into any voucher for details.

8.3.4 Useful Variations

  • Batch-wise: If enabled, select item and press key for batch view.
  • Godown-wise: Filter for location-specific reports.

8.3.5 Example

Stock Item: T-Shirt - M - Red

  • Opening: 50 Nos @ ₹200 = ₹10,000
  • 05-05-2024 Receipt PO#123: +100 Nos @ ₹200 → balance 150
  • 10-06-2024 Delivery Note DN#10: −40 Nos → balance 110
  • Closing: 110 Nos; Closing Value ₹22,000

8.3.6 Export / Print

  • Alt+E for Excel/CSV/PDF

💡 Tip: - Item Ledger and Stock Summary mismatch? Check item/UOM in all vouchers. - If batch balances zero, verify batch selection.

8.4 Stock Group Summary

8.4.1 What it is

  • Aggregate view of stock by group, ideal for valuation and category reviews.

8.4.2 How to Open

  • Gateway → Display → Inventory Books → Stock Summary (group view)
  • or Display → Inventory Books → Stock Group Summary

8.4.3 Steps

  1. Stock Summary.
  2. Press Alt+F5 or “View as Groups” for group summary.
  3. Press F2 to set period.
  4. Drill down for underlying items/reports.

8.4.4 Example

Group: Finished Goods

Opening Qty Inwards Outwards Closing Value
1,000 300 350 950 ₹190,000

8.4.5 Export / Print

  • Alt+E for all formats

💡 Tip: - Group Summary is useful to spot capital tied up in categories. - Unexpected values? Drill down to spot mis-valued items.

8.5 Stock Transfer Register

8.5.1 What it is

  • Complete log of inter-Godown (warehouse) stock transfers, including voucher, dates, qty, source/destination.

8.5.2 How to Open

  • Gateway → Display → Inventory Books → Stock Transfer Register
  • or Stock Transfer / Stock Journal Register (menu varies)

8.5.3 Steps

  1. Open Stock Transfer Register.
  2. Set F2 Period.
  3. Use F4 or filters for specific Stock Item or Godown.
  4. View each Stock Journal: Date, Voucher No, From/To Godown, Item, Qty, Value.
  5. Drill down on voucher for details.

8.5.4 Example

Date SJ# From To Item Qty Value
02-07-2024 SJ#01 Main WH Shop1 T-Shirt M Red 50 10,000
15-08-2024 SJ#05 Main WH Shop2 Flour 100 5,000

8.5.5 Export / Print

  • Alt+E for CSV/Excel/PDF

💡 Tip: - Unexpected transfers? Check Stock Journals for data entry errors. - Consistent use of voucher types aids reporting clarity.

8.6 Extra: Common Filters & Keys

  • F2 — Change Period (set exact dates)
  • F12 — Configure report view: show rates, opening, batch/godown columns
  • Alt+E — Export (Excel/CSV/PDF/Word)
  • Ctrl+F or / — Search/report filter (Tally version dependent)
  • Enter — Drill down; Esc — Go back

8.7 Reconciliation & Validation Checklist

  • Total Match: Stock Summary closing should match sum of all item ledgers.
  • Stock vs GL: Inventory value in Balance Sheet (Stock-in-Hand) = Stock Summary value.
  • UOM Check: Same unit in vouchers & masters.
  • Batch/Godown Mismatch: Filter and reconcile, if differences.
  • Date Ranges: Missing transactions? Check period.
  • Backup: Take one (Alt+F3) before large adjustments.

8.8 Example Walkthrough (End-to-End)

Scenario: - Opening: T-Shirts M Red — 100 Nos @ ₹200 → ₹20,000 - Purchases: +300 Nos @ ₹190 → +₹57,000 - Sales/issues: −320 Nos

Calculation: Opening 100 + In 300 − Out 320 = Closing 80 Nos Avg cost: (20,000 + 57,000) / 400 = ₹192.5 Closing value: 80 × 192.5 = ₹15,400

Run sequence: - Stock Summary — check quantities and values - Stock Item ledger — see voucher wise movement - Movement Analysis — view monthly flows - Stock Transfer Register — validate inter-location transfers - Export item ledger for Excel-based MIS

8.9 Illustration

Company Profile

SmartTech Distributors is a wholesale distributor of electronic goods.

