Stock - Stock On Hand

The Stock On Hand report lists every stock item in your store with the quantity you should have on hand right now and what that stock is worth. For each item it starts from your last stock take, adds what has come in, takes off what has gone out, and values the result with the stock costing model you choose (FIFO, WAC or Last Cost). It is for store managers and anyone who needs to know what stock the store holds, what it is worth and which items are running low.

Updated Tue 3 Nov 2026

Running the report

Open Reports and choose Stock On Hand under Stock.

Choose your options: a Par buffer percentage if you want an early low stock warning, the stock costing model you want your stock valued with, and whether to Include archived items. There are no dates to choose: the report always works from your stock on hand right now.

Run the report. Every active stock item is listed, grouped by stock type and category, with its quantity, its value and a warning icon when it is running low. Items that could not be included are listed at the end.

Dig into one itemClick a stock item name to open the Stock Item Audit report for that item and see every movement behind its stock on hand figure.

Before you startThis report is only available in stores that have moved to stock in the cloud. You must have done at least one stock take in the past 45 days. If you have not, the report shows a short reminder instead of a list.

Report options

Par buffer percentage

Controls when the low stock warning icon appears. With 0 the icon appears when an item's stock on hand is below its par level. With 20, an item with a par level of 10 gets the icon once it is below 12. Use a buffer when deliveries are slow or demand is hard to predict, so you see the warning before you are right at your minimum. It changes the warning only, never the quantities or values. The report remembers the choice you made last time.

Select your stock costing model

Decides how the Theoretical value of your stock is worked out. The list shows your brand's method and, only when your store has chosen a different one, the store's method as well. Your brand sets the methods in the portal. The three methods are explained under How your stock is valued. The quantities are the same whichever you choose: only the values change.

Brand's method (FIFO - First in First Out)

Store's method (WAC - Weighted Average Cost)

Include archived items

Unticked by default, so only active stock items are listed and the header reads Active stock items. Tick it to also list archived stock items. Archived items are shown in red, and the header changes to Active and archived stock items.

Format for CSV exporting (Excel)

Unticked by default. Tick it only when you are going to export the report to Excel: the report then prints one row of column headings and one line per stock item, with the stock type and category on every line, so you can sort and filter it in Excel. Leave it unticked for the normal printed report.

The report at a glance

BOB'S BURGERS | BOB'S BURGERS TIMES SQUARE

Stock on hand report

Active stock items

The report has no date range. It shows your stock as it is now, calculated from your last stock take plus everything that has moved since. The second line reads Active and archived stock items when you tick Include archived items. The logo and the Explain this report link under it open this help article.

Selected parameters: the options you chose and the confidence colour bar.
Stock on hand list: one block per stock type, one group per category, one line per stock item, with its movements, its warning icon and its value.
How your stock is valued: what FIFO, WAC and Last Cost mean for the value column.
Items left out: stock items that were not counted in the past 45 days, so they are not in the list.

Selected parameters

A panel under the report heading repeats what you chose, so a printed copy is self-explanatory. It also carries the colour key for the stock on hand cells and a reminder of what the low stock icon means.

Selected parameters
PAR BUFFER	STOCK COSTING MODEL	FORMAT FOR CSV	CONFIDENCE INDICATOR
10%	FIFO	No	Highest confidenceLowest confidence
⚠ The low stock icon appears when your stock on hand is less than your par level + 10%.

PAR BUFFER: the percentage you chose, for example 10%.
STOCK COSTING MODEL: a small label showing FIFO, WAC or Last Cost, the method used for every value on the report.
FORMAT FOR CSV: Yes or No, as you chose.
CONFIDENCE INDICATOR: a green to red bar. It explains the colour of the Theoretical stock on hand qty cells below, from Highest confidence (counted recently) to Lowest confidence (counted 45 days ago).

Stock on hand list

One block for each stock type (for example raw stock), then one group for each category, with the items in A to Z order. The column headings repeat at the top of every page. After each category and each stock type the report prints the value of its stock.

