Stock Management Reports : Netvisor

This guide explains how to manage and use stock information through Netvisor's product and stock reports. The guide provides instructions on selecting different reports, using quick searches, performing extended searches, and printing reports based on specific criteria.

CONTENTS

Stock reports and their search
Descriptions of reports:

Stock reports and their search

You can view stock information in the product listing by selecting Products > Product listing. The view shows the current stock information of the products, and you can select the desired columns to be displayed as needed.

When you need more detailed information by stock locations, product groups, or retrospective stock situation, use stock transaction-based reporting by selecting Products > Stock > Stock reports.

On the front page of stock reports, there is a search criteria page where you select the desired report format and, if necessary, define the search criteria for the report.

1. Selected report:

Select which report you want to display. Reports are grouped into seven categories.

The report categories are: Stock transaction report, stock control reports, inventory reports, stock valuation reports, batch-based reports, purchase order reporting, and ABC analysis. Batch-based reports are visible only to companies with batch-handled products. Purchase order reports are visible only to companies with the purchase order service enabled.

Reports can be divided into four groups:

Basic reports:

Stock transaction report
Product consumption
ABCD analysis
Stock report by warehouse
Warehouse inventory list
Stock report by headings
Change in stock value by product group
Change in stock value by stock accounts
Stock value by headings
Stock value correction report

Official reports:

Intrastat - export
Intrastat - import
Customs warehouse report

Batch-based reports. Available only if the company has FIFO calculation enabled.

Inventory list by product
Batch tracking report
Transactions not linked to batches
Transactions targeted for linking

Reports related to purchase orders. Available only if the company has the purchase order section enabled (Professional and Premium packages). Quality reports are available only if quality management is enabled for purchase orders.

Stock value by quality class
Delivered quality by vendor
Goods delivered - Invoice not received (GRNI)
Invoice received - Goods not delivered

To view stock reports, at least read access to Accounts receivable purchase prices (Sales and accounts payable rights) and read access to stock management and basic functions of Accounts payable (function-specific rights) are required. Detailed descriptions of different reports can be found later on this help page.

2. Quick search

With quick search, you can search from the selected report type and, depending on the purpose of the report, either by stock transaction reference, order and invoice number, or product name.

3. Extended search

Extended search offers versatile search criteria for situations where quick search is not sufficient.

In the extended search, the Used purchase price selection contains three options:

Price saved for the transaction: the stock value is calculated for the report so that the purchase price is fetched from the stock transaction rows.
Average price: the stock value is calculated according to the product's calculated average price valid at the time of reporting. Instead of the price on the transaction row, the average purchase price behind the product is used. If the average purchase price is zero, the product purchase price is used.
Product purchase price: the stock value is calculated according to the manually entered purchase price on the product card.

You can save the extended search for your own use as follows:

Select the desired search criteria in the extended search.
Select save changes.
Give the search a desired name.

The saved search appears on the Stock reports front page after the extended search. You can open the report by selecting the name of the search you created.

Link to report: Shows the report path in Netvisor. You can copy the address of the report from the browser's address bar and, if you are in the same company, add the same address to the browser's address bar to access the specific report directly.

Print report: You can print the report from this link.

Special restrictions:

Show all products: displays all products, including non-stockable ones.
Show active and stockable products: displays only stockable products.
Show only products currently in stock: restricts the report to include only products whose stock quantity within the date range (if selected) is greater than zero. The report also includes non-stockable products if they still have stock balance, for example, if the product has at some point been stockable and the balance and quantity have not been zeroed when the product was removed from stockable products.
Show only products whose stock quantity is not zero: restricts the report to include only products whose stock quantity within the date range (if selected) is not zero.
Show only products with negative stock quantity: restricts the report to include only products whose stock quantity within the date range (if selected) is negative.
Consider "Show only products" restrictions with delivery date restriction: if a delivery date restriction is given, it restricts the included transactions and thus the products.

Descriptions of reports:

Stock transaction report

With this report, you can search and report stock transactions according to the search criteria. The transaction row reference link opens the edit mode for the respective transaction.
The Status column on the report indicates for acquisition-type transactions how much of the batch is left, i.e., how much can be linked to sales transactions and other transactions. For example, if one order batch contains 100 products and 60 products have been sold from this batch, there are still 40 products available/linkable from this batch.
The sales price is in euros and vat 0%.
The product on the sales product row may not appear as a stock product (composite product), in which case the sales price is not displayed.

Intrastat - export and import

Intrastat export notification reports to Customs the products sold to other EU countries, and correspondingly, the import notification reports to Customs the products purchased from other EU countries that have crossed the border. For example, in march, the report offers rows delivered and invoiced in february. The date range can also be changed through the extended search.

