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.

Trace stock changes

See why stock increased or decreased over time.

Review source objects

Connect movements back to orders, stock counts, transfers, or POS sales.

Check cost and value

Review unit cost, movement value, and running balance.

What is the inventory ledger?

The ledger is a detailed record of stock movements for one ingredient in one storage unit. 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?
What is the running balance over time?

When to use the ledger

Use the ledger when you want to:

Check the history of one ingredient in a specific storage unit
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

How to open the ledger

The ledger is always scoped to one ingredient and one storage unit. The ledger page header shows the ingredient name and the storage unit name. Common ways to open the ledger:

Open an ingredient

Go to Manage → Ingredients and open an ingredient.

Open the storage breakdown

Review the per-storage stock section on the ingredient detail page.

Select a storage unit

Click a storage row to open the ledger for that ingredient and storage unit.

You can also reach ledger entries from reports, storage unit views, stock count results, transfers, receiving flows, and POS transfer logs.

Summary stats

The top of the ledger page shows four summary cards, each with a trend indicator comparing the current period to the previous week.

Stat	Description
Current balance	Current stock quantity in this storage unit
Total receipts	Total stock received into this storage unit
Total issues	Total stock removed from this storage unit
Total entries	Total number of ledger movements

Each card shows a trend chip — a percentage change with an up, down, or stable direction compared to the previous week. If the current balance is greater than zero, an on-hand breakdown is also shown below the summary cards. This converts the base unit quantity into packaging levels, for example 2 boxes / 5 kg.

Ledger entries

Each ledger entry represents one inventory movement.

Columns

Column	Description
When	The date and time the movement occurred
Type	The transaction type — shown as a colored badge
Qty	The stock movement — green for increases, red for decreases
Unit cost	Cost per base unit at the time of the movement
Value	Quantity multiplied by unit cost
Balance after	The running stock balance after this entry was applied
Reference	The source object — product name and order number if available
Logged	When the entry was recorded in the system

Quantity colors

Color	Meaning
Green	Stock increased, such as `RECEIPT` or `TRANSFER_IN`
Red	Stock decreased, such as `ISSUE`, `WASTE`, or `TRANSFER_OUT`

Transaction types

Type	Meaning
`RECEIPT`	Stock was received into inventory from a vendor order
`ISSUE`	Stock was consumed — usually from POS sales or recipe usage
`WASTE`	Stock was removed as waste
`TRANSFER_IN`	Stock was received from a transfer
`TRANSFER_OUT`	Stock was moved out to another storage unit or company
`ADJUST`	Stock was corrected through a stock count

Positive and negative quantities

Quantity direction	Meaning
Positive, green	Stock increased
Negative, red	Stock decreased

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

Running balance

The Balance after column shows the stock level after each entry was applied. This lets you trace how the stock changed over time entry by entry.

Date	Type	Qty	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

Filtering ledger entries

The toolbar has two filters:

Filter	Description
Type	Filter by one or more transaction types: `RECEIPT`, `ISSUE`, `WASTE`, `ADJUST`, `TRANSFER_IN`, `TRANSFER_OUT`
When	Filter by a date range using the `occurred_at` date

Use Clear all to reset all active filters. The ledger defaults to showing the most recent entries first.

Reference column

The Reference column links each ledger entry back to its source.

Reference field	Meaning
Product name	The vendor product or item that caused this movement
Order number	The vendor order linked to this movement

For POS-related entries, source bill positions may also be linked. This connects stock usage back to actual sales from your POS system.

Source objects

A ledger entry can be linked to a source object. This helps you trace the movement back to its origin.

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 bill positions from the connected POS system. Depending on the integration, this can include:

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.

Receipts

A receipt is created when ordered products are transferred into inventory.

Product ordered	Ingredient mapped	Ledger movement
2 boxes tomatoes	Tomatoes	`RECEIPT` +20 kg
5 packs milk	Milk	`RECEIPT` +50 L

Issues

An issue is created when stock is consumed, typically from POS sales or recipe usage.

Sales item	Recipe or mapping	Ledger movement
Ribeye steak	Uses 300 g ribeye	`ISSUE` −0.3 kg
Tomato soup	Uses 150 g tomatoes	`ISSUE` −0.15 kg

Waste

Waste entries reduce stock when ingredients are discarded.

Ingredient	Waste reason	Ledger movement
Tomatoes	Spoiled	`WASTE` −2 kg
Milk	Expired	`WASTE` −3 L

Transfers

Transfers move stock between storage units or companies and create two ledger movements.

