Inventory accuracy is essential for warehouse operations. In a fast-moving environment, understanding why a stock level changed is critical for preventing oversells and resolving discrepancies. The Inventory Change Log serves as the primary audit trail for every item in your warehouse.
To access this report, navigate to Reports > Inventory Change Log.
Common Use Cases
- Review adjustments to reconcile discrepancies in counts.
- Audit inventory changes for compliance and security.
- Track assemblies or work orders that modify on-hand quantities.
- Investigate issues such as inventory loss or fulfillment errors.
Navigating the Inventory Change Log Report
Available Filters
Refine the data shown in the report using the filters located at the top of the interface:
| Filter Type | Definition |
|---|---|
| Search bar | Search by Product Name, SKU, Warehouse, Changed By, Lot Name, Location, or Reason. |
| Date Range | Select the specific period to review inventory changes. |
| Warehouse | Filter results by the specific warehouse facility. |
| Changed by | Filter by the specific user who performed the action. |
Columns Defined
Each row represents a single logged change. To customize your view, open the Columns menu in the top right-hand corner to toggle visibility.
When reviewing the report in ShipHero, use the following fields to reconstruct the history of a SKU:
| Field Name | Description |
|---|---|
| Date | The timestamp when the change occurred. |
| SKU | The product SKU (includes a link to product details). |
| Previous/Updated On Hand | The snapshot of stock levels before and after the change. |
| Location | The specific Bin or shelf where the change occurred. |
| Changed By | The name of the user or system process that performed the action. |
| Reason | A link to the related Order, Purchase Order, or manual note. |
| Lot Name/Expiration | Tracking details for lot-controlled inventory. |
Strategy
Use specific Reason Codes for manual adjustments. Avoiding generic terms like "Other" allows you to export the log monthly and identify patterns, such as high damage rates or recurring warehouse errors.
Exporting the Report
To use this data externally, select the Export button on the top right corner. You have two options:
- All rows to CSV: Exports the entire report history and sends the file to your registered email.
- Visible Rows to CSV: Downloads only the data currently displayed based on your active filters.
Common Causes of Inventory Changes
ShipHero automatically logs changes based on specific warehouse activities. Use the table below to identify the primary triggers for inventory adjustments and how they appear in system reports.
| Activity Trigger | Log Entry & Workflow |
|---|---|
| Order Fulfillment and Shipping |
Log Entry: Order #12345 shipped Workflow: When a shipping label is generated, the system identifies the specific Bin the item was removed from and updates the On Hand count. |
| Receiving Purchase Orders (POs) |
Log Entry: Received from Purchase Order [PO_NAME] Workflow: Processing a Purchase Order increases both On Hand and Available counts simultaneously upon receipt. |
| Cycle Counting and Physical Audits |
Log Entry: Cycle count Workflow: If a physical count differs from the system count, the user enters the corrected value. This is recorded as a Cycle Counted: True event. |
| Manual Adjustments and Damages |
Log Entry: Manual Update, Damaged Items, or custom reason. Workflow: A user manually edits the stock level and selects a reason from a dropdown menu or enters a custom note. |
| Moving Stock: Internal and Tote Transfers | Workflow: Includes Internal Transfers (moving stock from a Bulk Bin to a Picking Bin) and Tote Transfers (moving items into a Tote during the picking process). |
| Kits and Components |
Log Entry: Inventory updated because its kit sku [SKU] was updated Workflow: When a Parent Kit is shipped, ShipHero automatically deducts the individual Component SKUs. |
Helpful Tips:
- Create custom Inventory Change Reasons and force users to select one when making manual changes to inventory. Check out our article about Using Custom Inventory Change Reasons.
- Review the Inventory Change Log Report monthly. If you observe a high volume of Warehouse Damage, use this data to investigate storage methods or staff training requirements.