Reports Overview

In Sortly, you can generate two types of reports: Inventory-Based and Transaction-Based. Depending on the category, each report offers unique features that allow you to track important information about your items. With these reports, you can easily monitor the location, quantity, and date of addition of your items.

Types of Reports:

  • Activity History - Keep tabs on all users' changes to items, folders, tags, and more
  • Inventory Summary - Review your inventory's quantity, value, and location at a glance
  • Low Stock - View all stock items that are low inventory
  • Transactions - Monitor all inventory movements, updates, and deletions for efficient team oversight
  • Item Flow - Track quantity fluctuations for your inventory using flexible filtering options
  • Move Summary - Monitor all inventory folder changes that occur within a specified time frame
  • User Activity Summary - Track how team members interact with your inventory and filter for actions that matter most to you

Report Customization:

Reports Tab Overview

Clicking on the Reports Tab will bring you to a page to access your Reports. You can use the left-side panel or the clickable tiles on the right to access your Reports. If you have Saved Reports (accessible only to Ultra and Enterprise), you can access them using the drop-downs on the left-side panel or clicking the Saved Reports tiles:

User Activity History

This report allows you to review all users' changes to items, folders, tags, and more. The data shown depends on the applied filter options.

  • Overview - The table shows dates, activity types, the summary of the activity, and any user data associated with the activity. Filtering the view will change the table automatically.
  • Filters and Sorting - You can sort items in the table in ascending/descending order by clicking on the table headers. You can review the activity of a specific action using the filters. Filtering options include:  Moved, Edited, Deleted, Created, Restored, Quantity Changed, and Merged.
  • Exporting - You can export the report in CSV or XLSX. The export will keep your sort, search, or filter options, and you will get the same data as you see in the table.
  • Drill Down - This report allows you to open an item panel with additional information and redirect to the item details page by clicking on the table row.

Inventory Summary

This report allows you to review the actual state of all your inventory. In the header of the screen, you can see quick statistics - the total quantity and the total value of your inventory. This data depends on the applied search or filter options.

  • Overview - The table shows items, item groups, and item summaries and always reflects up-to-date information about the quantity, price, tags, notes, etc. This data will show in the table whenever you make changes to the item.
  • Item View - You have the ability to turn on/off summary mode and see either items, item groups, and item summaries (when the summary mode is on) or just items (when the summary mode is off).
  • Filters and Sorting - You can sort items in the table in ascending/descending order by clicking on the table headers. You can review the inventory of a specific location using the Folder filter. You can adjust the report to your needs using other options in the filter. You can filter by Items, Folders, Quantity, Alerts, Min Level, Tags, and so much more!
  • Exporting - You can export the report in CSV or XLSX. The export will keep your sort, search, or filter options, and you will get the same data as you see in the table.
  • Drill Down - This report allows you to open an item panel with additional information and redirect to the item details page by clicking on the table row.

Low Stock

This type of report provides you with a list of items that are running out. By default, the Min Level filter with the option to show items with a quantity at or below the min level is always applied on this type of report. You can choose between two Min Level filter options: at or below min level or below min level.

You can access the Low Stock report by clicking the drop-down carat under the Inventory Summary report:

  • Overview - In the header of the screen, you can see quick statistics - the total quantity and the total value of your low-stock inventory. This data depends on the applied search or filter options.
  • Item View - The table only shows items because the summary mode is not supported when the filter or search mode is active. Low Stock report, as well as Inventory Summary Report, reflects up-to-date items data. So, any changes made to the items will be reflected in the report.
  • Filters and Sorting - You can sort items in the table in ascending/descending order by clicking on the table headers. You can also review the inventory of a specific location using the Folder filter. Using other options in the filter, you can adjust the report to your needs. Filter by Folder, Name, Quantity, Min Level, Price, Quantity Alerts, Date Alerts, Tags, Sortly ID, Barcode / QR Code, Notes, and Custom Fields.
  • Exporting - You can export the report in CSV or XLSX. The export will keep your sort, search, or filter options, and you will get the same data as you see in the table.
  • Drill Down - This report allows you to open an item panel with additional information and redirect to the item details page by clicking on the table row.

