Skip to content

Stock Snapshots

Overview

Stock Snapshots provide point-in-time captures of your inventory levels, creating historical records for comparison, analysis, and auditing purposes. This feature enables you to track inventory trends, analyze variances, and maintain a comprehensive audit trail of stock levels over time.

Stock Snapshots

To access Stock Snapshots:

  1. Click Inventory in the left sidebar menu
  2. Click Stock Snapshots
  3. Or use direct URL: https://main.smartb.co/action?name=stock_snap

Key Features

Action Buttons

  • New Stock Snapshot - Create a new snapshot of current inventory levels
  • Import - Import snapshot data from external systems or files

Snapshot Management

The Stock Snapshots screen allows you to:

  • Create manual snapshots on-demand
  • Schedule automated snapshots at regular intervals
  • View historical snapshot data
  • Compare snapshots across different time periods
  • Export snapshot data for analysis

Column Structure

When snapshots contain data, the following columns are displayed:

Column Description
Date Date and time when the snapshot was taken
Product Product code and description
Location Storage location of the inventory
Lot/Serial Batch or serial number identification
Container Primary storage container
Quantity Stock quantity at snapshot time
Unit Cost Cost per unit at snapshot date
Total Value Total inventory value (Quantity × Unit Cost)

Common Use Cases

Historical Stock Analysis

  1. Create snapshots at regular intervals (daily, weekly, monthly)
  2. Compare current stock levels with historical data
  3. Identify trends in inventory movement
  4. Analyze seasonal patterns and demand fluctuations

Audit and Compliance

  1. Generate snapshots before and after stock counts
  2. Create evidence for regulatory compliance
  3. Support external audit requirements
  4. Maintain historical records for legal purposes

Performance Monitoring

  1. Track inventory velocity over time
  2. Monitor slow-moving stock identification
  3. Analyze inventory turnover rates
  4. Evaluate stock level optimization

Variance Analysis

  1. Compare snapshots before and after major transactions
  2. Identify unexpected inventory changes
  3. Investigate stock discrepancies
  4. Validate system accuracy

Creating Stock Snapshots

Manual Snapshot Creation

  1. Click New Stock Snapshot
  2. Select the date and time for the snapshot
  3. Choose specific locations or products (optional)
  4. Add descriptive notes or references
  5. Execute the snapshot process

Automated Snapshots

Set up automated snapshots through system configuration:

  • Schedule daily end-of-day snapshots
  • Create weekly inventory summaries
  • Generate monthly closing snapshots
  • Set up event-triggered snapshots

Snapshot Analysis

Comparison Tools

Period-over-Period Analysis: - Compare current month vs. previous month - Analyze year-over-year changes - Track quarterly inventory trends - Monitor weekly fluctuations

Product Performance: - Identify top-moving products - Track slow-moving inventory - Analyze category performance - Monitor new product adoption

Location Analysis: - Compare warehouse performance - Track location utilization - Analyze transfer patterns - Monitor stock distribution

Export and Reporting

Data Export Options: - Export to Excel for detailed analysis - Generate CSV files for system integration - Create PDF reports for stakeholders - Schedule automated report delivery

Best Practices

Snapshot Timing

  • Consistent Scheduling - Take snapshots at the same time each period
  • Business Cycle Alignment - Align with accounting periods and business cycles
  • Pre-Event Capture - Create snapshots before major transactions
  • Post-Processing - Take snapshots after completing batch processes

Data Management

  • Regular Cleanup - Archive old snapshots to maintain system performance
  • Storage Optimization - Configure retention policies for automatic cleanup
  • Access Control - Restrict snapshot creation to authorized users
  • Documentation - Maintain records of snapshot purposes and contexts

Analysis Guidelines

  • Trend Analysis - Look for patterns over multiple snapshots
  • Exception Reporting - Flag significant variances for investigation
  • Benchmark Comparison - Compare against industry standards
  • Action Planning - Use insights for inventory optimization decisions

Troubleshooting

Snapshot Creation Issues

Empty Snapshots: - Verify products exist in selected locations - Check date/time parameters - Ensure proper location access permissions - Review filter criteria settings

Performance Problems: - Schedule snapshots during low-activity periods - Use location filters to reduce data volume - Consider incremental snapshot approaches - Monitor system resources during creation

Data Accuracy Concerns

Verification Steps: - Cross-reference with current stock balance - Compare with recent stock movements - Validate against physical counts - Review system transaction logs

Tips

  • Naming Convention - Use descriptive names with dates for easy identification
  • Regular Schedule - Establish consistent snapshot routines
  • Comparison Analysis - Always compare snapshots in context
  • Storage Management - Regularly archive old snapshots to maintain performance
  • Integration - Use snapshot data in business intelligence tools for advanced analysis