History & logs

A store's stock count moves constantly — every sale, restock, waste entry, and stocktake nudges it up or down. BuddyStall keeps two records of those movements so you can always answer why is the count what it is?:

The inventory log — one chronological list of every stock change across all items in a store.
The report history — the run of stocktake reports for a single item, with the variance each one corrected.

This page covers the inventory log and points to the report history. Submitting a report is covered in How to stocktake.

The inventory log

Open a store's inventory and click View Logs in the top-right. The log lists every stock movement for that store, newest first, one row per change. Each row reads left to right:

1 Date — when the change was recorded, to the minute.

2 Item — the ingredient that moved, with its unit beneath the name.

3 Reason — a coloured pill naming what caused the change. Each value is explained in What each reason means below.

4 Change — how much the stock moved, signed and coloured: green + for an increase, red − for a decrease.

What each reason means

The Reason pill is colour-coded so you can scan a column of activity at a glance. Reading the log from top to bottom:

The same Inventory Logs screen with each Reason pill numbered — Restock, Usage sales, Refund, Waste, Correction, Transfer to Second Branch, Transfer from Second Branch, and Initial balance. — Every reason a stock count can move, one per row.

1 Restock (green) — stock added by a Material expense entry tied to this ingredient (see Expenses), or by receiving a supplier order. This is how purchases top the count back up.

2 Usage sales (blue) — stock deducted automatically by a sale at the POS, through the item's recipe.

3 Refund — stock returned to the shelf when a sale is refunded; the recipe quantities the sale deducted are added back.

4 Waste (red) — stock removed by a waste entry.

5 Correction — the adjustment a stocktake applies when the verified count differs from the expected count. The change is the variance — positive when you counted more than expected, negative when you counted less.

6 Transfer to [store] (amber) — stock sent to another of your stores; the destination store is named on the pill.

7 Transfer from [store] (teal) — stock received from another of your stores; the source store is named on the pill.

8 Initial balance (indigo) — the opening stock set when the item was first added to the store, and the figure recorded by the very first stocktake that establishes the count.

How stocktakes show up here

A stocktake doesn't post a row for the whole recounted quantity — only the variance it corrects, as a Correction entry (or Initial balance for the first, establishing count). A stocktake that matches expected exactly changes nothing, so it leaves no log row at all. The full report — period, expected vs. verified, and the movements behind it — lives in the per-item report history below.

Per-item report history

Each item also carries its own report history — the trail of stocktakes that have reset its count over time. Open it from the clipboard View History icon on the item's row in the store inventory.

1 Date — when the stocktake was submitted. The oldest entry is the Initial balance (the establishing count), badged as such and shown as Opening in the Difference column.

2 Checker — who submitted the report: the employee or account name, with its type beneath (e.g. USER for an owner or manager account, or a staff member's name).

3 Expected — the count BuddyStall expected at the time, before the recount.

4 Verified — the quantity actually counted and entered. This becomes the new baseline.

5 Difference — Verified minus Expected, colour-coded: green when you counted more than expected, red when less, grey at zero.

6 Notes — the optional note left with the report ("Jar broke during prep"), or a dash when none.

7 View (owner & manager) — opens the full detail report for that stocktake. Staff don't see this button.

Detail report

Behind the View button is the detail report — a full audit of one stocktake. Where the report history row tells you what the variance was, the detail report shows why: it rebuilds every stock movement in the period and cross-checks the math, so you can tell an honest miscount from an untracked movement. It lives on the Admin dashboard only; staff don't reach it.

The page stacks five cards, top to bottom. Below is a healthy report — every figure reconciles and nothing is flagged:

A healthy stocktake detail report — five stacked cards: Report (with a green Match badge), Period, Sales (0 discrepancy, with a product breakdown), Purchase (0 discrepancy, with entries), and Waste — each numbered. — A healthy detail report — the three reconciliation checks all read clean.

1 Report — the reconciliation math, plus a Match / Mismatch verdict on whether the expected figure can be trusted.

2 Period — the date window every other card is measured over.

3 Sales — what the recipes say sales should have used, against what was actually deducted.

4 Purchase — what was restocked on paper, against what actually landed in stock.

5 Waste — the total discarded in the period.

Each card in detail below.

① Report card

The Report card — a numbered summary block, a Verification breakdown, the Recorded expected row, and a green Match badge. — The Report card, read top to bottom.

