The Stock archive screen shows a combined overview of all registered entries in the stock. It shows entries grouped by date, product, customer, voucher and many other relevant details.
Rows marked in gray are not actual stock entries, but information about, for example, sold services or purchased services. When a composite product that is not itself stocked is sold, it is also shown in gray. Only the underlying products are stocked and shown as actual stock entries.
Open Financial, select Product and then Stock archive.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
Stock archive is also included as an embedded view in many other places in Financial, e.g. on a product card under the Stock archive tab and in voucher details. Not all features are available in embedded views — see the section on context-dependent features below.
When you open Stock archive in the context of a product, a variant or a serialized item, the grid by default shows an aggregated view: Sapera combines several individual entries into one combined row per action, so the overview is easy to read.
At the top of the screen you find a check box with the text Details. When you activate it, Sapera turns off the aggregated view and instead shows all individual entries. The check box is only visible when the screen is shown in product, variant or instance context.
In the detailed view you can select a single entry and use the action buttons Edit, Copy and Delete. In the aggregated view these buttons are not available.
The grid contains a large number of columns. You can show and hide columns as well as change their order and visibility per device type (web, tablet, phone) via Configure columns. Many columns are hidden by default but can be enabled as needed.
Filtering is done directly in the column headers. Most columns support a specific filter type: date range, number range, lookup search, options from a list and more.
Org. unit: The organizational unit the entry belongs to. Filter: extended organizational-unit selector.
Stock date: Date for the update of the stock balance. Default sort in the grid. Filter: date range.
Created on: Date and time (incl. seconds) of the creation of the entry. Filter: date range. This column is always visible.
Created by: User who created the entry. Hidden by default in embedded views; always shown in the standalone Stock archive screen. Filter: user lookup.
Voucher no.: Voucher number for the linked stock voucher. The field is a clickable link — clicking opens the voucher dialog directly. Filter: number range.
Product number: The product's unique number. Filter: product lookup.
Product display name: Name shown in the user interface.
Category: The product's category. Hidden by default. Filter: options list (not free text).
Product variant: Variant, e.g. color or size.
Serialized item: Serial number, if relevant. The column heading is dynamic and adapts to the system's designation for serialized items. Filter: text filter.
Stock location: The stock's location. Filter: search from a paginated list.
Customer: Customer name. Hidden automatically if the list is filtered on a specific customer. Filter: actor lookup.
Customer number: Hidden by default.
Customer email: Hidden by default.
Vendor: Vendor name. Hidden automatically if the list is filtered on a specific vendor. Filter: actor lookup.
Vendor email: Hidden by default.
Vendor item no.: Hidden by default.
Cost price excl. VAT: Cost price per unit. Hidden for users without permission to see cost price and profit. Filter: number range.
Sales price incl. VAT: Price including VAT.
Discount: Discount per unit.
Net sales price: Sales price after discount.
Journal quantity: The quantity specified in the stock journal. Note: one journal entry can result in more than one stock entry.
Quantity: The actual quantity in this stock entry. Filter: number range.
Stock count: Running balance after this entry. Hidden by default when the list is shown in instance context.
Stock count (per variant/serialized item): Running balance split per variant or serialized item. Only shown in instance context; hidden by default in other contexts.
Stock count (per location): Quantity registered at stock count. Hidden by default.
Margin amount: Contribution margin in DKK. Hidden for users without permission to see cost price and profit.
Margin %: Contribution margin in percent. Hidden for users without permission to see cost price and profit.
Markup on cost price %: Markup percentage. Hidden by default. Hidden for users without permission to see cost price and profit.
Reserved: Quantity reserved for, e.g., a sales order. Filter: number range.
Cost amount: Quantity times cost price. Filter: number range. The column can be sorted.
Sales amount: Quantity times sales price. Filter: number range. The column can be sorted.
Sales amount before discount: Sales amount calculated before discount is deducted. Hidden by default. Filter: number range. The column can be sorted.
