> ## 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

> Review the movement history of ingredient stock across receipts, issues, waste, transfers, stock counts, and POS sales

# 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.

<CardGroup cols={3}>
  <Card title="Trace stock changes" icon="timeline">
    See why stock increased or decreased over time.
  </Card>

  <Card title="Review source objects" icon="link">
    Connect movements back to orders, stock counts, transfers, or POS sales.
  </Card>

  <Card title="Check cost and value" icon="chart-line">
    Review unit cost, movement value, and running balance.
  </Card>
</CardGroup>

## 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:

<Steps>
  <Step title="Open an ingredient">
    Go to **Manage** → **Ingredients** and open an ingredient.
  </Step>

  <Step title="Open the storage breakdown">
    Review the per-storage stock section on the ingredient detail page.
  </Step>

  <Step title="Select a storage unit">
    Click a storage row to open the ledger for that ingredient and storage unit.
  </Step>
</Steps>

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

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

### 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

### 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

### 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

## Best practices

<CardGroup cols={2}>
  <Card title="Use the correct storage unit" icon="warehouse">
    Always select the correct storage unit when receiving, wasting, transferring, or counting stock.
  </Card>

  <Card title="Keep product mappings accurate" icon="link">
    Product-to-ingredient mappings affect receipts. Check the product, ingredient, unit, conversion factor, and base unit.
  </Card>

  <Card title="Keep POS mappings accurate" icon="cash-register">
    POS mappings affect how sales reduce ingredient stock. Check the POS item, recipe or ingredient mapping, portion size, and quantity multiplier.
  </Card>

  <Card title="Review large adjustments" icon="triangle-exclamation">
    Large ADJUST entries can indicate missing receipts, incorrect mappings, wrong storage units, or counting mistakes.
  </Card>

  <Card title="Check recent movements often" icon="clock-rotate-left">
    Review the ledger after deliveries, menu changes, POS setup, stock counts, and transfers.
  </Card>

  <Card title="Use references for tracing" icon="magnifying-glass">
    Use references and source objects to trace stock movements back to the original action.
  </Card>
</CardGroup>

## Common problems

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="Stock decreased unexpectedly">
    Filter the ledger by `ISSUE`, `WASTE`, and `TRANSFER_OUT` and review the Reference column for each entry.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

## Related pages

<CardGroup cols={2}>
  <Card title="Ingredients" icon="carrot" href="/en/restaurants/inventory/ingredients">
    Manage the ingredient master list used in ledger entries.
  </Card>

  <Card title="Storage Units" icon="warehouse" href="/en/restaurants/inventory/storage-units">
    Manage storage locations where stock movements are recorded.
  </Card>

  <Card title="Receiving Orders" icon="boxes-stacked" href="/en/restaurants/inventory/receiving-orders">
    Receive vendor orders and create receipt ledger entries.
  </Card>

  <Card title="Stock Counts" icon="clipboard-check" href="/en/restaurants/inventory/stock-counts">
    Count stock and create adjustment ledger entries.
  </Card>

  <Card title="Waste" icon="trash-can" href="/en/restaurants/inventory/waste">
    Post waste and reduce stock with waste ledger entries.
  </Card>

  <Card title="Transfers" icon="right-left" href="/en/restaurants/inventory/transfers">
    Move stock between storage units or companies.
  </Card>

  <Card title="Inventory Reports" icon="chart-line" href="/en/restaurants/reports/inventory-report">
    Analyze stock, movements, costs, and activity.
  </Card>

  <Card title="POS Integrations" icon="cash-register" href="/en/restaurants/integrations/overview">
    Connect sales data to ingredient stock usage.
  </Card>
</CardGroup>