Reporting: Rackbeat’s Transaction report

The Transaction Report in Rackbeat

The Transaction report in Rackbeat provides a detailed overview of all item-related transactions and their movements within the warehouse.

Accessing the Transaction Report

To access the Transaction report in Rackbeat, follow these steps:

Go to Reporting
Select Transaction report from the menu

Filtering Options

You can refine the data in the report by using the following filters:

Item group: Filter transactions by specific item groups.
Adjustment type: Choose specific adjustment types such as sales or status.
Currency: View transactions in a chosen currency.
Transaction date: Show transactions based on the posting date.
Item card date: View item movements within a selected period.

What is the difference between Transaction date and Item card date?

There is an important distinction between these two filter options:

Transaction date refers to the date on which the transaction was posted.
Item card date indicates the date on which the inventory movement actually affects the stock.

Example:
If an item was removed from inventory on January 1, 2025, but the shipment was confirmed on January 3, 2025:

Transaction date: January 3, 2025
Item card date: January 1, 2025

My dates don’t match — why?

If your dates differ, the reason may be that the transaction was backdated.

For example, if you backdate a sale, the transaction date (the invoice date) will not match the date on which the item was physically taken out of inventory. The same applies to receipts (purchases) and adjustments, where the transaction date may differ from the actual stock movement date.

This distinction is particularly important when comparing the invoice date with the item card date.

Report Contents

Once you’ve selected your filters and clicked Search, the report will display:

Posting date: The date the transaction was posted
Product: The name of the item
Item card date: The date of the inventory movement
Adjustment type and Type: Details about the transaction type and number
Quantity and Unit value: Quantity and price per unit
Value: Total transaction value
Location: The location of the movement
Reason: The reason for the inventory adjustment
Currency: The currency used in the transaction

Customizing the Report

The report can be customized by selecting which columns to display. This is done through the settings available via the gear icon.

The Transaction report is essential for understanding stock movements and financial flow in Rackbeat. It supports effective inventory and financial management by providing a clear overview of all transactions.

I work with negative values — what should I be aware of?

If your company works with negative inventory quantities or values, it’s important to understand how the Transaction report should be interpreted.

The report is designed to show the value of transactions executed within a selected period — but it does not necessarily reflect changes in the warehouse’s actual financial value. This can lead to confusion, especially when negative stock quantities are involved.

When an item has a negative quantity, it means you have sold more than you physically have in stock. In these cases, the Transaction report will still register the value of the transactions. However, because the financial inventory value is based on the actual physical stock and does not treat negative values the same way, discrepancies may arise between the two reports.

Key points to remember:

What the Transaction report focuses on:
It shows the value of all transactions in the period — regardless of whether the stock quantity is positive or negative.
If you have many transactions on items with negative stock, the value in the report may appear significantly higher than the actual financial inventory change.
Financial inventory value handles negatives differently:
The financial value only reflects the actual physical stock.
Transactions related to negative quantities will therefore not affect the financial inventory value in the same way.
Distortion due to negative values:
If your warehouse often operates with negative stock levels, the Transaction report may give a skewed picture of the inventory value.
It should be used as an overview of transactions — not as an exact financial measure.

How to manage negative values

Use the Transaction report to track and understand the value of executed transactions
Combine it with the Financial inventory value report to get a complete overview
Be aware that large negative stock quantities can lead to unrealistically high values in the Transaction report — adjust your analysis accordingly
Consider minimizing negative stock levels to reduce the risk of misunderstandings or distorted data