Using The Stock Value Audit Report

Modified on Fri, 19 Jun at 1:55 PM

Feature Overview

The Stock Value Audit functions as an internal data-integrity diagnostic tool. It does not look outward to Xero; instead, it performs a ground-up recalculation of a tenant's historical transactional ledger within WorkGuru to verify that recorded inventory asset values match actual physical costing rules.

The core purpose is to identify tracked items whose stored financial values have quietly drifted from their transactional realities, flagging variances greater than $1.00 for investigation.

The report can be found here: https://app.workguru.io/App/Xero under Sync Data with Xero

Access Controls & Technical Guardrails

Permissions

Required System Permission: The Accounting permission is required to access the Xero dashboard to see this view.
Access is strictly restricted to users with general ledger visibility.

Performance & System Behaviour

On-Demand Execution: The report runs strictly on-demand rather than automatically. This is because the underlying cost-queue analysis must re-parse historical stock movements, a process that scales in complexity based on total transaction volume.
Read-Only Architecture: The audit operates purely in a read-only environment. It does not write to the database, post ledger adjustments, or alter historical transaction logs.

Inventory Scope

Tracked Items Only: The diagnostic engine exclusively checks products utilizing structured costing methods: FIFO (First-In, First-Out), Serial tracking, or Batch tracking.
Excluded Types: Non-stock items, untracked inventory, and dynamic kits are omitted because they do not utilize long-term asset cost-queuing.

Step-by-step Execution

Open the page to view the baseline module description.
Click Run Audit. WorkGuru will initiate a multi-threaded scan across all tracked SKUs and warehouse locations.
Review the system diagnostics generated in the tables below.
If adjustments are made to stock records based on the findings, click Re-run Audit to refresh the diagnostic cache.

The Diagnostic Engine (Dual-System Checks)

The audit simultaneously executes two distinct validation passes. Category B represents a broader, deeper superset of Category A.

Check Metric	Plain-English Meaning	Execution Profile & Trigger
Zero-Quantity Stranded Value (Category A)	Identifies instances where a product's physical on-hand quantity within a warehouse has returned to exactly zero, yet a residual dollar balance remains on the books.	High-speed, computationally inexpensive validation. Indicates definitive system error.
Cost-Queue Drift (Category B)	Compares a product's currently stored ledger value against a fresh, chronological recalculation of the entire asset queue from inception—even if stock is still on hand.	Deep analysis pass. Captures subtle, historical cost compounding errors. Automatically includes all Category A findings.

Check Metric

Plain-English Meaning

Execution Profile & Trigger

Zero-Quantity Stranded Value

(Category A)

Identifies instances where a product's physical on-hand quantity within a warehouse has returned to exactly zero, yet a residual dollar balance remains on the books.

High-speed, computationally inexpensive validation. Indicates definitive system error.

Cost-Queue Drift

(Category B)

Compares a product's currently stored ledger value against a fresh, chronological recalculation of the entire asset queue from inception—even if stock is still on hand.

Deep analysis pass. Captures subtle, historical cost compounding errors. Automatically includes all Category A findings.

Data Integrity Rule: When evaluating total financial exposure, users must rely on the Category B total, as it inherently encapsulates the errors caught by Category A.

The Summary Card

Following execution, the summary block displays aggregate financial exposure along with a generation timestamp marked in Coordinated Universal Time (UTC).

Summary Metric	Valuation Logic	Display Status
Zero-Qty Stranded Value	Cumulative dollar variance isolated by the Category A check, paired with the total count of affected product/warehouse nodes.	Green: Variance is $\le \$1.00$ . Red: Variance is $> \$1.00$ (Requires intervention).
Cost-Queue Drift Total	Cumulative dollar variance isolated by the Category B check, showing flagged nodes relative to total nodes inspected.	Green: Variance is $\le \$1.00$ . Red: Variance is $> \$1.00$ (Requires intervention).
Total Drift	The primary metric of concern. This matches the Category B total exactly.	Green: Variance is $\le \$1.00$ . Red: Variance is $> \$1.00$ (Requires intervention).

