Documentation Index Fetch the complete documentation index at: https://help.mathership.com/llms.txt
Use this file to discover all available pages before exploring further.
Inventory Ledger The inventory ledger is the movement history of your ingredient stock.
Every receipt, sales issue, waste entry, transfer, or stock count adjustment creates a ledger entry. These entries explain why the current stock balance changed.
What is the inventory ledger? The ledger is a detailed record of stock movements.
It helps you answer questions like:
Why did stock go down?
When was stock received?
Which order created this stock movement?
Which POS sale reduced stock?
Which stock count corrected the balance?
What is the current stock value?
Which storage unit was affected?
When to use the ledger Use the ledger when you want to:
Check the history of one ingredient
Investigate stock differences
Review recent inventory movements
Understand cost changes
Check which order or POS sale caused a movement
Verify receipts, waste, transfers, and adjustments
Ledger entries Each ledger entry represents one inventory movement.
A ledger entry can include:
Field Meaning Ingredient The ingredient affected Storage unit Where the stock changed Transaction type The movement type Quantity Positive or negative stock movement Unit cost Cost per base unit Value Total value of the movement Date When the movement happened Source Related order, stock count, transfer, or POS transaction
Positive and negative quantities Ledger quantities can be positive or negative.
Quantity Meaning Positive Stock increased Negative Stock decreased
Examples:
Movement Quantity effect Receiving an order Positive POS sales usage Negative Waste Negative Transfer out Negative Transfer in Positive Stock count correction Positive or negative
Transaction types Common ledger transaction types include:
Type Meaning RECEIPTStock was received into inventory ISSUEStock was consumed, usually from sales or recipes WASTEStock was removed as waste TRANSFER_OUTStock was moved out of a storage unit or company TRANSFER_INStock was received from a transfer ADJUSTStock was corrected through a stock count
Viewing ledger history for an ingredient To view the ledger history of an ingredient:
Go to Inventory
Open a storage unit
Select an ingredient
Open Ledger or Movement History
The ledger shows all movements for that ingredient in the selected storage unit.
Ledger summary The ledger page can show summary values for the selected ingredient and storage unit.
Typical summary values include:
Summary Meaning Current balance Current stock quantity Total receipts Total stock received Total issues Total stock removed Total entries Number of ledger movements
The summary may also show week-over-week changes, such as whether receipts or issues increased compared with the previous week.
Running balance The ledger can show a running balance after each entry.
This helps you understand how the stock level changed over time.
Example:
Date Type Quantity Balance after 01.04.2026 RECEIPT +20 kg 20 kg 03.04.2026 ISSUE -4 kg 16 kg 05.04.2026 WASTE -1 kg 15 kg 08.04.2026 ADJUST +2 kg 17 kg
Receipts A receipt is created when ordered products are transferred into inventory.
This usually happens after receiving a vendor order.
Example:
Product ordered Ingredient mapped Ledger movement 2 boxes tomatoes Tomatoes RECEIPT +20 kg5 packs milk Milk RECEIPT +50 L
Receipts depend on product-to-ingredient mapping. If a product is not mapped, Mathership cannot correctly convert it into ingredient stock.
Issues An issue is created when stock is consumed.
This can happen through:
POS sales
Recipe usage
Manual stock issue logic
Imported sales data
Example:
Sales item Recipe or mapping Ledger movement Ribeye steak Uses 300 g ribeye ISSUE -0.3 kgTomato soup Uses 150 g tomatoes ISSUE -0.15 kg
POS-related stock usage depends on the connected POS system and the mappings configured in Mathership. The ledger keeps the movement history general, so it can support different POS integrations over time.
Waste Waste entries reduce stock when ingredients are discarded.
Use waste entries for:
Spoiled goods
Preparation loss
Breakage
Incorrect production
Returned or unusable stock
Example:
Ingredient Waste reason Ledger movement Tomatoes Spoiled WASTE -2 kgMilk Expired WASTE -3 L
Transfers Transfers move stock between storage units or companies.
A transfer usually creates two ledger movements:
Step Transaction type Effect Ship transfer TRANSFER_OUTStock decreases in source storage Receive transfer TRANSFER_INStock increases in target storage
Example:
Movement Storage unit Quantity TRANSFER_OUTMain storage -10 kg TRANSFER_INKitchen storage +10 kg
Stock count adjustments When a stock count is posted, Mathership compares the counted quantity with the book quantity.
If there is a difference, an adjustment entry is created.
Example:
Book quantity Counted quantity Adjustment 12 kg 10 kg ADJUST -2 kg8 L 9 L ADJUST +1 L
Stock count adjustments should be reviewed carefully. They correct the balance, but they do not explain the original cause of the difference.
Cost and value Ledger entries can include cost information.
