Check stock, low-stock items and warehouse valuation in SamBooks

Learn how to read stock by warehouse, spot items running low, and check your warehouse value at weighted average cost, with PDF and CSV export.

What this is for

The Warehouse page (menu Warehouse → Warehouse, at /magazzino) is where you see, in real time, how much stock you have, which items are running low, and what your whole warehouse is worth at weighted average cost. For the most part it's a read-only page: you can also open the buttons to record a movement from here, but the actual recording (load, unload, adjustment, transfer) is covered in the "Record warehouse movements" guide.

Before you start

Every company role — including Viewer — can open this page and read the data: you don't need write permission to check stock and valuation. If your company is on the flat-rate tax regime (forfettario), the whole Warehouse block is hidden from the sidebar: it isn't available under that regime.

How to do it, step by step

1. Open the Warehouse page

From the side menu choose Warehouse → Warehouse. At the top you'll find the "Warehouse value" box: it shows the total amount (in euro) of everything you have in stock, computed by summing available quantity × current weighted average cost across every row, plus the number of items in stock (e.g. "12 items in stock").

2. Check the Stock tab

The Stock tab (the first of three at the top) lists, row by row, every item + warehouse combination with these columns:

• Item — name and internal code.
• Warehouse — the location that row is recorded on (if an item sits in several warehouses, you'll see one row per warehouse).
• Available — the quantity physically in stock at that warehouse.
• Committed — the quantity already reserved by confirmed sales orders: this isn't a physical movement, just a bookkeeping hold pending fulfilment.
• Ordered — the quantity expected from a confirmed purchase order: this hasn't physically arrived yet either.
• Avg cost — the item's current weighted average cost at that warehouse.
• Value — Available × Avg cost.
• Status — shows the red "Below minimum" badge when available stock is below the minimum threshold (the exact rule is in step 3).

The list isn't paginated: you see every row for your company on a single screen. If you haven't recorded any movement yet, the page shows "No stock" with the note "Stock appears after the first load (manual or from a document)."

3. Check items below minimum stock

Switch to the Below minimum tab. Here SamBooks aggregates an item's stock across all warehouses together (not warehouse by warehouse like the Stock tab) and only shows items that have the "Stock-managed" flag enabled on the item record and a Minimum quantity set — if the minimum field is empty, the item never appears in this list, no matter how low its stock is.

The columns are: Item, Available (summed across all warehouses), Minimum, Reorder point and Missing (how much is needed to get back to the minimum: Minimum − Available).

The boundary that matters: an item appears in this list only when available stock is strictly below the minimum. If stock is exactly equal to the minimum, the item does NOT appear — it isn't "below" minimum yet, it's exactly at the threshold. It's an easy detail to get wrong at a glance: if you set a minimum of 10 and stock is 10, the item stays invisible on this tab until it drops to 9 or lower.

The Reorder point is an informational value meant to help you decide when to reorder (usually set higher than the minimum, to give you a margin), but it doesn't decide inclusion in the list — that rule is always and only the minimum quantity. If nothing is below threshold, you'll see "No items below minimum" with the note "All stock-managed items are above their minimum."

4. Download the valuation PDF

The "Valuation PDF" button at the top gives you a document with: your company header (legal name, VAT number, tax code), the title "Warehouse valuation (weighted average cost)" with the stock date and the number of items, a table with Code, Item, Warehouse, Quantity, Avg cost and Value for every row, and at the bottom the total warehouse value. It's the exact same file you get by asking Sam.

5. Export the journal to CSV

The "Export CSV" button, also in this page's header, downloads the same movements-journal file (with no warehouse filter): the "Record warehouse movements" guide explains the CSV columns in detail. If instead you want to browse the movement history inside the app, with filters by warehouse and type, use the "Movements journal" button, which takes you to the dedicated page.

What Committed and Ordered really mean

These are the two most misunderstood columns on the Stock tab:

• Committed grows when you confirm a sales order: SamBooks "reserves" that quantity so it can't be sold twice, but it doesn't touch physical stock or the average cost. It shrinks when the order is fulfilled, i.e. when the related sales delivery note (DDT) is generated.
• Ordered grows when you confirm a purchase order: it represents what you've asked a supplier for and are waiting on. This isn't physically arrived stock either: it shrinks when the goods come in, i.e. when the related purchase delivery note is generated.

Neither column feeds into the warehouse Value: value is based only on the Available quantity, i.e. the stock that's already physically there.

Ask Sam

You can get the same information by talking to Sam in the chat, without opening the page:

• "What's the available stock for item [code]?"
• "Which items are below minimum stock?"
• "What is the warehouse worth today?"
• "Send me the warehouse valuation PDF" or "Export the warehouse journal to CSV" — Sam generates the exact same file as the button in the page and offers it as a downloadable attachment in chat.

Both paths — the page and the chat — are equivalent: use whichever is more convenient at the time.

If something goes wrong

• "I don't see any stock" — the page stays empty until at least one movement has been recorded (a manual load, an opening stock entry, or a document like a purchase delivery note). Go to the warehouse movements guide to record one.
• "An item that's running low doesn't show up in Below minimum" — check, on the item record, that the "Stock-managed" flag is on and the "Minimum" field is set: without either one, the item never enters this list, no matter its stock level. If both are set, check that available stock has actually dropped below the threshold, not just reached it (see step 3 above).
• "The value I see doesn't match what I expected" — the value of each row is always Available × current average cost, not the price you last paid. To understand how the average cost changes with every movement, the full explanation is in the warehouse movements guide.
• PDF or CSV download doesn't start — try again; if the error persists you'll see "Operation failed. Retry.": check your connection and retry shortly.

Frequently asked questions

How do I see how much stock I have available? Open Warehouse → Warehouse, Stock tab: the Available column shows the quantity for each item and warehouse.

What does committed quantity mean? It's the quantity already reserved by confirmed sales orders that haven't been fulfilled yet: not a physical movement, just a reservation.

What does ordered quantity mean? It's the quantity expected from a confirmed purchase order, not yet physically arrived.

How do I know which items are running low? Go to the Below minimum tab: it only shows stock-managed items, with a minimum quantity set, whose total stock has dropped below that threshold.

What is the reorder point? It's an informational value shown next to the minimum quantity, meant to give you a margin on when to reorder; it doesn't by itself decide whether an item shows up in the Below minimum list — that rule is always the minimum quantity.

How is warehouse value calculated? It's the sum, across every row, of available quantity × current weighted average cost.

What is weighted average cost? It's the item's average cost, recomputed every time stock comes in at a price (a load); when stock goes out, the average cost doesn't change.

Can I download a PDF with the warehouse value? Yes, from the "Valuation PDF" button on the Warehouse page, or by asking Sam.

Is stock split by warehouse or is it one single total? On the Stock tab it's split by warehouse, one row per item-warehouse combination; on the Below minimum tab it's summed across all warehouses instead.

Why does an item show up as below minimum even though I have some in one warehouse? Because the Below minimum tab sums stock across all warehouses: you can have stock in one warehouse and still be below the overall minimum.

Related guides

• Record warehouse movements — how to record a load, unload, adjustment or transfer, and how the average cost changes.
• Configure warehouse reasons and locations — how to create and manage the warehouses you see in this page's Warehouses tab.
• Record the year-end physical inventory — how to align counted stock at year-end.