Discount amount: Total discount on the entry. Hidden by default. Filter: number range. The column can be sorted.
Description: Linked free text. Filter: text filter.
Source: Source of the entry, e.g. "Sales order" or "Pos sale". Filter: options list with source types. The column can be sorted.
Invoice (source identifier): Reference to the invoice or order the entry originates from. The field is a clickable link — clicking opens the linked external reference, e.g. a sales order. Filter: text filter. The column can be sorted.
Alt. voucher: Alternative voucher number. Filter: text filter. The column can be sorted.
Stock journal: The name of the stock journal the entry originates from. This column is only visible on the standalone Stock archive screen and in the full-screen popup — it is not shown in embedded views on, e.g., the product card.
Posted on: Date of posting. Hidden by default in embedded views; shown by default on the standalone Stock archive screen. Filter: date range.
Posted by: User who posted. Hidden by default in embedded views; shown by default on the standalone Stock archive screen. Filter: user lookup.
Posting ID: ID of the posting operation the entry belongs to. The field is a clickable link — clicking opens the Posting operation dialog. Hidden by default in embedded views; shown by default on the standalone Stock archive screen. Filter: number range.
Type: The entry's overall type (stock entry or non-stock entry). Only shown when the screen supports non-stock entries. Filter: options list.
Movement type: Subtype for non-stock entries, e.g. Service product, Composite product, Credit note, Converted or Bill of materials - combined. Only shown when the screen supports non-stock entries. Filter: options list.
Create financial entries: Specifies (check mark) whether financial entries were created for this entry. Sapera generates financial entries for all actions through purchasing and sales (invoice, pos sale, etc.). The stock can also be affected via stock journals, and here it can be configured whether financial entries are to be generated automatically.
Financial date: Date and time of the link to the financial accounts. The field is hidden by default. If the entry type does not support a financial date at all, the text "Empty (Not supported)" is shown. If the type does support a financial date, but none has been linked yet, the field is simply empty.
Effective financial date: The date Sapera uses as the posting date in finance, which may differ from the financial date. Hidden by default. Filter: date range. The column can be sorted.
Serialized item purchase: Specifies (check mark) whether the entry is a purchase of a serialized item. Hidden by default. The column heading adapts to the system's designation for serialized items.
Employee: The employee who posted the action, e.g. when creating the invoice or completing the pos sale. Hidden by default. Filter: user lookup.
Orig. employee: The employee who originally created the action, e.g. the salesperson who created a sales order that was subsequently invoiced by someone else. Hidden by default. Filter: user lookup.
Source org. unit: The organizational unit the action originates from, if it differs from the entry's unit. Hidden by default. Filter: extended OU filter.
The Reverse posting button is active when you have selected an entry with a posting ID — and the posting is not the initial posting. Requires the permission RevertBookingOperation.
Clicking opens the Posting operation dialog (see below), where you can see all the affected vouchers and entries and then choose to revert the entire posting journal to draft state.
The Details check box turns the aggregated view on and off. See the section "Aggregated and detailed view" above for an elaboration.
The Entries button is active when the selected entry has linked financial entries (i.e. the "Create financial entries" column is marked) and it is a stock entry. Clicking opens a detail dialog with the linked financial entries.
The Currently available button is active when you have selected a stock entry (not a non-stock entry). Clicking opens the Currently available popup with an overview of the current stock status for the selected product, split by variants. The dimensions are shown in table form with, e.g., gender as rows and size as columns.
The Automatic stock adjustments button is active when you have selected a stock entry. Clicking opens the Cost price adjustments popup with a list of the automatic cost price adjustments the selected entry has been part of.
The feature is typically used when Sapera has had to use a temporary cost price — e.g. for a sale with negative stock. When the purchase is later posted, Sapera recalculates the sales movement with the correct cost price.