1 Summary — Date, Checker, Expected, Verified, Difference, and Notes, repeating the report-history row you came from.

2 Verification breakdown — rebuilds the stock from the previous baseline: Last report verified + Restock − Sales − Waste = Calculated.

3 Recorded expected — the expected value saved on the check at the moment it was submitted.

4 Match / Mismatch — compares ② Calculated against ③ Recorded expected.

Normal — Match. When the two agree the badge is green: the expected figure is trustworthy, so the only thing left to explain is the physical Difference you counted on the shelf.

Abnormal — Mismatch. A red badge with the signed gap (e.g. +3 pcs) means ② and ③ diverge. This happens when a stock movement lands after the check was submitted — most often an offline operation (a sale, refund, or waste logged on the POS while offline) that only syncs to inventory once the device reconnects, after the stocktake was already taken. A movement back-dated into the period later does the same thing. Either way, the expectation saved at submit time no longer reflects the full history.

The Report card's Verification section with a red Mismatch badge showing a +3 pcs gap between Calculated and Recorded expected. — Abnormal: Calculated and Recorded expected diverge — a movement was added after the check.

On a Mismatch, re-judge the Difference against Calculated

The Difference at the top of the card was measured against Recorded expected — the figure saved when the check was submitted. On a Mismatch that figure is out of date (the late movement wasn't counted yet), so Calculated is the more reliable expectation. Re-judge the real variance as Verified − Calculated, not the Difference shown. In the report above that's 113 − 117 = −4 pcs — a bigger shortfall than the −1 Difference first suggests.

② Period card

The simplest card — the window every figure above and below is measured over. It runs from the previous stocktake to this one.

The Period card showing the date range the report covers, from the previous stocktake to this one. — The period — from the previous stocktake to this one.

③ Sales card

The Sales card — Expected, Actual, and Discrepancy tiles numbered, above a numbered product breakdown table. — The Sales card — three tiles over a product breakdown.

1 Expected (sales→recipes) — what the recipes of everything sold in the period add up to.

2 Actual (inventory log) — what sales actually removed from stock, via usage_sales / refund logs.

3 Discrepancy — ① Expected minus ② Actual.

4 Product breakdown — each item sold: its type (product / add-on, with a combo badge when sold inside a set), Sold Qty, and Expected Contribution.

Normal — Discrepancy 0. Sales consumed exactly what the recipes predict.

Abnormal — non-zero Discrepancy. Usually a transaction that hasn't synced to inventory yet — a Sync issues badge appears on the card title and the unsynced receipts are listed below — or a recipe changed after a sale. Pending sales usually clear it once they sync. While it's open, this gap is part of what throws ① off — use the figure here to re-judge the report's Difference against Calculated.

The Sales card with a red non-zero Discrepancy and a Sync issues badge on the card title, listing an unsynced transaction. — Abnormal: Actual trails Expected because a sale hasn't synced — flagged with a Sync issues badge.

④ Purchase card

The Purchase card — Expected, Actual, and Discrepancy tiles numbered, above a numbered entries table. — The Purchase card — three tiles over the purchase entries.

1 Expected (cost entries) — quantity registered through cost entries (purchases and order receipts) in the period.

2 Actual (logs) — quantity actually added to stock by restock logs.

3 Discrepancy — ① Expected minus ② Actual.

4 Entries — each purchase entry: Date, Quantity, and Description.

Normal — Discrepancy 0. What you paid for is what landed in stock.

Abnormal — non-zero Discrepancy. A cost entry with no matching restock log, or a restock recorded without a cost entry behind it. Reconcile the two so the ingredient's cost and its stock stay in step. Like Sales, this gap drives the Mismatch in ① — use it to re-judge the report's Difference against Calculated.

The Purchase card with a non-zero Discrepancy because a cost entry's quantity and its restock log don't match. — Abnormal: the cost entries and the restock logs don't add up to the same quantity.

⑤ Waste card

The Waste card — a numbered Total Quantity tile above a numbered table of waste entries. — The Waste card — a total over the individual entries.

1 Total Quantity — everything discarded in the period.

2 Entries — each waste log: Date, Quantity, and the Notes left when it was logged.

There's no reconciliation check here — waste is a straight tally that feeds the − Waste line of ① the Report's Verification math.