Step	Transaction type	Effect
Ship transfer	`TRANSFER_OUT`	Stock decreases in source storage
Receive transfer	`TRANSFER_IN`	Stock increases in target storage

Movement	Storage unit	Qty
`TRANSFER_OUT`	Main storage	−10 kg
`TRANSFER_IN`	Kitchen 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 ADJUST entry is created.

Book quantity	Counted quantity	Adjustment
12 kg	10 kg	`ADJUST` −2 kg
8 L	9 L	`ADJUST` +1 L

Cost and value

Ledger entries include cost information.

Field	Meaning
Unit cost	Cost per base unit at the time of the movement
Value	Quantity multiplied by unit cost

Weighted average cost

When the same ingredient is received at different prices, Mathership uses weighted average cost to value inventory.

Receipt	Quantity	Cost
Receipt 1	10 kg	€5.00/kg
Receipt 2	10 kg	€7.00/kg
Weighted average		€6.00/kg

Issues, waste, and adjustments use the current weighted average cost at the time of the movement.

Common workflows

Investigate missing stock

Open the ingredient ledger from the storage unit
Filter the Type to ISSUE, WASTE, or ADJUST
Review the Reference column for each suspicious entry
Check related source objects
Correct mappings or stock counts if needed

Check if an order was received

Open the ingredient ledger for the relevant storage unit
Filter the Type to RECEIPT
Look for the order number in the Reference column
Confirm the quantity and unit cost match the order

Review POS stock reduction

Open the ingredient ledger
Filter the Type to ISSUE
Review the Reference column and linked POS source data
Verify the 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
Confirm the new current balance

Best practices

Use the correct storage unit

Always select the correct storage unit when receiving, wasting, transferring, or counting stock.

Keep product mappings accurate

Product-to-ingredient mappings affect receipts. Check the product, ingredient, unit, conversion factor, and base unit.

Keep POS mappings accurate

POS mappings affect how sales reduce ingredient stock. Check the POS item, recipe or ingredient mapping, portion size, and quantity multiplier.

Review large adjustments

Large ADJUST entries can indicate missing receipts, incorrect mappings, wrong storage units, or counting mistakes.

Check recent movements often

Review the ledger after deliveries, menu changes, POS setup, stock counts, and transfers.

Use references for tracing

Use references and source objects to trace stock movements back to the original action.

Common problems

Stock balance looks wrong

Check ledger entries for the ingredient, verify the correct storage unit was used, review recent stock count adjustments, and look for missing or duplicate receipts.

Receipt is missing

Check that the order was received, the product was mapped to an ingredient, a storage unit was selected, the quantity entered was greater than zero, and the item was not already posted.

Stock decreased unexpectedly

Filter the ledger by ISSUE, WASTE, and TRANSFER_OUT and review the Reference column for each entry.

Cost looks wrong

Check order item prices, the product mapping factor, the ingredient base unit, and the weighted average cost history by reviewing RECEIPT entries.

Ledger entry has no reference

Some entries may not have a detailed source object, especially manual or imported movements.Use the date, transaction type, storage unit, and quantity to identify the likely cause.

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.

​Inventory Ledger

Trace stock changes

Review source objects

Check cost and value

​What is the inventory ledger?

​When to use the ledger

​How to open the ledger

​Summary stats

​Ledger entries

​Columns

​Quantity colors

​Transaction types

​Positive and negative quantities

​Running balance

​Filtering ledger entries

​Reference column

​Source objects

​POS source data

​Receipts

​Issues

​Waste

​Transfers

​Stock count adjustments

​Cost and value

​Weighted average cost

​Common workflows

​Investigate missing stock

​Check if an order was received

​Review POS stock reduction

​Correct stock with a count

​Best practices

Use the correct storage unit

Keep product mappings accurate

Keep POS mappings accurate

Review large adjustments

Check recent movements often

Use references for tracing

​Common problems

​Related pages

Ingredients

Storage Units

Receiving Orders

Stock Counts

Waste

Transfers

Inventory Reports

POS Integrations

Inventory Ledger

What is the inventory ledger?

When to use the ledger

How to open the ledger

Summary stats

Ledger entries

Columns

Quantity colors

Transaction types

Positive and negative quantities

Running balance

Filtering ledger entries

Reference column

Source objects

POS source data

Receipts

Issues

Waste

Transfers

Stock count adjustments

Cost and value

Weighted average cost

Common workflows

Investigate missing stock

Check if an order was received

Review POS stock reduction

Correct stock with a count

Best practices

Common problems

Related pages