Prerequisites for the feature: "Auto-post goods consumption" and "Automatic update of cost price" must both be enabled in the settings.
The Recalculate stock value button is only visible to administrators and only when the screen is shown in product or instance context. Clicking opens a date picker: select the date from which Sapera should recalculate the cost prices. Sapera then recalculates the stock value for the affected entries from and including the selected date.
The Reset cost price button is only visible in product context and only when the feature is enabled in the product's settings. The button is not visible for all products.
Active in the detailed view when an entry is selected. Requires the permission ModifyStockEntry.
For a stock entry, clicking opens the Edit stock entry dialog, where you can change, e.g., cost price, sales price, date and description. For gray (non-stock entry) rows, clicking opens a corresponding Edit non-stock entry dialog with the relevant fields for that entry type.
Active in the detailed view when a stock entry (not a non-stock entry) is selected. Requires the permission ModifyStockEntry. Clicking opens a copy of the Edit stock entry dialog with data from the selected entry pre-filled, ready to be saved as a new entry.
Active in the detailed view when an entry is selected. Requires the permission ModifyStockEntry. Clicking shows a confirmation dialog. Applies to both stock entries and non-stock entries.
The button with the refresh icon reloads the grid's data.
The button with the full-screen icon opens the Full-screen popup with a full copy of the stock archive list in a modal dialog. The button is only visible to administrators and only when the screen is shown in product or voucher context.
The button with the question-mark icon opens this help article.
The dialog is opened by clicking a clickable link in the Posting ID column, or by clicking the Reverse posting button with a relevant entry selected.
At the top of the dialog, three information fields are shown: Stock journal (the journal the posting originates from), Posted on (the time of posting) and Posted by (the user who performed the posting).
The dialog contains a tab bar with the following tabs:
Shows a list of the vouchers created as part of the posting. For each voucher, the voucher number, creation date and description are shown.
Shows the journal entries that were part of the posting. The view corresponds to the stock journal grid and gives an overview of what was in the journal at the time of posting.
Shows the stock entries created as a result of the posting. The view uses the same grid as Stock archive and shows the individual entries without a filter toolbar.
If the posting has generated financial vouchers, one extra tab is shown per financial voucher. The tab is named "Voucher" followed by the voucher number. Clicking the tab shows details for that financial voucher.
If you have the permission RevertBookingOperation, a Reverse posting button is shown in the dialog's footer. Clicking shows a confirmation dialog. If you confirm, the entire posting journal is sent back to draft state: the stock entries are deleted and the journal entries are restored in the journal. The feature is not available for the initial posting.
By right-clicking (or pressing and holding on a touch screen) on any row in the grid, a context menu is shown with the following options:
Open product: Opens the product dialog for the product the row concerns. Always shown (unless the list is already filtered on a specific product).
Open serialized item: Opens the instance dialog for the serialized item the row concerns. Only shown for rows linked to a serialized item.
Stock archive is central in day-to-day operations when you need to:
Troubleshoot stock adjustments: Follow an item back in time and see all movements, their source and when they were posted.
Verify sales or purchase processing: Look up an invoice or order via the Invoice column and confirm that the stock movement was created correctly.
Analyze contribution margin: Use the Cost price, Sales price, Margin amount and Margin % columns to analyze the earnings on each individual stock movement.
Reverse erroneous postings: Open the Posting operation dialog via the Posting ID link and use Reverse posting to cancel an incorrect posting.
Check financial reconciliation: Financial date and Effective financial date are used to reconcile stock and financial values. Stock entries can arise before the corresponding invoice is posted, and may therefore temporarily have no financial date. Contact support if you need help with the reconciliation tools.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Stock journal
This article explains how to create a stock journal printout in Sapera
Stock value
How to print a stock value statement in Sapera: find the report, understand each criterion, build your groupings and understand the columns in the result.
Warehouses
This article explains how to create and use warehouses for managing stock locations in Sapera