The notification is created by selecting Create Intrastat notification. This creates an Excel or .csv file, which you can send to Customs in the Intrastat notification service. Check the notification details before sending, as, for example, additional units for items must be filled in manually.
To ensure sales or purchases appear on the report, the "stockable" option must be activated on the product card.
Credits and returns appear on the csv report as positive, because Intrastat cannot report a negative number. The nature of the transaction informs Customs of possible negative value (returns).
TIP: Save the report, for example, on your own computer, because notification-specific details are not saved in Netvisor. This way, the information remains available if Customs later asks for notification-specific details or if information has been added or edited in the notification.

How do I get the required information for the Intrastat report and notification and make the notification?

General requirements

Netvisor's stock management in use.
Products to be sold or purchased created in Netvisor's product register.
The product to be sold or purchased is marked as a stockable product on the product card.
Customs code (CN8) filled in the customs code field of the product card for the product to be sold or purchased.
Product's country of origin filled in the country of origin field of the product card. If the field is empty, the company's or vendor's country is used in the notification.
Product's net weight filled in the net weight field of the product card.
Sales transactions or purchase order rows linked to stock transaction rows that decrease or increase stock balance. Linking is done automatically when products are delivered or received.
The delivery date of stock transaction rows linked to sales transactions or purchase order rows falls within the reporting period.

Report search restrictions

Select the desired statistical period through the extended search of the report.
The report offers the previous month as the default statistical period.

Export

A sales order or sales invoice has been made for the products to be reported.
The customer's Vat id for the sales transaction entered in the business id field of the customer card, if it is a corporate customer.
The delivery address and/or billing address of the sales transaction filled in.
The date of the sales transaction falls within the reporting period.
The delivery address of the sales transaction is in another EU country than Finland. If the delivery address is not filled in, the billing address is used.
The sales invoice has been sent and has a voucher.
If the sales order has been used as a pre-invoice, the prepayments for the order have been paid and the rows have been delivered in full.

Import

Netvisor's purchase orders in use.
A purchase order has been made for the products to be reported.
The vendor's address details for the purchase order filled in.
The vendor for the purchase order is from another EU country than Finland.
The purchase order rows have been received in full. The status of the purchase order must be Delivered or Archived.
The purchase order rows have been linked to the vendor's purchase invoice or invoices.
The date of the purchase invoice falls within the reporting period.
The purchase invoice has a positive value.

Manually checked/completed information for the notification

Trade: the default code for the nature of the trade transaction is code 11 (binding purchase or sales transaction).
Transport mode: the default code is code 1 (sea transport).
Additional units: default is empty, must be filled manually if the item requires reporting of additional units.
Statistical value (optional): default is empty, fill if desired.
Reference (optional): default is the number of the sales transaction or purchase invoice.

Making the notification

In Customs service: upload the CSV file downloaded from Netvisor to the Customs service and complete if necessary.
In TYVI service: upload the Excel or CSV file downloaded from Netvisor and fill in the reportable information on the TYVI service form.
Values are rounded to the nearest whole number in the Excel file, no decimals are included. Customs cannot report a zero value.

Customs warehouse report

The report requires FIFO calculation to be enabled in the respective company.
The customs warehouse report is a special report that allows viewing products recorded in the customs warehouse based on the entry number received from Customs and products cleared from the warehouse based on the exit number received from Customs.
In addition to customs numbers, a warehouse location must be created in Netvisor to represent the actual customs warehouse. All batches coming to and leaving the customs warehouse must be directed to this warehouse location.

Products can be searched in the report by product name or product code. More detailed search restrictions can be made through the extended search.

Manage tags

Tags act as markers for stock transactions. Based on the tags, transactions recorded on the date of the tag are fetched to the correct sections of the report.

Proceed with tags as follows:

Select whether to enter an entry or exit number.
Enter the date of the tag, i.e., the date when the withdrawal from or deposit to the warehouse is made.
Enter the correct tag.
Save the information.

The report can be exported to Excel for further processing. The report is grouped by main product items.

Customs tag information, where exit numbers are compiled under entry tags, indicates on which days the respective batch has been reduced in the warehouse, i.e., when the clearance has been made.

Model variations of the main product item are reported side by side. The view shows model-specific information on how many products have been cleared and when the batch has been completely cleared. When the bottom row shows zero, the batch has been completely cleared. If the total amount on the report goes negative, an error has occurred somewhere, and the report shows which batch needs to be examined more closely.