  • Maintain Inventory: Yes
  • Enable Godowns: Yes

Stock Groups

  • Mobile Phones

  • Samsung Galaxy A54

  • Redmi Note 13

  • Accessories

  • Power Bank

  • Bluetooth Headset

Godowns

  • Main Warehouse
  • Retail Showroom

Transactions

  • April 1 – Opening Stock (Main Warehouse)

  • Samsung Galaxy A54 – 40 units @ ₹25,000

  • Redmi Note 13 – 50 units @ ₹18,000

  • Power Bank – 100 units @ ₹1,200

  • Bluetooth Headset – 80 units @ ₹1,500

  • April 5 – Purchase

Purchased from Metro Suppliers:

  • Samsung Galaxy A54 – 60 units @ ₹24,000
  • Power Bank – 150 units @ ₹1,100

Stored in Main Warehouse.

  • April 8 – Purchase

Purchased from Digital Traders:

  • Redmi Note 13 – 70 units @ ₹17,500
  • Bluetooth Headset – 120 units @ ₹1,400

Stored in Main Warehouse.

  • April 12 – Stock Transfer

Transferred to Retail Showroom:

  • Samsung Galaxy A54 – 30 units
  • Redmi Note 13 – 40 units
  • Power Bank – 100 units

  • April 18 – Sales (Retail Showroom)

  • Samsung Galaxy A54 – 20 units @ ₹28,000

  • Redmi Note 13 – 25 units @ ₹22,000

  • Power Bank – 80 units @ ₹1,500

  • April 22 – Sales (Main Warehouse)

  • Bluetooth Headset – 60 units @ ₹2,000

8.10 Solution

8.10.1 Company Creation

  1. Create Company → “SmartTech Distributors”
  2. Set Financial Year beginning 01-04-2024
  3. Press F11 (Features)
    • Maintain Inventory → Yes
    • Enable Multiple Godowns → Yes
    • Integrate Accounts and Inventory → Yes

8.10.2 Creation of Masters

Stock Groups - Mobile Phones
- Accessories

Units of Measure - Nos

Godowns - Main Warehouse
- Retail Showroom

Stock Items Create all items under respective groups and enter opening balances.

8.10.3 Recording Transactions

8.10.4 A. Purchase Voucher (F9)

Record purchases dated: - April 5
- April 8

Select: - Party Name
- Main Warehouse
- Quantity and Rate

8.10.5 B. Stock Journal (Alt + F7)

Date: April 12

Source (Consumption): - Main Warehouse

Destination (Production): - Retail Showroom

Enter quantities transferred.

8.10.6 C. Sales Voucher (F8)

Record: - April 18 (Retail Showroom)
- April 22 (Main Warehouse)

Select correct godown while entering items.

8.10.7 Inventory Reports and Analysis

8.10.8 Stock Summary

Access:
Gateway of Tally → Stock Summary

This report shows:

  • Opening Quantity
  • Inwards
  • Outwards
  • Closing Balance
  • Stock Value

8.10.9 Closing Stock Calculation

Item Opening Purchase Sold Closing
Samsung Galaxy A54 40 60 20 80
Redmi Note 13 50 70 25 95
Power Bank 100 150 80 170
Bluetooth Headset 80 120 60 140

8.10.10 Stock Group Summary

Access:
Display More Reports → Inventory Books → Stock Group Summary

Purpose: - Shows category-wise totals
- Helps analyse investment in Mobile Phones vs Accessories

8.10.11 Stock Item Report

Access:
Inventory Books → Stock Item → Select Item

Example: Samsung Galaxy A54

Shows: - Opening: 40
- Purchase: 60
- Transfer: 30
- Sale: 20
- Closing: 80

Provides voucher-wise movement details.

8.10.12 MIS – Movement Analysis

Access:
Inventory Books → Movement Analysis

This report:

  • Displays inward and outward movement
  • Helps identify fast-moving and slow-moving items
  • Assists in reorder decisions

Example Insight: - Power Bank is a fast-moving item
- Bluetooth Headset shows moderate movement

8.10.13 Stock Transfer Register

Access:
Inventory Books → Stock Journal Register

Shows:

  • Date
  • Voucher Number
  • Source Godown
  • Destination Godown
  • Quantity transferred

Confirms accuracy of inter-godown movements.

8.10.14 Managerial Interpretation

From the above reports, management can conclude:

  • Mobile Phones generate higher revenue.
  • Accessories contribute to volume sales.
  • Inter-godown transfers support showroom operations.
  • Closing stock helps determine working capital.
  • MIS reports assist in demand forecasting and planning.