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Inventory History

Menu Location: Products > Reports > Inventory History

Last Updated: 2026-07-27

Overview

The Inventory History report is a log of inventory-receiving scans recorded by Kiva Logic's barcode-scanner app. Each time someone scans a product barcode to add it to stock, a row is written here showing what was scanned, how much was added, and when. It is a log of scan events, not a day-by-day snapshot of stock levels, and it does not compute demand, turnover, or trend analytics.

If you're looking for current stock levels and order planning, see Menu Inventory. For live demand projections, see Inventory Demand.

Primary Functions:

  • View a log of inventory-receiving scans for a date range
  • See which product each scan matched, and its quantity added
  • See the barcode that was scanned
  • See whether an entry was later voided ("deleted") in the scanner app

Page Layout

Header Section

  • Date Range Filter - From and To date fields. Defaults to the last 3 weeks. Click Search to reload the log for a different range.

Main Content Area

The table lists scans newest first:

  • name - the matched product, shown as "ID# [menu ID] [product name]", linked to that product's edit page
  • quantity - the amount added to stock by that scan
  • timestamp - the date and time of the scan
  • barcode - the barcode that was scanned
  • status - "ok" for a normal entry, "deleted" if the entry was later voided in the scanner app
  • admin - the numeric ID of the admin/user account tied to the scan

Common Use Cases

Use Case 1: Review Recent Receiving Activity

Goal: Confirm what's been scanned into stock recently

Steps:

  1. Leave the date fields at their default (last 3 weeks), or set your own From/To range
  2. Click Search
  3. Review the products, quantities, and barcodes logged for that window

Result: A record of what was scanned in during the period

Use Case 2: Investigate a Scanning Mistake

Goal: Find out what happened to a specific scan

Steps:

  1. Set the From/To range around when the mistake likely occurred
  2. Find the product or barcode in question in the list
  3. Check the status column - "deleted" means that scan was voided afterward in the scanner app
  4. Click the product name/ID link to jump to that product's edit page and check its current stock

Result: Confirms whether a bad scan was already corrected

Integration with Other Systems

Where These Entries Come From

Rows in this report are created by Kiva Logic's barcode-scanner mobile app, not typed in through this page. When someone scans a barcode to receive inventory, the app:

  • Matches the barcode to a product
  • Adds the scanned quantity to that product's stock count (shown on Menu Inventory)
  • Writes a row here recording the product, quantity, barcode, timestamp, and the admin who scanned it

If a scan is later voided in the app, the row's status changes to "deleted" and the stock addition is reversed.

This report only reflects scanner-app activity. If a tenant doesn't use the barcode-scanner app for receiving, this log will be empty.

Troubleshooting

No Entries for a Date Range

Symptoms:

  • The table is empty for the selected From/To dates

Possible Causes:

  • No barcode scans were recorded in that window
  • Receiving for this period wasn't done through the scanner app

Solution: Widen the date range, or confirm receiving is being logged through the scanner app.

An Entry Shows "deleted" in Status

Symptoms:

  • A row's status reads "deleted" instead of "ok"

Cause: That scan was voided afterward in the barcode-scanner app; its stock addition was reversed at the same time.

Solution: No action needed - this reflects a correction that already happened.

  • Menu Inventory (inventory.php) - Inventory, in-stock counts, and order planning
  • Inventory Demand (product_classifications_print_inv.php) - Live demand for all products
  • Inventory Alert History (admin-edit.php?table=inventory_alert_history) - Alerts generated from stock levels
  • Products (product_classifications_active.php) - View, add, and edit all products

Best Practices

Reviewing Scan Activity

  1. Check this log after a receiving/scanning session to confirm entries recorded correctly
  2. If a scan was wrong, void it in the barcode-scanner app rather than adjusting stock by hand - it will show here as "deleted"
  3. Use the product name/ID link to jump straight to a product if you need to double-check its stock

Quick Reference Card

Task Action/Location
View recent scans Default view (last 3 weeks)
View a different date range Set From/To dates, click Search
Check if a scan was voided Look at the status column ("deleted")
Jump to a scanned product Click the product name/ID link

FAQs

How far back does inventory history go?

The report itself doesn't purge old entries - it only limits what's shown by the From/To dates you choose. How much history exists depends on how long the barcode-scanner app has been in use for receiving.

Can I edit historical inventory data?

No. An entry can only be corrected by voiding the scan in the barcode-scanner app, which marks it "deleted" here.

How often is inventory history updated?

In real time - each barcode scan writes a new row immediately.

Why don't I see any entries at all?

This report only shows barcode-scanner receiving activity. If inventory receiving isn't done through that app, there won't be entries here.

Change Log

2026-07-27

  • Corrected documentation to match the report's actual behavior: it is a log of barcode-scanner receiving scans (product, quantity, barcode, timestamp, status, admin), filtered only by date range
  • Removed invented chart view, product/category filters, export, inventory-turnover/DIO/waste metrics, trend-pattern analysis, and role-based permissions matrix - none of these exist on this page
  • Corrected Related Pages to the app's actual menu labels

2026-03-01

  • Initial documentation created

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.