Stock Statement

The Stock Statement shows, for every item, the stock you started the period with, what came in, what went out and what is left. It is the report to read when you want to know how an item’s stock moved over a month, a quarter or the whole year, and the one to print for a stock check or an inspector.

Open the report

Press Alt+5 for Stock Reports, then C. The statement opens for the financial year from its first day to today, for all categories, one line for each item, in item name order.

Each line reads from left to right: the stock at the start of the period, the purchases and sales returns that add to it, the Total, and then the sales, purchase returns and damage that take stock away, leaving the Closing stock.

What it lists

One line for each item that has stock or movement in the period. An item is left out when its opening stock, every movement and its closing stock are all nil; tick Zero rows to list it anyway.

The movements are the same ones the Stock Ledger lists:

• purchase bills, sale bills, sales returns and purchase returns, item lines only. A sale bill or purchase return counts on its own date. A purchase bill or sales return counts on the day the goods were received, the Recd. date on the bill;
• goods received or delivered on a challan in Goods In / Out (D.C.) (1 P), on the date of the entry. A return in or out counts as a sales return or purchase return. When the bill for goods already received arrives, only the units not received before are counted;
• damage and breakage entered in Damages / Breaks (1 V).

The opening stock of the item (3 G) is the starting point, and the movements before the From date are added to it to give the period’s opening.

Columns

The line under the grid adds up each column for the items listed and counts them. The status line says how many items are listed, how many of them are below zero, and the unit the quantities are in.

Choices

Click a column title to sort by it, and click again to reverse. Shift+click another title to sort within the first. Every choice is kept in the page address, so Copy link gives a link that opens the same statement.

Three choices change the layout: how the items are grouped, the unit of the quantities and how returns are shown.

Untick a column to hide it on the screen and in the print.

How the figures are worked out

For each item:

• Opening = the item’s opening stock + purchases + sales returns − sales − purchase returns − damage, counting only what was posted before the From date.
• Purchases, Sales ret., Sales, Pur. ret. and Damage = the units posted from the From date to the To date, both days included.
• Total = Opening + Purchases + Sales ret.
• Closing = Total − Sales − Pur. ret. − Damage.

For Acephate 75 Sp 500 Gm in the screenshot: 40 + 240 + 2 = 282, and 282 − 273 − 4 − 3 = 2.

With In inward / outward:

• Inward = Purchases + Sales ret.
• Outward = Sales + Pur. ret. + Damage.
• Closing is the same: Total − Outward.

The same statement with the returns folded in: Acephate’s Inward 242 is 240 purchased and 2 returned by a customer, and its Outward 280 is 273 sold, 4 returned to the supplier and 3 damaged.

The totals are the sums of each column over the items listed. A group’s line is the sum of its items. The Closing total of a group or of the statement is the sum of the closing stocks, not a figure worked out again.

Below zero is decided on the closing stock in units, whatever the quantity unit you choose. The status line counts those items before the Below zero choice is applied.

Litres, kilograms, tonnes and quintals

With Qty in set to a unit other than Units, every figure is multiplied by the item’s pack size in litres or kilograms: Litres / kg times the pack size, Tonnes the pack size divided by 1,000, Quintals the pack size divided by 100. Figures show three decimals. An item whose pack size is not recorded shows zero, and the status line says how many items do.

A 500 Gm pack counts as 0.5, so Acephate’s 2 units are 1.000. A 50 Kg bag of Dap counts as 50, so 204 bags are 10,200.000. Indian grouping is used for the totals.

Grouping

With Group set to Manufacturer or Technical name, each manufacturer or technical name is a heading with its items under it, sorted as you choose. The headings are in name order; click a figure’s title and they follow that figure’s totals instead. Items with no manufacturer come last under (No manufacturer), and items with no technical name under * UNDEFINED GROUP.

Deccan Agrotech’s four items add up to an opening of 155 and a closing of 96.

Tick Summary for one line for each manufacturer or technical name. Click a figure’s title to order the groups by that figure.

Six manufacturers cover the 28 items. The total line is the same as the ungrouped statement.

Items below zero

An item’s stock goes below zero when more has been sold, returned or damaged than the books show coming in. Its Closing is red.

With Below zero set to Only these, only Cotton Hybrid Ga 777 450 Gm remains: 150 − 125 − 30 leaves −5.

Zero rows

An item with no stock and no movement in the period is left out. Tick Zero rows to see these too, for instance to confirm that an item you finished has nothing left.

For the single day 18-10-2026, Chilli Hybrid Nch 341 10 Gm has no stock left and no movement, so it shows only with Zero rows ticked.

Open, mark, print and export

• Enter on an item opens its Stock Ledger for the same period. On a heading, or on a line of the Summary, it lists the items of that manufacturer or technical name.
• F2 marks an item and F8 marks them all. F10 then prints only the marked items, with their headings. Marking is not offered in the Summary.
• F10 prints the statement as it is on the screen, headed SALES & STOCK STATEMENT. The figure columns are headed Op.Stock, Purchases, Sal.Ret, Total, Sales, Pur.Ret, Dmg/Lkg and Cl.Stock (Op.Stock, Inward, Total, Outward and Cl.Stock in the inward / outward layout), the page column P.No and the manufacturer column Company. The heading gives the category (* All when none is chosen) and, for a pesticide, fertilizer or seed category, the licence number from Company Details. Under it come the period, the unit of the quantities and your choices.
• F12 saves it as an Excel workbook.
• Type letters in the list to jump to the next item that begins with them.
• Alt+Enter gives the whole window to the list.