Reporting of transactions

The report fetches stock-increasing transactions according to the search and restriction criteria, for example acquisition batches, based on the entry tag, if a stock addition has been made on the respective day for which the entry tag is marked. After this, all stock-decreasing transactions linked to these batches are reported in connection with the batches. Decreasing entries are reported as entries reducing the respective batch if exit tags are recorded on the reduction dates.

Product consumption

The report offers the possibility to update the product alert limit based on product consumption over the selected period. Through the report, a new purchase order can be created, in which case the product rows of the created purchase order are pre-created based on the report.
Consumption is calculated by default from the sales quantity of stockable products on sales invoices during the last month, viewed retrospectively from the delivery date of the invoice one month back from the current moment. The search period can be changed through the extended search for a maximum of 12 months back.
The value is the total calculated unit price of sold products in stock from the report's search period.

ABCD analysis

With ABCD analysis, you can easily see which stockable products are the most important for the company in terms of revenue and margin and which products should be discarded. More detailed information about ABCD analysis can be found, for example, on Logistiikanmaailma's pages, but the idea of the report is summarized below.

In ABCD analysis, the product is classified into classes A–D according to the desired classification criterion, where class A is the best and class D is the worst. The default review period is 12 months.

A-group products are the best and it is worth investing in them. D-class products should be critically examined, as they generally only take up space in the warehouse. However, it may be justified to keep products belonging to the D-class in the selection if it is a rarely needed but important product.

Each class represents the sales share that the stockable product produces for the company according to the selected classification criterion.

The shares are:

A: the first 50% of total sales

B: the next 30% of total sales

C: the next 18% of total sales

D: the last 2% of total sales

For example, if the selected classification criterion is sales revenue (sales EUR) and the company's sales revenue is 1,000,000 euros, the products are classified as follows:

A: products that have produced the first 500,000 euros of sales revenue

B: products that have produced the next 300,000 euros of sales revenue

C: products that have produced the next 180,000 euros of sales revenue

D: products that have produced the last 20,000 euros of sales revenue
To view the ABCD analysis, at least read access to Accounts receivable purchase prices (Sales and accounts payable rights) and read access to stock management and basic functions of Accounts payable (function-specific rights) are required.

Purchases in the report come from stock transactions made through purchase orders. The ABC report reads the purchase price (purchase price) from purchase orders, not from stock or the product. If the purchase price is not correctly given on purchase orders, it will also appear as an error on the ABC report.

Product group: the product group of the product.
Product code: the product code of the product.
Product name: the name given to the product.
Margin sum: sales euro amount minus product acquisition costs.
Item % share: percentage share that the product has produced from the total sum according to the selected classification criterion. For example, if the product has produced 10% of the company's total margin, the item % share is 10.00.
Cumulative % share: cumulative percentage share sums the values in the item % share column so that the percentages of the previous row are summed to the percentages of the next row. The last row always forms the number 100.00, even if there are negative values included in the rows.
Margin %: product margin percentage, calculated with the formula (tax-free sales - purchase price) / tax-free sales * 100.
Sales (EUR): product's tax-free total sales in euros. One of the possible classification criteria. Product-specific sales are based on stock transactions formed from sales orders and sales invoices.
Sales (quantity): product's sales quantity, i.e., how much of the product has been sold. One of the possible classification criteria. The quantity is taken only from delivered orders and invoices, not from manual stock entries.
Sales price (unit): product's tax-free unit price when selling. The sales price is the average of sales prices over the review period.
Purchases (EUR): product's tax-free total purchases in euros. Product-specific purchases are based on stock transactions formed from purchase orders.
Purchases (quantity): product's purchase quantity, i.e., how much of the product has been purchased for stock. The quantity is taken only from products acquired through purchase orders, not from manual transactions.
Purchase price (unit): product's purchase price per unit.
Buying customers: number of buying customers, i.e., how many customers have purchased the respective product. One of the possible classification criteria.
In stock: quantity of the product in stock.

Stock report by warehouse

The report also considers open transactions when information is needed about the stock situation directed at stock locations. Grouping is done by stock locations and products. You can drill down into transaction-level information from the product link on the report.

Warehouse inventory list

This report is intended for use during inventory. The report has a shortage column and a column for marking the inventoried quantity.

Stock report by headings

With this report, you can search for stock transactions grouped by their heading information (acquisition, purchase invoice, sales invoice/order). For example, in stock arrival, you can search to view all acquisition-type transaction batches that are open. You can drill down into transaction rows and their editing from the reference link on the report. Opening the view may take a moment if there are several tens of transactions related to the heading.

