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Use the audit trail

See every stock movement, who made it and which order it belongs to

The Audit Trail is a log of every change to your stock: orders, handovers, refunds, exchanges and manual adjustments. Use it to answer "why is this number different?" and "who changed it?"

Before you start

  • Open Fulfilment › Audit Trail in the Store Portal.
  • Shop Managers and Fulfilment Managers can view it. If you see "Access denied", ask your Shop Manager. See Store Portal roles and access.
  • The page opens showing the last 14 days.

Find movements

  1. Type in the search box ("Search by product, variant or order #"):
    • A product name, variant or SKU shows that item's movements.
    • An order number, with or without the #, for example 256 or #256, shows every stock movement for that order.
  2. Open the date menu to choose Today, Yesterday, Last 7 days, Last 14 days, Last 30 days, This month, Last month or All dates. You can also type dates.
  3. Open All reasons to tick only the movement types you want, grouped as Fulfilled, Return and Adjustment. Reset to default ticks them all.
  4. Open All users to show movements made by particular people.
  5. Use Columns to show or hide Date, Time, Change, New total, Reason, Order and Recorded by.

The order number search still respects the date range, so widen it if you're looking at an older order. If nothing matches you'll see "No stock movements found". Choose Clear filters to start again.

Read a row

Column What it shows
Date, Time When it happened. Newest first. The date appears once per day.
Item The product, then its variant.
Change How much it changed by, for example +10 or -2.
New total Stock on hand after the movement.
Reason Why it happened.
Order The order number, such as #145. Click it to open the order. Adjustments have no order.
Recorded by POS terminal, Online or Admin, then the person's email.

Hover a reason on an adjustment to read the note that was entered.

Reasons

  • Sales: an order was paid, so the items are now Committed. New total doesn't change yet.
  • Order Fulfilled: the order was handed over, and stock on hand drops.
  • Refund, Cancelled, Exchange in: stock came back.
  • Exchange out: replacement stock went out.
  • Stock received, Correction, Stocktake, Damage, Theft/Loss: a manual adjustment from the Inventory page.
  • Attribute/option removed (system): stock was cleared automatically because a variant was retired when a product's options changed.

Export the results

  1. Set up your search, dates and filters.
  2. Choose Export view. The menu shows the number of matching items.
  3. Pick Excel or CSV.

A message says "Exporting…" and then "Export complete". The file is named audit-trail and includes every matching row, not just the page you can see, using the columns you've chosen. Every row has its own date.

Good to know

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