Stock Ledger Validation
Stock Ledger Validation – Checking Every Ledger Column Against the Documents
The Stock Ledger Validation screen shows the Stock Ledger Report with an [IN SCREEN] column beside each ledger column. The ledger column is what the Stock Ledger says; the [IN SCREEN] column is what the documents say (inward documents, inspections, batches, control task serials, Service DCs). Where the two differ, the cell is highlighted in light red, and a click shows the documents or ledger entries behind the figure so the difference can be explained and corrected.
1. Opening the Screen
- Open Production & Quality → Reports → Stock Ledger Report.
- Click Validation in the toolbar. The screen opens in a new tab (
/layout/stockLedger/validation). - The report loads first, then the [IN SCREEN] figures. They show ... until they arrive, and nothing is hidden or counted until then.
2. What Each Column Is Compared With
| Ledger column | [IN SCREEN] figure comes from |
|---|---|
| INWARD (OP 10) | Inward document lines still waiting for inspection (received quantity minus inspected quantity): Purchase Inward, Customer Job Work In, Service DC In, Miscellaneous Inward, Internal Material Inward. |
| Inspection (OP 20) – Approved | Approved inspection lines whose accepted quantity is not yet used by a batch, invoice, DC, outward DC or consumption (the balance as the Unused Inspected Stock screen counts it). |
| Inspection (OP 20) – Rejected | Rejected quantity still on the balance of approved inspections. |
| Inspection (OP 20) – Outsourced | Service DC lines sent from inspection stock (source From Inspection, parts) and not yet taken back: sent quantity minus accepted, rejected and debit quantity received. |
| Inspection (OP 20) – Outsourced Received | Quantity taken back from the vendor on a Service DC In and not yet inspected. |
| Batch / Work Order – Approved | Batch quantity that has no serial created yet at the first operation. |
| WIP operations – Approved | Serials whose control task is active at that operation. |
| WIP operations – Rejected / Hold | Serials active at that operation with a rejected (RJ, CRJ, MRJ) or hold (HI, HR) status. |
| WIP operations – Outsourced / Outsource Returned | Approved serials sent for outsourcing / back from outsourcing. The ledger posts these at the next operation, so they are counted there. |
| Final Inspection – Completed | Serials now at the final inspection stage, from the batches. |
Only these columns have an [IN SCREEN] column. Inspection and batch documents from the last 5 years are read.
3. Reading the Table
- A light red [IN SCREEN] cell means the ledger column and the documents disagree.
- Rows are the same as the Stock Ledger Report. Double-click a part row to open its stock ledger break-up.
- Click any quantity to open a popup (see below).
- The search box filters by product type or product. The column filters work on the ledger columns.
4. Popups
4.1 Ledger entries (click a ledger column quantity)
Lists every ledger entry that makes up the figure: Date, Reference, Document type, Reason, Status, By, Remarks, Qty, with the entry count and total at the top. Use it to find the document behind a ledger movement, for example an adjustment with its remarks.
4.2 Documents (click an [IN SCREEN] quantity)
- Summary cards: Ledger column, In screen, Difference (red when not zero) and, where relevant, Ledger outflows.
- Documents table: the documents or inspection lines that add up to the in-screen figure (reference, type, date, document, qty).
- Ledger outflows from this stage (Inspection approved, Batch, Final Inspection): approved stock that left the stage in the ledger, with document type, reason, date, who and remarks. Stock that left the ledger without a matching document use shows up here.
- Click maximize to see more rows. Every popup has an Export Excel button that exports its tables.
4.3 WIP serial break-up (click a WIP Approved [IN SCREEN] quantity)
Shows, for one part and operation, the report quantity, the active serials and three differences:
- Excess: serials with stock in the ledger at this operation that are not active there (moved on or made inactive).
- Missing: serials active at this operation with no stock in the ledger.
- Not tied to a serial: report quantity that no serial explains, for example opening stock.
For the Rejected, Hold, Outsourced and Outsource Returned columns the popup lists the serials counted under that column.
5. Mismatch Summary
A strip above the table totals the differences for the rows shown:
| Item | Meaning |
|---|---|
| Parts with mismatch | Rows with at least one differing column. A part counts once however many columns differ. |
| Mismatched cells | Number of ledger / [IN SCREEN] pairs that differ. |
| Mismatch qty | The differences added together across columns. A part that is 100 off in two columns adds 200. Quantities are added as they are, whatever the unit. |
Click Show by column for the parts and mismatch quantity of each column, largest first. The summary follows the table search and the hide options below.
6. Toolbar
| Item | Description |
|---|---|
| Search | Filters rows by product type or product. |
| Machining Defect / Casting Defect / Rework | Adds those status columns to every WIP operation. |
| Hide rows where everything is zero | Hides rows where every ledger column and every [IN SCREEN] figure is zero. Shows how many rows are hidden. |
| Hide columns where everything is zero | Hides a ledger column together with its [IN SCREEN] column when both are zero in every row shown. Group headings shrink to match. A column that is zero in the ledger but has an in-screen value stays. |
| Compact rows | Tighter cells so more rows fit on the screen (on by default). |
| Refresh | Reloads the report and the in-screen figures. |
| Clear Filters | Removes the table filters. |
| Export Excel | Exports the screen (see below). |
7. Excel Export
The page export contains:
- Stock Ledger Validation – for each validated column three columns: the report figure, [In Screen] and [Difference]. Hidden rows and columns are left out.
- Mismatch Summary – the totals and the by-column breakdown.
- Open Documents – one row per document or serial behind each in-screen figure.
8. Actions
8.1 Mark serials inactive (WIP Rejected, Hold, Outsourced, Outsource Returned popups)
- Tick the serials in the popup.
- Click Mark selected inactive, enter Remarks (required) and Confirm.
- The serials' control tasks become inactive and the change is audited. The stock a serial still holds in the ledger as approved at its process is posted out; rejected or hold stock in the ledger is not changed, so the ledger column still shows it.
8.2 Mark adjusted / Clear adjusted (Inward and Inspection approved popups, admin only)
Used when the in-screen figure is higher than the ledger column, for example inspected stock that was already accounted for.
- Open the [IN SCREEN] popup. Tick the extra lines in the documents table.
- Click Mark selected adjusted. The panel previews the selected quantity, the new in-screen total and the new difference, and warns if the selection is more than the difference.
- Enter Remarks (required) and Confirm.
Marked lines are skipped by this screen, by Unused Inspected Stock and by the inward reconciliation. For inspection lines the balance is set to 0.
To undo, use the Adjusted lines section of the same popup: tick the lines, Clear adjusted for selected, enter remarks and confirm. For inspection lines the previous balance is restored. Marking works on a whole line, not on part of its quantity. Non-admin users see the adjusted lines but cannot change them.
9. Why a Difference Can Be Expected
- Older Service DCs: Service DCs raised before the returnable DC ledger entries (13 July 2026) never posted an OP20 ledger entry. They appear in Inspection – Outsourced [IN SCREEN], labelled no ledger entry (older DC), but not in the ledger column.
- Running totals: the Stock Ledger Report columns start from the latest stock snapshot and add later entries. For Final Inspection and for the outsourced and returned columns the report figure is a running total, while the [IN SCREEN] figure is what exists now, so a difference is normal there and shows where to look.
- Opening balances and adjustments: manual ledger adjustments and snapshot quantities have no document. They show in the ledger entries popup.
Start with the Mismatch Summary → Show by column, pick the column with the largest difference, switch on Hide rows where everything is zero, and open the [IN SCREEN] popups of the first rows.