Change in stock value by product group

This report template brings by default all transactions in "processed" status grouped by products from the desired change date range. This report can be used to obtain, for example, the stock situation at a date earlier than the current moment, for example in period change situations where new period transactions and changes have already occurred. You can drill down into transaction-level information from the product link on the report.

Change in stock value by stock accounts

The report brings products and their values in the order of the bookkeeping stock account.
The report brings stock transactions in "processed" status.

Stock value by headings

With this report, you can search for stock transactions grouped by their heading information (acquisition, purchase invoice, sales invoice/order). The report fetches only processed transactions.

Stock value correction report

The report brings, based on search criteria, products whose stock quantity is zero but whose stock value deviates from zero. On the page, you can select the desired products and automatically create a stock value correction transaction for them. The function creates a new stock transaction row that nullifies the deviation in stock value. A correction transaction is created whose sum is the opposite of the separating sum. The action does not affect the average price. The report requires rights to edit the purchase price and function-specific rights for basic functions of Accounts receivable and Accounts payable. If these rights are not available, the report will not be selectable.
The stock correction report uses the option Price saved for the transaction as the purchase price. If you use the correction report, you can no longer use any other purchase price on stock management reports than the one saved for the transaction for the respective product.

Inventory list by product

The report requires FIFO calculation to be enabled in the respective company.
The report brings, based on search criteria, only those batches that are left in stock. The report also shows batches coming to the stock.
The search criteria of the report can be edited using the extended search.

Batch tracking report

The report requires FIFO calculation to be enabled in the respective company.
The report is intended for batch recall situations where the movements of the batch need to be traced quickly. The report shows, among other things, from which vendor the batch was ordered and to which customers the batch has been sold.
The report shows batches in stock, the goods stored from them, and batches ordered to the stock that have not yet arrived at the stock.

Use of the report from the front page:

Search transactions by reference or order and invoice number. More versatile searches can be made through the extended search.
Select Show columns and choose the desired fields for the report.
Select Update view so that the column changes are updated to the report.
Save the report as an Excel file if necessary.
Open the button at the end of the row to drill down to the product's stock transaction entry and see the transactions reducing the batch.

Report columns:

Entry date: date of formation of the stock transaction.
Context: indicates whether the batch was recorded manually in stock bookkeeping or through a purchase order.
Reference/Number: reference number of the stock transaction or purchase order number.
Product code: code or number series given to the product.
Product name: product name.
Description: description on the product card.
Specification: specification recorded for the stock transaction.
In stocks: total quantity of the product in all stocks.
Reserved: total quantity of the product reserved from all stocks.
Coming: quantity of the product ordered to any stock but not yet arrived.
Stock situation: stock balance - reserved + coming, situation summed from all stocks.
Unit price: purchase price entered for the stock transaction.
Original quantity: how much of the batch was originally left.
Value: sum of the original quantity and purchase price.
Stock: name of the stock.
Shelf location: shelf location of the product.
Batch in stock: balance remaining from the batch at the time of reporting.
Reserved from batch: balance reserved from the respective batch (for example, sales order).
Batch coming: product quantity of the batch still coming to the stock.
Batch value: sum of the quantity of the batch in stock or coming and purchase price.
Delivery date: delivery date recorded for the stock transaction.
Batch number: formed as follows: BN (batch number) + date + running number. The field can be freely edited and is used, for example, in FIFO. The maximum length of the field is 20 characters and it can contain numbers and letters. The batch number is automatically generated in the manufacturing entry.
Manufacturing date: vendor's manufacturing date.
Expiration date: last usage date of the batch.
Transaction status: indicates whether the status of the stock transaction describing the batch is open (coming) or processed (in stock).
Transaction type: transaction type selected for the stock transaction.
Modified: time when the stock transaction was last modified.
Modified by: user who last modified the transaction.

Transactions not linked to batches

The report requires FIFO calculation to be enabled in the respective company.
The report brings, based on search criteria, stock-decreasing stock transactions, such as sales, that have not been reduced from any batch for some reason. The situation arises, for example, when selling the stock into negative.
With the help of the report, transactions can be linked to batches in stock, reducing the correct batch balance.
The report allows linking in bulk, where automation handles linking by default to the oldest batch in stock.
The report allows linking to be done retrospectively.

Report content:

Use of the report from the front page:

Search transactions by reference or order and invoice number. More versatile searches can be made through the extended search. The default is the current financial period from the beginning of the period to the present moment.
Select Show columns and choose the desired fields for the report.
Select Update view so that the column changes are updated to the report.
Save the report as an Excel file if necessary.
Select the button on the row to link the row manually to the desired transaction.
Move to the respective transaction's stock entry row to examine the transaction.
Select the desired transactions and link them automatically.
Prevent linking for selected transactions if necessary.
Restore linking for prevented transactions if linking has previously been prevented.