Stock item name (Stock code) - UoM 1	Last stock take Date time 2	Stock take qty 2	Since the last time the stock item was counted 3					Par level 5	Low Warn 5	Theoretical value 6
Raw
Stock item name (Stock code) - UoM 1	Last stock take Date time 2	Stock take qty 2	+Purchases & returns	+Net manufacturing	+Net transfers	-Theoretical usage (sales * recipe)	=Theoretical stock on hand qty 4	Par level 5	Low Warn 5	Theoretical value 6
Category: Dairy
Cheddar slices (CHE01) - kg	Sat 24 Oct 2026 at 22:30	12.000	8.000	0.000	0.000	14.750	5.250	6.000	⚠	504.00
Full cream milk (MLK02) - l	Sat 31 Oct 2026 at 21:45	20.000	40.000	0.000	0.000	36.500	23.500	15.000		32.90
Dairy stock on hand value:										536.90
Category: Meat
Beef patties (BEEF01) - kg	Mon 5 Oct 2026 at 22:10	25.000	30.000	0.000	0.000	46.250	8.750	10.000	⚠	980.00
Meat stock on hand value:										980.00
Category: Sauces
Burger sauce (SAU01) - l	Fri 30 Oct 2026 at 22:00	4.000	0.000	6.000	1.500	3.250	8.250	n/a		148.50
Sauces stock on hand value:										148.50
Raw stock on hand value:										1 665.40

1 Stock item name (Stock code) - UoM

The item's name, its stock code in brackets (when it has one) and the unit it is counted in. The name is a link: click it to open the Stock Item Audit report for that item. Archived items (when you tick Include archived items) are shown in red and underlined.

2 Last stock take Date time and Stock take qty

When the item was last counted (in your store's time) and the quantity that was counted. This is the starting point for everything to its right.

3 Since the last time the stock item was counted

The movements recorded since that count, which together turn the counted quantity into the quantity you should have now:

+ Purchases & returns: stock received from suppliers, less anything sent back.
+ Net manufacturing: stock made in-house, less the stock used up in making other items.
+ Net transfers: stock transferred in from other stores, less stock transferred out.
- Theoretical usage (sales * recipe): what your sales say was used, worked out from the quantity sold and the recipe of each menu item.

In the example, Cheddar slices: 12 counted, plus 8 bought, plus nothing made or transferred, less 14.75 used, leaves 5.25.

4 = Theoretical stock on hand qty

How much of the item you should have right now. The cell is coloured by how long ago the item was last counted. Green means counted recently, so the figure can be trusted. It fades to red as the count gets older, and is fully red at 45 days. Quantities show three decimals; the pale grey zeros are deliberate, they keep the decimal points and the units, tens, hundreds and thousands lined up in a straight column.

Highest confidence (counted today)Lowest confidence (counted 45 days ago)

5 Par level and Low Warn

Par level is the minimum amount you want to hold. It shows n/a when the item has no par level (or it is 0). Low Warn shows a warning icon when the Theoretical stock on hand qty is less than the par level plus your Par buffer percentage. In the example, Cheddar slices has 5.25 against a par level of 6, so it is flagged. Beef patties is flagged too, but its orange cell tells you the stock was last counted 29 days ago, so count it before you reorder.

6 Theoretical value

What the stock on hand is worth, using the costing model you chose (shown in the Selected parameters), to two decimals. Each category and each stock type is totalled underneath, for example Dairy stock on hand value: and Raw stock on hand value:. There is no grand total across stock types.

A note under the listThe report reminds you that stock items not counted in the past 45 days are excluded because their confidence score is too low, and that items counted recently have a higher confidence than those last counted over a month ago. When some items have no par level it also explains what a par level is and where to set it (Stock, then Stock items in the portal).

How your stock is valued

The quantity on hand is the same whichever method you choose. The method only decides what price is put on each unit. Your brand sets its method in the portal, and a store can have its own. You pick the one to report on under Select your stock costing model.

FIFO (First in First Out): Your oldest stock is assumed to be used first, so what is still on hand is valued at your most recent purchase prices, working back through your latest deliveries until all of the stock on hand is priced.
WAC (Weighted Average Cost): Every purchase is blended into one average cost per unit, and all of the stock on hand is valued at that average.
Last Cost (LC): All of the stock on hand is valued at the price of your most recent purchase.

Example: you hold 5 kg of Beef patties. Your last two deliveries were 10 kg at 90.00 per kg, then 3 kg at 100.00 per kg, and your average cost is 92.00 per kg.

Costing model	How the 5 kg is priced	Theoretical value
FIFO	3 kg at 100.00 + 2 kg at 90.00	480.00
WAC	5 kg at the average of 92.00	460.00
Last Cost	5 kg at the last price of 100.00	500.00

One model per runThe report values all of your stock with the one model you select. If the value looks different from another report, check that both used the same model.

Items left out

Below the list, the report shows the items it left out, so nothing is silently missing. Each is grouped by who controls the stock item (your store or your brand) and then by category.