Transactions

This type of report reflects all quantity-changing transactions made to the item. These transactions include such actions as create, clone, update quantity, merge, restore, delete, and move. 

  • Overview - In the table, you can see items along with the transaction made to this item, item data, and transaction data. The data in the table is historical; it reflects a snapshot of the item when you performed the quantity-changing transaction.
    • For example, if your item had a $0 price and you performed update quantity transactions,  and then you updated the price of this item, the data in the report will show a $0 price because the price changes you made were performed after the transaction.
  • Item View - Another important point is that, unlike inventory-based reports, this transaction-based report shows only those items where the quantity was changed. It won’t show items if you update the item name or price. Also, it won’t show items with 0 quantity even if you create, clone, or delete them.
  • Filters and Sorting - You can sort items in the table in ascending/descending order by clicking on the table headers. You can use different filters, including the date filter in the header, to adjust the report to your needs. Filter by Folders, Name, Price, Tags, Sortly ID, Barcode / QR Code, Notes, Transaction Type, Quantity Change, Transaction Note (**Can be edited), and User.
  • Exporting - You can export the report in CSV or XLSX. The export will keep your sort, search, or filter options, and you will get the same data as you see in the table.
  • Drill Down - This report allows you to open an item panel with additional information and redirect to the item details page by clicking on the table row.

**To edit a transaction note, navigate to the Transactions Report, click on the Item you want to edit, then click Edit Details. From there, you can modify the Transaction Reason and Transaction Note.

Item Flow

This type of report is based on the Transaction report. It uses Transaction report data but aggregates it differently. The report aggregates quantity-changing transaction data by item Sortly ID (SID) and its parent folder over a selected date range.

  • Overview - In the table, you can see the total quantity decrease or increase, total quantity change, and the total number of transactions for each item in a particular folder over a selected period. If an item has clones (items sharing the same SID) and is located in the same folder, quantity changes of the clones will be counted in the total quantity data and the total number of transactions. If items share the same SID but are located in another folder, their quantity changes will be calculated separately and presented as a separate row in the table.
  • Item View - Since the report is based on the Transaction report, you will see only those items where the quantity was changed in the table.
  • Filters and Sorting - You can sort items in the table in ascending/descending order by clicking on the table headers. You can use different filters, including the date filter in the header, to adjust the report to your needs. Filter by Folders, Name, Sortly ID (SID), Barcode / QR Code, and Date Range.
  • Exporting - You can export the report in CSV or XLSX. The export will keep your sort or filter options, and you will get the same data as you see in the table.
  • Drill Down - This report allows you to open an item panel with additional information, see the quantity changes chart, and redirect to the item details page or Transaction report by clicking on the table row.

 

Move Summary

This type of report is also based on the Transaction report. The report provides insight into how inventory has been moved from location to location every week or month. The data shown is an aggregate of the origin and destination folders over a selected date range.

  • Overview - In the screen's header, you can see quick statistics - the number of origins and destinations, the amount of the moved items, the total quantity, and the total value of the moved items. This data depends on the applied search or filter options.
  • Item View - The table shows how many items and quantities were moved from one particular folder to another over a selected date period. If moves were performed from one origin to several destinations, you would see them collapsed in the table.
  • Filters and Sorting - You can sort items in the table in ascending/descending order by clicking on the table headers. You can use different filters, including the date filter in the header, to adjust the report to your needs. Filter by Origin Folder, Destination Folder, and Date Range.
  • Exporting - You can export the report in CSV or XLSX. The export will keep your sort or filter options, and you will get the same data as you see in the table.
  • Drill Down - This report allows you to open an item panel with additional information, see the quantity changes chart, see what particular items were moved, and redirect to the Transaction report by clicking on the table row.

 

User Activity Summary

The User Activity Summary allows users in the Owner or Admin role to review a summary of team members' actions over a specified period and filter for the most relevant activity. 

This report can be filtered by user and date range.

  • Overview - In the header of the screen, you can see quick statistics - the total quantity of user actions.
  • Filters and Sorting - You can sort this report by User and Date Range.
  • Exporting - You can export the report in CSV or XLSX. The export will keep your sort, search, or filter options, and you will get the same data as seen in the table.

 

For more information on exporting reports:

 

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