Detail View Breakdown

Category A: Zero-Quantity Stranded Value Table

This table displays product arrays that have entirely depleted physical stock but maintain stranded balances. Rows are prioritized by total dollar impact.

Column	Meaning / Source
SKU / Product / Warehouse	Core product identifier details and its specific geographic storage location.
Tracking	The specified costing methodology assigned to the SKU (FIFO, Serial, or Batch).
Net Qty	Calculated physical stock volume ( $\text{Stock In} - \text{Stock Out}$ ). For Category A, this value will sit at zero.
Stranded Value	The total residual dollar balance locked in the asset register. Values exceeding $1.00 show in red.

Drill-Down Behavior: Clicking any row expands an inline ledger broken down by Source Module (e.g., Purchase Orders, Stock Usage, Stock Adjustments). This isolates the exact workflow history that caused the balance asymmetry.

Category B: Cost-Queue Drift Table

This table lists every product/warehouse grouping where current reported value deviates from fresh queue calculations, irrespective of on-hand quantity.

Column	Meaning / Source
SKU / Product / Tracking / Warehouse	Standard item structural metadata.
Net Qty	The current physical quantity on hand in that specific warehouse block.
Report Value	The asset value currently committed to database records—the amount displayed on standard balance reports today.
Queued Value	The true asset value generated by the ground-up recalculation of the ledger queue.
Drift	Calculated as: $\text{Report Value} - \text{Queued Value}$ . Represents the absolute variance.
OUT Movements Drifted	A discrete count of outbound stock movements that suffered from internal cost assignment mismatches.

"Via Zero-Qty" Bade Rule: If a Category B row displays this badge, the underlying drift stems directly from the zero-quantity error captured in Category A. To view the source module analysis for these rows, users must navigate up to the corresponding row inside the Category A grid.

Recommended Data-Cleansing Workflow

When assisting a client with resolving system drift, instruct them to follow this sequence:

1.Run Audit Analysis: Diagnostics

Access the module and click Run Audit. If the system returns a green "No issues found" prompt, the inventory data matches calculations. If it returns results, then there is an imbalance that needs to be addressed.

2.Isolate Total Drift: Quantify Exposure

Locate the Total Drift value inside the Category B card block. This defines the macro monetary variance across the enterprise database.

3.Target High-Value Nodes: Prioritization

Navigate directly to the largest red transaction rows. Because the tables sort descending by financial variance, fixing rows from the top down resolves the greatest data anomalies first.

4.Expand and Document: Transaction Audit

Click into the target rows to expose the source modules (Category A) or specific outbound historical documents (Category B). Note down the specific document reference IDs and hand them over to an inventory administrator for historical line correction.

Generally speaking, going to the stock movements page for the impacted lines and navigating to the bottom of the page will display a "recost stock usage" button, which when hit will re-calculate these usages to address any issues that have been

Support Diagnostics & FAQ

System Context & Distinctions

How does this differ from the Stock Reconciliation Report?
They evaluate completely different vectors. The Stock Reconciliation Report checks data symmetry externally between WorkGuru and Xero for a specific month. The Stock Value Audit evaluates data health internally within WorkGuru, checking if the current asset value matches historical transactional ledger calculations from day one.

Troubleshooting

Why does this report load slowly for large accounts?
The Category B check cannot rely on pre-calculated database totals. It reads, sequences, and re-calculates every single historical outbound stock movement for every tracked item across all warehouses. For high-volume accounts, this process is computationally demanding.
Should clients spend time auditing green rows under $1.00?
No. Minor discrepancies below a dollar are typically the result of floating-point arithmetic or standard rounding variations over long transaction histories. These minor entries do not represent material system corruption.
What root issues cause stock value to drift over time?
Drift generally arises from four primary vectors:
1. Administrative users manually altering a cost on an isolated historical stock movement without triggering a downstream queue recalculation.
2. Legacy data imports where physical stock quantities were uploaded into the system before the underlying asset cost structures were fully compiled.
3. Processing errors where an operational adjustment balanced physical inventory levels but failed to accurately calculate the corresponding change in cost value.
4. Software edge cases arising from legacy software builds or historical custom API integrations.