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Stock Ledger Report

Stock Ledger Report – End-to-End Process Flow​

note

The Stock Ledger Report reflects inventory movement only after the relevant transactional processes are completed.
To view accurate and updated data, all downstream operations must be properly executed and the report must be refreshed.

The Stock Ledger Report will display data only after completing the following process flow:

Supplier PO → Purchase Inward (GRN) → Inspection (OP20) → WIP Operations (OP30 / OP40 / OP50, if applicable) → Final Inspection

Each transaction updates stock at different operational stages.
After completing any of the above activities, users must click Refresh in the Stock Ledger Report to view the latest inventory status.

1. Supplier PO Creation​

Add a Supplier Purchase Order – Step-by-Step​

Step 1: Reach the Supplier PO Section​

  • From the main Side menu, click on Purchase → Operations → Supplier PO. This opens the Supplier PO Search page.

Step 2: Create a New PO​

  • Select the Supplier, PO Date, Payment Terms, Delivery Address, Supplier Billing Address and Required field.
  • Add the Supplier Purchase Order Line Item(s).

Step 3: Submit the Supplier PO​

  • Review all entered details.
  • Click Submit to create the Supplier Purchase Order.

Edit / Amendment – Supplier Purchase Order​

Step 1: Open Existing Supplier PO​

  • From the Supplier PO Search page, select the required PO.
  • Click Edit to open the Edit Supplier Purchase Order screen.

Step 2: Amendment Details​

  • Select Amendment Type:
    • Internal Change – For internal corrections or updates
    • Request from Supplier – For supplier-initiated changes
  • In the Description field, clearly mention the reason and details of the amendment.

Step 3: Modify PO Details​

  • Items with receipt will show status as Partially Received , placed or Recieved.
  • Inward Quantity will be displayed for already received items.
  • Update required fields in Supplier PO line items such as:
    • Quantity, Delivery Date, Price, Discounts or Taxes

Step 4: Save Amendment​

  • Click Amendment to save the changes.
  • The system retains previous inward details and updates the PO.

PO Line Item Status Logic​

info
  • If inward is completed → status becomes Received
  • If inward is not yet done → status remains Placed
  • Status is driven by Inward Quantity vs Ordered Quantity
warning
  • Quantity reduction is not permitted once the full ordered quantity has been inwarded.
  • Only quantity increase is permitted once inward is done

2. Purchase Inward (GRN)​

Once the Supplier PO is saved, proceed with Purchase Inward to record receipt of materials.

Step 1: Navigate to Purchase Inward​

  • From the main side menu GRN → Operations → GRN Entry Opens the Purchase Inward Search page.

Step 2: Create a New Purchase Inward​

  • Click Add Inward
  • Select the PO Number
  • Fill mandatory header details:
    • GRN Date, Invoice No, Invoice Date, Duty Fee Status, Remarks (if any)
  • Click Get Line Items
  • Enter Current Inward Quantity for each line item.
note

Inspection Status Logic​

  • A single inward can contain multiple line items.
  • Inward (master) status becomes Closed only when all line items are inspected.
  • If any inspection is pending, inward remains Open.
  • Open inwards appear in the Notification Screen.

Step 3: Submit Purchase Inward​

  • Verify quantities, tax values, and amounts.
  • Upload supporting documents (Invoice / DC), if applicable.
  • Click Submit.

Additional Behaviour​

  • Only PO-linked line items are shown.
  • If no new line items are available for the selected PO, the system will retain and display the existing line items already associated with that Purchase Inward.
  • Stock quantity is updated against OP10 based on inward quantity.
  • Status display:
    • Partially Received – Inward < PO quantity
    • Received – Inward = PO quantity
important
  • If inward master is Closed, new line items cannot be added.
  • PO can be Short Closed if no further material is expected.
  • Once a line item inspection is completed, it cannot be edited.
  • Inward status updates to Closed only after all inspections are completed.
note
  • After each operation, refresh the Stock Ledger Report to reflect updates.

3. Notification​

Step 1: Access Notifications​

  • • From the main Side menu, click on GRN → Operations → Notification. This will open the Notification page.

Inspection Notifications​

  • The Notification screen provides a complete view of all pending inspections that need to be processed.
  • Categorized by priority:
    • Low
    • Medium
    • High

Step 2: Notification Dashboard​

Summary boxes:

  • High Priority – Pending > 10 days
  • Pending Today -Inspections that are due today.
  • Total – All pending inspections

Step 3: Priority Rules​

info
  • Within 5 days → Low Priority
  • 5 to 10 days → Medium Priority
  • More than 10 days → High Priority This classification ensures that older inspections are attended to first. This helps users quickly understand the workload and urgency.

Step 4: Start Inspection​

  • Click Start Inspection for a listed item.

4. Inspection Process​

  • Opens the Inspection Entry Screen.

Inspection Modes​

  • Sampling -Inspect samples only.
  • Quantity - Inspect the full quantity.

Step 1: Sampling Mode​

  • System calculates Sampling Size automatically.
Item / FieldDescription
Total QuantityTotal inwarded quantity
Sampling SizeCalculated sampling size
Total Accepted QuantitySum of accepted quantities
Accepted QuantityQuantity accepted through sampling
Rejected QuantityRejected quantity for the selected line

Step 2: Task Validation​

  • Inspection parameters shown as per control plan.
  • User enters Actual Values.
  • Acceptance or rejection is determined based on spec limits.