Field Meaning Unit cost Cost per base unit Value Quantity multiplied by unit cost Inventory value Current stock value based on ledger movements
For received goods, costs may come from the order or from a weighted average cost.
For issues, waste, and adjustments, Mathership can use the current weighted average cost.
Weighted average cost Weighted average cost helps value inventory when the same ingredient is received at different prices.
Example:
Receipt Quantity Cost Receipt 1 10 kg €5.00/kg Receipt 2 10 kg €7.00/kg
The weighted average cost becomes €6.00/kg.
Cost calculations are only as accurate as the received prices and product mappings.
Source objects A ledger entry can be linked to a source object.
This helps you trace the movement back to its origin.
Examples:
Source Meaning Order item Stock came from a received vendor order Stock count line Stock was adjusted by a count Transfer line Stock changed because of a transfer POS transaction Stock changed because of imported or connected sales data
POS source data If a POS integration is used, ledger entries may include source data from the connected POS system.
Depending on the integration, this can show:
POS item name
Amount sold
Sales value
Article or product ID
Order or transaction ID
Receipt or billing number
Sale date
This helps connect stock usage to actual sales.
The exact POS source fields can differ between integrations. Mathership keeps the ledger structure general so future POS systems can use the same movement history.
Reviewing recent movements Recent movements can be shown on the inventory dashboard.
They help you quickly check what changed recently.
Typical recent movement data includes:
Field Meaning Ingredient Affected ingredient Storage unit Affected storage location Type Transaction type Quantity Stock movement Value Inventory value change Date Movement date
Filtering ledger data Depending on the page, ledger data can be filtered by:
Company
Storage unit
Ingredient
Date range
Transaction type
Activity status
Current stock range
This is useful for reports and audits.
Common workflows Investigate missing stock
Open the ingredient
Select the relevant storage unit
Open the ledger
Review recent ISSUE, WASTE, and ADJUST entries
Check related source objects
Correct mappings or stock counts if needed
Check if an order was received
Open the order
Check whether items were transferred to inventory
Open the ingredient ledger
Look for a RECEIPT entry
Confirm quantity, cost, and storage unit
Review POS stock reduction
Open the ingredient ledger
Look for ISSUE entries
Check the related POS source data
Verify recipe, product, or POS mapping
Correct mappings if stock usage is too high or too low
Correct stock with a count
Start a stock count session
Count the ingredient in the storage unit
Post the count
Review the created ADJUST ledger entry
Check the new current balance
Best practices Post movements in the correct storage unit Always select the correct storage unit when receiving, wasting, transferring, or counting stock.
Wrong storage units create confusing ledger histories.
Keep product mappings accurate Product-to-ingredient mappings affect receipts and stock usage.
Check:
Correct ingredient
Correct unit conversion
Correct packaging factor
Correct base unit
Keep POS mappings accurate POS mappings affect how sales reduce ingredient stock.
Check:
Correct POS item
Correct recipe or ingredient mapping
Correct portion size
Correct quantity multiplier
Correct storage unit logic
Review large adjustments Large ADJUST entries can indicate:
Missing receipts
Incorrect POS mappings
Incorrect waste entries
Wrong storage unit selection
Counting mistakes
Use clear waste reasons When posting waste, use clear reasons.
Examples:
Expired
Spoiled
Preparation loss
Breakage
Returned from service
Check recent movements often Recent movements help catch mistakes early.
Review them regularly, especially after:
Large deliveries
Menu changes
POS import setup
Stock counts
Transfers between locations
Common problems Stock balance looks wrong Check:
Ledger entries for the ingredient
Correct storage unit
Recent stock count adjustments
Missing receipts
Duplicate receipts
POS issue entries
Waste entries
Receipt is missing Check:
Order was received
Product was mapped to an ingredient
Storage unit was selected
Item was not already posted
Quantity received was greater than zero
Stock decreased unexpectedly Check:
POS sales import
Recipe mapping
Waste entries
Transfer out entries
Stock count adjustments
Cost looks wrong Check:
Order item prices
Unit cost overrides
Product mapping factor
Ingredient base unit
Weighted average cost history
Ledger entry has no source Some entries may not have a detailed source object, especially manual or imported movements.
Use date, transaction type, storage unit, and quantity to identify the likely cause.
Related pages
Ingredients Manage the ingredient master list used in ledger entries.
Storage Units Manage storage locations where stock movements are recorded.
Receiving Orders Receive vendor orders and create receipt ledger entries.
Stock Counts Count stock and create adjustment ledger entries.
Waste Post waste and reduce stock with waste ledger entries.
Transfers Move stock between storage units or companies.
Inventory Reports Analyze stock, movements, costs, and activity.
POS Integrations Connect sales data to ingredient stock usage.
