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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.

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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?

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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

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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:
1

Open an ingredient

Go to Manage → Ingredients and open an ingredient.
2

Open the storage breakdown

Review the per-storage stock section on the ingredient detail page.
3

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.

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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.
StatDescription
Current balanceCurrent stock quantity in this storage unit
Total receiptsTotal stock received into this storage unit
Total issuesTotal stock removed from this storage unit
Total entriesTotal 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.

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Ledger entries

Each ledger entry represents one inventory movement.

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Columns

ColumnDescription
WhenThe date and time the movement occurred
TypeThe transaction type — shown as a colored badge
QtyThe stock movement — green for increases, red for decreases
Unit costCost per base unit at the time of the movement
ValueQuantity multiplied by unit cost
Balance afterThe running stock balance after this entry was applied
ReferenceThe source object — product name and order number if available
LoggedWhen the entry was recorded in the system

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Quantity colors

ColorMeaning
GreenStock increased, such as RECEIPT or TRANSFER_IN
RedStock decreased, such as ISSUE, WASTE, or TRANSFER_OUT

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Transaction types

TypeMeaning
RECEIPTStock was received into inventory from a vendor order
ISSUEStock was consumed — usually from POS sales or recipe usage
WASTEStock was removed as waste
TRANSFER_INStock was received from a transfer
TRANSFER_OUTStock was moved out to another storage unit or company
ADJUSTStock was corrected through a stock count

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Positive and negative quantities

Quantity directionMeaning
Positive, greenStock increased
Negative, redStock decreased
MovementQuantity effect
Receiving an orderPositive
POS sales usageNegative
WasteNegative
Transfer outNegative
Transfer inPositive
Stock count correctionPositive or negative

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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.
DateTypeQtyBalance after
01.04.2026RECEIPT+20 kg20 kg
03.04.2026ISSUE−4 kg16 kg
05.04.2026WASTE−1 kg15 kg
08.04.2026ADJUST+2 kg17 kg

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Filtering ledger entries

The toolbar has two filters:
FilterDescription
TypeFilter by one or more transaction types: RECEIPT, ISSUE, WASTE, ADJUST, TRANSFER_IN, TRANSFER_OUT
WhenFilter 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.

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Reference column

The Reference column links each ledger entry back to its source.
Reference fieldMeaning
Product nameThe vendor product or item that caused this movement
Order numberThe 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.

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Source objects

A ledger entry can be linked to a source object. This helps you trace the movement back to its origin.
SourceMeaning
Order itemStock came from a received vendor order
Stock count lineStock was adjusted by a count
Transfer lineStock changed because of a transfer
POS transactionStock changed because of imported or connected sales data

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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.

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Receipts

A receipt is created when ordered products are transferred into inventory.
Product orderedIngredient mappedLedger movement
2 boxes tomatoesTomatoesRECEIPT +20 kg
5 packs milkMilkRECEIPT +50 L

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Issues

An issue is created when stock is consumed, typically from POS sales or recipe usage.
Sales itemRecipe or mappingLedger movement
Ribeye steakUses 300 g ribeyeISSUE −0.3 kg
Tomato soupUses 150 g tomatoesISSUE −0.15 kg

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Waste

Waste entries reduce stock when ingredients are discarded.
IngredientWaste reasonLedger movement
TomatoesSpoiledWASTE −2 kg
MilkExpiredWASTE −3 L

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Transfers

Transfers move stock between storage units or companies and create two ledger movements.
StepTransaction typeEffect
Ship transferTRANSFER_OUTStock decreases in source storage
Receive transferTRANSFER_INStock increases in target storage
MovementStorage unitQty
TRANSFER_OUTMain storage−10 kg
TRANSFER_INKitchen storage+10 kg

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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 quantityCounted quantityAdjustment
12 kg10 kgADJUST −2 kg
8 L9 LADJUST +1 L

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Cost and value

Ledger entries include cost information.
FieldMeaning
Unit costCost per base unit at the time of the movement
ValueQuantity multiplied by unit cost

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Weighted average cost

When the same ingredient is received at different prices, Mathership uses weighted average cost to value inventory.
ReceiptQuantityCost
Receipt 110 kg€5.00/kg
Receipt 210 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.

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Common workflows

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Investigate missing stock

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

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Check if an order was received

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

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Review POS stock reduction

  1. Open the ingredient ledger
  2. Filter the Type to ISSUE
  3. Review the Reference column and linked POS source data
  4. Verify the recipe, product, or POS mapping
  5. Correct mappings if stock usage is too high or too low

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Correct stock with a count

  1. Start a stock count session
  2. Count the ingredient in the storage unit
  3. Post the count
  4. Review the created ADJUST ledger entry
  5. Confirm the new current balance

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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.

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Common problems

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.
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.
Filter the ledger by ISSUE, WASTE, and TRANSFER_OUT and review the Reference column for each entry.
Check order item prices, the product mapping factor, the ingredient base unit, and the weighted average cost history by reviewing RECEIPT entries.
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.
Last modified on June 7, 2026