Step 3: Draft Behaviour – Sampling​

  • If exited without approval:
    • Inspection saved as Draft
    • Can be edited later from GRN Inspection Search

Step 4: Quantity Mode​

  • Use this option when the entire received quantity must be inspected.

  • When Quantity is selected:

  • The system hides the Sampling Size field because it is not applicable.Inspection is done for the entire inward quantity.

  • Only Total Quantity and quantity-level inspection values are displayed.

  • Displays:

    • Total Quantity
    • Accepted Quantity
    • Rejected Quantity

Step 5: Draft Behaviour – Quantity​

  • If the user selects Quantity mode and exits without approval, the inspection will NOT be saved in Draft status.
  • Quantity mode inspection must be completed and approved in the same flow.

Step 6: Approve Inspection​

  • Once the inspection is approved, the inspected quantity cannot be modified.
  • Only approved quantities will be moved to the next process.
  • If the Inspection Batch is rejected, it will not continue to the next process.
  • Rejected quantities will be shown in the OP20 Rejection column of the Stock Ledger Report.
  • Rejected quantities can be released through the Adjustment screen (Scrap).

5.Stock Adjustment & Ledger Impact​

Stock Movement Types​

Out (–)​

  • Used to reduce stock.
  • When rejected quantity is adjusted using Out with a minus (–) value, the quantity is reduced.This reduction is reflected in the Stock Ledger Report.

In (+)​

  • Adds stock
  • When In is selected and a value is entered, the quantity is added back to stock.

Scrap (+)​

  • Used for rejected material
  • Scrap entries are reflected under Rejected Quantity in the Stock Ledger Report. This will reflect for the following operations.

Result​

  • Approved quantity moves to next operation (OP30 or initial process).
note
  • Stock Ledger Report must be refreshed after every operation.

6. Batch / Work Order​

Step 1: Access Batch / Work Order​

  • From the main Side menu, click on Production & Quality -> Operations -> Batch / Work Order. This will open the Batch / Work Order Search page or
  • From the main Side menu, click on Store -> Operations -> Batch / Work Order. This will open the Batch / Work Order Search page

Step 2: Create Batch / Work Order​

  • Click Add Batch / Work Order
  • A new form will open—fill in all the required fields.
  • Select Part
  • Enter required Quantity

Step 3: Bill of Materials (BOM)​

  • When you select the main part in the Create Batch / Work Order screen, the Bill of Materials (BOM) section will automatically display all the related child parts.
  • After entering the required Quantity, click Refresh.
  • The system will then calculate and update the Allocated column for each child based on the available stock.
  • Finally, click Submit.
note
  • Refresh Stock Ledger Report after completion.

7. WIP Operations (OP30 / OP40 / OP50) – If Applicable​

Step 1: Control Task​

  • From the main Side menu, click on Production & Quality -> Operations -> Control Task.This will open the Control Task Search page

Step 2: Complete Machining Workflow​

  • Perform control tasks after Batch / Work Order creation.
  • Complete validations, serial entries, and checks.
  • Save the operation.

Result​

  • Material progresses to Final Inspection.

8. Final Inspection​

Step 1: Access Final Inspection​

  • From the main side menu → Production & Quality → Operations → Final Inspection. This will open the Final Inspection Search page.

Step 2: Basic Information​

Field NameDescription
Final Inspection AreaSelect the inspection area
CustomerAuto-filled based on Sales Order
Part – Control PlanSelect the applicable control plan
Sales Order No – Rev NoSelect the sales order
ProcessAuto-filled as Final Inspection
Invoice NumberSelect if applicable
Inspection DateSelect the inspection date
Lot SizeTotal quantity available for inspection
Sample SizeQuantity selected for inspection
RemarksOptional comments
Final Inspection NumberOptional reference number

Step 3: Batch & Serial Details​

  • Select Batch No
  • Enable Child Part (if applicable)
  • Select Task Serial No
  • Enter Reason (mandatory)
  • Click ADD

Once added, serial numbers cannot be edited.

Step 4: Submit Final Inspection​

  • Verify details
  • Click Submit

Step 5: Document Checklist (If Required)​

  • Select document type
  • Click Submit

Step 6: Part Validation​

  • Select Final Inspection Task Serial No
  • Upload CMM Excel (if applicable)
  • Select Status:
    • Approved
    • Rejected
  • Enter Reason (if required)
  • Click Submit Tasks

Step 7: Final Results​

  • Final Approved Quantity
  • Final Rejected Quantity
  • Click Submit

Result​

  • Approved quantity added to inventory
  • Rejected quantity recorded for analysis
  • Final Inspection status updated

9. Stock Ledger Report​

Step 1: Access Report​

  • Main menu → Production & Quality → Reports → Stock Ledger Report

Step 2: Screen Elements​

  • Search Bar – Allows searching by Product Type or Product Name.
  • Action Buttons:
    • Refresh – Reloads the report with the latest data.
  • Clear Filters – Removes all applied filters.
  • Export Excel – Exports the complete report to Excel for offline analysis.

Summary Flow​

Supplier PO → Inward (GRN) → Inspection (OP20) → WIP (OP30/40/50) → Final Inspection → Stock Ledger Report

Important Note​

Whenever you perform:

  • Supplier PO
  • Purchase Inward
  • Inspection
  • WIP Operations
  • Final Inspection

All quantities will automatically reflect in the Stock Ledger Report after refresh.

That’s it! You’ve learned the Stock Ledger Report – End-to-End Process Flow in the DMeX application.
For further assistance, contact the DMeX support team.