The Closing Stock Report shows the stock position of pharmaceutical items at the end of a selected date. This report helps pharmacy staff track inventory levels, calculate stock values for financial reporting, and identify items nearing expiry.

Use the Closing Stock Report when you need to:

• View historical stock positions - See what stock you had on any past date
• Generate financial reports - Calculate inventory value for accounting purposes
• Audit stock movements - Verify stock levels at specific points in time
• Plan stock ordering - Review stock trends over time
• Prepare period-end reports - Generate month-end or year-end inventory summaries

The Closing Stock Report offers two viewing options:

Shows aggregated stock for each item (all batches combined).

Best for:

• Quick overview of total item quantities
• Financial reporting and valuation
• Stock ordering decisions
• Management reports

Displays:

• Item name, code, category
• Total quantity across all batches
• Total values (purchase, sale, cost)
• No batch numbers or expiry dates

Shows individual batches with detailed information.

Best for:

• Expiry date tracking
• Batch-specific investigations
• Detailed inventory audits
• First-Expiry-First-Out (FEFO) management

Displays:

• Item name, code, category
• Batch number
• Expiry date
• Batch quantity
• Batch-specific rates and values

1. Navigate to Reports → Inventory Reports → Closing Stock Report
2. Select either Opening Stock or Closing Stock template

• For Closing Stock: Select the date for which you want to see end-of-day stock
• For Opening Stock: Select the date for which you want to see start-of-day stock

Example:

• Selecting "January 31, 2025" for Closing Stock shows stock at the end of January 31
• Selecting "February 1, 2025" for Opening Stock shows stock at the start of February 1

Select either:

• Item Wise - Aggregated view (all batches combined)
• Batch Wise - Detailed view (individual batches)

Filter the report by:

• Select a specific institution to see only that institution's stock
• Leave blank to see total stock across all institutions

• Select a site to see stock for departments at that site
• Works with institution filter for more specific results

• Select a specific department to see only that department's stock
• This is the most common filter for day-to-day stock checking

• Filter by item category (e.g., "Antibiotics", "Analgesics")
• Useful for reviewing specific drug groups

• Search for a specific item by name
• Type at least 3 characters to see suggestions

• Check this to see only consignment items (items with negative stock)
• Leave unchecked for regular stock items

Click the Process button to generate the report.

The system will:

1. Find the last stock record before your selected date for each item/batch
2. Calculate quantities and values based on your filters
3. Display results in a table

The report displays with scope indicators:

• Dept badge - Shows stock for the selected department only
• Ins badge - Shows aggregated stock for the selected institution
• Tot badge - Shows total stock across all institutions

Choose from:

• Print All - Print the entire report
• Download (Excel) - Export to Excel spreadsheet
• PDF - Generate PDF document

Column	Description
S.No	Serial number
Item Category	Category the item belongs to
Item Code	Unique code for the item
Item Name	Name of the pharmaceutical item
UOM	Unit of Measurement (e.g., tablets, bottles)
Closing Stock	Total quantity available
Purchase Value	Total value at purchase rate
Cost Value	Total value at cost rate
Sale Value	Total value at retail/sale rate

Column	Description
S.No	Serial number
Item Category	Category the item belongs to
Item Code	Unique code for the item
Item Name	Name of the pharmaceutical item
UOM	Unit of Measurement
Expiry	Batch expiry date
Batch No	Batch number
Qty	Batch quantity
Purchase Rate	Purchase price per unit
Purchase Value	Batch quantity × Purchase rate
Cost Rate	Cost price per unit
Cost Value	Batch quantity × Cost rate
Sale Rate	Retail/sale price per unit
Sale Value	Batch quantity × Sale rate

The report shows three types of values:

• Calculation: Quantity × Purchase Rate
• Use: Track inventory at purchase cost
• Best for: Cost of Goods Sold (COGS) calculations

• Calculation: Quantity × Retail/Sale Rate
• Use: Estimate potential revenue from stock
• Best for: Financial projections

• Calculation: Quantity × Cost Rate
• Use: Track true cost including overheads
• Best for: Profitability analysis

The report can show stock at three different scopes:

• Shows stock in ONE specific department
• Most detailed level
• Use for: Daily stock checks, department-specific reports

• Shows stock across ALL departments in ONE institution
• Aggregated from all departments
• Use for: Institution-wide inventory valuation

• Shows stock across ALL institutions
• System-wide total
• Use for: Corporate-level reporting, overall inventory

1. Select last day of the month
2. Choose "Item Wise" report
3. Leave all filters blank (to get total)
4. Export to Excel
5. Use purchase values for accounting

1. Choose current date
2. Select "Batch Wise" report
3. Filter by department if needed
4. Sort by expiry date
5. Identify batches expiring soon

1. Select current date or yesterday
2. Choose "Item Wise" for overview or "Batch Wise" for details
3. Filter by specific department
4. Review stock levels
5. Identify items needing reorder

1. Select December 31st
2. Choose "Item Wise" report
3. Leave filters blank for system-wide total
4. Export to PDF
5. Use for financial statements

Possible causes:

• No stock existed at the selected date
• Filters are too restrictive
• Selected date is before stock recording began

Solutions:

• Try a more recent date
• Remove some filters
• Check if department/institution had stock at that time

Possible causes:

• Looking at wrong scope level (check badge)
• Consignment item filter is checked when it shouldn't be
• Date selected is incorrect

Solutions:

• Verify the scope badge matches your expectation
• Uncheck consignment item filter
• Double-check the selected date

Possible causes:

• Batch was created AFTER the selected date
• Batch has zero stock
• Filters exclude the batch

Solutions:

• Select a later date
• Include zero-stock items if needed
• Review active filters

1. Use Item-Wise for speed - Faster to load than batch-wise for large inventories

2. Use Batch-Wise for expiry tracking - Essential for FEFO management

3. Export regularly - Keep monthly Excel exports for audit trails

4. Verify scope badges - Always check the badge to confirm you're viewing the right scope

5. Cross-check totals - Department totals should match institution totals when all departments are included

6. Historical accuracy - Remember this shows stock AT the selected date, not current stock

7. Filter strategically - Start with broad filters, then narrow down for specific needs

A: This is a historical report. It shows stock at the END of the selected date, not current stock. For current stock, use the Current Stock Report.

A: Yes, select the Institution filter instead of Department. This shows aggregated stock for all departments in that institution.

A: Opening Stock shows stock at the START of the day. Closing Stock shows stock at the END of the day. They differ by the day's transactions.

A: The report only shows batches that existed at the selected date. Batches created after that date won't appear.

A: Yes, use the Item filter to select the specific item and leave the Department filter blank. Select Institution scope to see aggregated stock.

A: It filters for consignment items (items with negative stock). These are items owned by suppliers but held in your pharmacy.

A: The report reflects stock history as it was recorded. It's not "updated" - it shows a snapshot at your selected date.

A: Yes, click the "Download" button to export the current view to Excel format.

• Current Stock Report - For current (live) stock levels
• Stock Ledger Report - For detailed transaction history
• Expiry Report - For upcoming expiries
• Reorder Level Report - For items needing replenishment

If you need help with this report:

• Contact your system administrator
• Refer to the HMIS User Manual
• Report issues at: https://github.com/hmislk/hmis/issues