Stock item name (Stock code) - UoM	Not counted in the past 45 days
These items have been excluded from the stock on hand report
Stock items controlled by the Store
Category: Packaging
Paper cups (CUP01) - sleeve	✓
Category: Sauces
Tomato sauce (TOM03) - l	✓
Count:	2

An item is left out when it has not been in a stock take for 45 days (or has never been counted), because its stock on hand could not be trusted. The Count row adds up the ticks. Count these items in your next stock take and they move into the main list.

Get more value from the reportCount your stock regularly and set a par level for every stock item (under Stock, then Stock items in the portal). Fewer items end up in this list, the colours stay green, and the low stock icon can do its job.

Watch the video

A short walkthrough of the Stock On Hand report: the options, the list and how to read the warning icon and the colours.

Can't see the video? Watch it on YouTube.

Frequently asked questions

Why is a stock item I expected not in the list?

Look at the end of the report first: items not counted in a stock take in the past 45 days (or never counted) are listed there instead. Archived items are hidden unless you tick Include archived items. And the report only works for stores that have moved to stock in the cloud.

What does the warning icon in the Low Warn column mean?

The item's Theoretical stock on hand qty is less than its par level plus the Par buffer percentage you chose. It is time to think about reordering. The Reorder report lists only these items together with their suppliers and prices.

Why does the par level say n/a?

No par level has been set for that item (or it is set to 0), so the report cannot tell when it is low and never shows the warning icon for it. Set par levels under Stock, then Stock items in the portal.

Why did the values change when I picked a different costing model?

Each model prices the same quantity differently: FIFO uses your most recent purchase prices, WAC uses one average cost, and Last Cost uses the price of your last purchase. The quantities never change, only the Theoretical value. See How your stock is valued.

Why is there only one costing model in the list?

The list always shows your brand's method. A second choice appears only when your store has been set up with a different method of its own. Your brand or AuraPOS support can change the methods in the portal.

What do the colours in the Theoretical stock on hand qty column mean?

How recently the item was counted. Green means counted recently, red means close to 45 days ago. A red figure is more likely to be out, because more can have happened since the last count. Count those items first.

Why is an item's stock on hand negative or lower than I expect?

The figure is your last count, plus what has been recorded as bought, made and transferred in, less what your sales and recipes say was used. If deliveries have not been captured, recipes use more than is really used, or the last count was a while ago, the figure drifts away from the shelf. Click the item name to open Stock Item Audit and see each movement, then do a stock take to reset it.

What does the Par buffer percentage change?

Only when the warning icon appears. It never changes the par levels you have set up, the quantities or the values.

When should I tick Format for CSV exporting (Excel)?

Only when you are exporting the report to Excel. It prints one row of column headings and one line per stock item (with the stock type and category on every line) so you can sort and filter. For viewing or printing, leave it unticked.

Why are some item names red?

They are archived stock items, shown because you ticked Include archived items.

Why do the grey zeros appear after quantities?

They are deliberate. They keep the decimal points and the units, tens, hundreds and thousands lined up in a column, so quantities are easy to compare down the page.

Glossary

Archived stock item: A stock item that is no longer in use. It is hidden unless you tick Include archived items, and is then shown in red.
Confidence indicator: The colour of the stock on hand figure, from green (counted recently) to red (counted 45 days ago).
FIFO: First in First Out. Stock on hand is valued at your most recent purchase prices, working back through your latest deliveries.
Grey trailing zeros: The pale zeros at the end of a quantity. They keep decimal points and units, tens, hundreds and thousands lined up vertically.
Last Cost (LC): Stock on hand is valued at the price of your most recent purchase.
Low Warn: The warning icon that appears when stock on hand is below the par level plus the par buffer.
Net manufacturing: Stock made in-house since the last count, less the stock used up in making other items.
Net transfers: Stock transferred in since the last count, less stock transferred out.
Par buffer: The percentage added to every par level when deciding whether to show the low stock icon.
Par level: The minimum amount of an item you should have on hand to meet normal demand until the next delivery, without overstocking.
Purchases & returns: Stock received from suppliers since the last count, less anything returned.
Stock take: A count of the stock you physically have. The report needs one in the past 45 days for each item it lists.
Stock costing model: The method used to put a value on stock: FIFO, WAC or Last Cost.
Theoretical stock on hand: The quantity you should have now: your last count plus what came in minus what went out since.
Theoretical usage: What your sales say was used, worked out from the quantity sold and each recipe.
Theoretical value: What the theoretical stock on hand is worth under the chosen costing model.
WAC: Weighted Average Cost. Every purchase is blended into one average cost per unit, and stock on hand is valued at that average.