Using the Understock / Overstock Report
The Understock / Overstock Report helps you assess whether your stock levels match current sales activity. By comparing your Quantity On Hand to calculated Suggested Minimums, Bepoz flags products that are understocked (at risk of running out) or overstocked (potentially tying up cash or causing waste). Use this report to improve ordering decisions, reduce shrinkage, and maintain optimal inventory levels across your venue.
Introduction
The Understock / Overstock Report in Bepoz is designed to help you monitor whether your stock levels align with current sales trends. It identifies when products are carrying too little stock (risk of running out) or too much stock (risk of tying up cash or causing waste).
This report is ideal for purchasing, inventory control, and cost management, especially in environments with frequent stock movement or limited storage.
📍 Accessing the Report
📍 Back Office > Analysic Reports > Understock Overstock
You can:
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Filter by Store, Date Range, or Shift
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Use Product Tree Filters (e.g. by Stock Category or Group)
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Choose how data is displayed: Full Tree, List Only, or Hide List
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Minimum Stock Days
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Maximum Extra Days
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Adjust the report’s sensitivity using:
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🔍 How the Report Works
The system compares your Quantity On Hand to the amount of stock required to support current sales rates over a minimum timeframe. It uses the following logic:
|
Column |
What it Shows |
|---|---|
|
Qty On Hand |
Current quantity available in the system |
|
CostEx On Hand |
Value of the current stock at cost |
|
Sold per Day |
Average quantity sold per day during the selected period |
|
Days On Hand |
Estimated number of days current stock will last, based on recent sales |
|
Suggested Minimum |
Minimum quantity required to meet the defined stock coverage period |
|
Under/Over Qty |
Difference between current Qty On Hand and the Suggested Minimum |
|
Under/Over CostEx |
Cost value of the variance |
|
Under/Over |
Status indicator: “Under”, “Over”, or blank if within acceptable range |
⚙️ The calculation assumes that past sales performance reflects future demand. If no sales were recorded for a product during the selected period, it will show a Suggested Minimum of zero.
🧠Interpreting Results
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Understocked: The product has less than the Suggested Minimum and may need reordering.
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Overstocked: The product has more than the required stock to cover the forecasted period, indicating possible oversupply.
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Zero or Negative Sales: If no items were sold, Suggested Minimum will be zero — useful for flagging dead stock or checking if sales are being recorded correctly.
✅ Best Practices
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Run this report on a weekly or fortnightly basis, especially for perishables or high-turnover products.
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Review stock marked as Under to prevent stockouts.
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Review stock marked as Over to reduce storage costs and wastage.
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Cross-reference with your Stock Movement Summary for deeper analysis.
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Investigate products showing negative Qty On Hand — this may indicate receipting issues or sales occurring before stock entry.
❓ FAQs
Q: Why does a product show zero Suggested Minimum?
If there are no recorded sales for the period selected, Bepoz assumes no demand and calculates zero as the Suggested Minimum.
Q: What causes a negative Qty On Hand?
This usually results from stock being sold before it was receipted, or reversed stock entries.
Q: Can I apply filters by supplier or category?
Yes — use the Product Tree on the left-hand panel to filter by any structure used in your stock setup.
Q: Can I export the report?
Yes — use the Export List or Print Report functions at the top of the screen for review or documentation.