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How do I see the quantity of an item on a specific date?

The Inventory Summary report always shows your current inventory, so it can't be used to look up quantities from a past date. To see what quantity you had on a specific date, use the Transactions report, export it, and read the New QTY column.

Understanding the key columns

Before you start, it helps to know the difference between two columns in the exported report:

Column What it means
QTY Change The amount added or removed in that one transaction. Do not add these up to get a total.
New QTY The item's quantity after that transaction. On the most recent transaction for each item in your date range, this is the quantity on hand at that point in time.

Steps

  1. 1Open the Transactions report

    Go to Reports in the left navigation and select Transactions.

  2. 2Set your date range

    Use the date filter to select the time period you want. For example, to see quantities for May, set the range from May 1 to May 31.

  3. 3Filter by folder or item (optional)

    Use the Folder filter or the search bar to narrow results to the items you need. You can skip this step to export all items across all folders.

  4. 4Export the report

    Click Export and choose CSV or XLSX. Open the file in Excel or Google Sheets.

  5. 5Sort by Transaction Date, newest first

    In your spreadsheet, sort the Transaction Date column from newest to oldest.

  6. 6Read the New QTY on the most recent row for each unique item

    For each unique Sortly ID (SID), find the first row after sorting. The New QTY value on that row is the quantity on hand at the end of your selected date range.

    ✅ Use the New QTY column, not QTY Change. Adding up QTY Change values will not give you the correct total.

    Example: Brushes at end of May

    Folder New QTY (ending quantity)
    Warehouse 1 22
    123 Main Street 3
    1800 State Street 3
⚠️ If an item's most recent transaction in your date range is a Delete, its New QTY will show as 0. This means the item was removed from that folder during the period, and 0 is the correct ending quantity for that folder.
⚠️ If an item has no transactions in your date range, its quantity did not change during that period. Expand the date range until a transaction appears, then read the New QTY from that row.
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