Transactions targeted for linking

The report requires FIFO calculation to be enabled in the respective company.
The report brings, based on search criteria, stock-increasing stock transactions.
The report allows examining how many products from each batch have been linked to stock-decreasing transactions.
With the help of the report, the linkable quantity of the batch can be set to zero or links can be removed in bulk.

Stock value by quality class

The report requires the purchase order service and quality management to be enabled.
The report brings only purchase order stock transactions and only those that have arrived at the stock.
The report shows how the stock value of received goods is distributed according to different quality classes.

Delivered quality by vendor

The report requires the purchase order service and quality management to be enabled.
The report brings the value of deliveries by vendor and shows vendor-specific information on how the delivered quality is distributed according to quality classes.
The report also allows comparing vendors on how many quality deviations there are in deliveries compared to each other.

Goods delivered - Invoice not received (GRNI)

The report requires the purchase order service.
The report brings only products ordered through purchase orders.
The report fetches products that have been received in stock but for which no invoice has been received from the vendor. The report fetches purchase order products that have been delivered to the stock and whose rows have not been matched to a purchase invoice either manually or with the purchase invoice automation.
The entire purchase order does not have to be delivered. The report also shows partially delivered purchase orders where the delivered row has not been matched to a purchase invoice.
The report provides the correct amount for bookkeeping for the accrual voucher (Clearing of GR/IR account).
Calculation targets can be used to restrict, for example, transactions belonging to projects, allowing the project manager to be informed of costs tied to their own project.

Invoice received - Goods not delivered

The report requires the purchase order service.
The report brings only purchase order stock transactions.
The report fetches products that have not arrived at the stock but whose related purchase invoice has arrived and is linked to the purchase order at the product row level.
The order must be completely undelivered. Partially delivered orders do not appear on the report.

Frequently asked questions

Question: Where can I find Netvisor's stock reports?
Answer: Open stock reports by selecting Products > Stock > Stock reports. On the front page, you select the report type and search criteria.

Question: What rights do I need to view stock reports?
Answer: You need at least read access to Accounts receivable purchase prices (Sales and accounts payable rights) and read access to stock management and basic functions of Accounts payable (function-specific rights). ABCD analysis and some other reports require the same rights.

Question: When are batch-based reports visible as selectable?
Answer: Batch-based reports are visible only if the company has FIFO calculation enabled and batch-handled products in use.

Question: How do I save an extended search that I use often?
Answer: In the extended search, select the desired search criteria, select save changes, and give the search a name. The saved search appears on the Stock reports front page after the extended search.

Question: How do I get all required information on the Intrastat report?
Answer: Make sure that Netvisor's stock management is in use, products are created in the product register and marked as stockable, the customs code, country of origin, and net weight are filled in on the product card, and sales or purchase transactions are linked to stock transactions. Select the statistical period from the extended search and create the notification from the Intrastat report.

Question: How do I correct a situation where the stock quantity is zero but the stock value is not?
Answer: Use the stock value correction report. The report lists products whose stock quantity is zero and stock value deviates from zero. Select the products and create an automatic stock value correction transaction that nullifies the deviation.

Question: How do I find sales that have not been linked to batches?
Answer: Open the report Transactions not linked to batches. The report shows stock-decreasing transactions that have not been linked to batches. You can link the transactions individually or in bulk to batches in stock.

Question: How do I check which batch has been cleared and when?
Answer: Use the customs warehouse report. The report shows products recorded in the customs warehouse based on the entry number and products cleared from the warehouse based on the exit number. With tags, you can see on which days the batch has been reduced in the warehouse.

Question: How do I see which products are the most important in terms of revenue and margin?
Answer: Open the ABCD analysis. The report classifies stockable products into classes A–D according to the selected classification criterion and shows sales, margin, and other key figures by product.

Question: How do I find purchase orders where goods have been delivered but the invoice has not been received?
Answer: Use the report Goods delivered - Invoice not received (GRNI). The report lists purchase order products that have been received in stock but have not been matched to a purchase invoice.

Question: How do I find purchase orders where the invoice has been received but the goods are not in stock?
Answer: Use the report Invoice received - Goods not delivered. The report shows purchase orders whose purchase invoice has been received and linked to the order but the order is still completely undelivered.

Keywords: Stock reports, stock transaction report, Intrastat, customs warehouse report, product consumption, ABCD analysis, change in stock value, stock value, inventory list, batch tracking report, FIFO, purchase order service, stock value correction report

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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