--- title: Merchandise Ledger Report description: Learn how to use Xola's Merchandise Ledger Report to track every inventory change, see who made it and why, and export your stock history to Excel. --- [Skip to content](https://support.xola.com/merchandise-ledger-report#main-content) English Show submenu for translations [![Xola](https://support.xola.com/hubfs/logo.svg)](https://www.xola.com/) - [Home](https://support.xola.com/) - [24/7 Live Support](https://www.xola.com/support/) Open main navigation Close main navigation - [Home](https://support.xola.com/) - [24/7 Live Support](https://www.xola.com/support/) - English Show submenu for translations - [Login](https://xola.com/_public/login.html) [Login](https://xola.com/_public/login.html) How can we help you? - There are no suggestions because the search field is empty. 1. [Help Center](https://support.xola.com/?hsLang=en) 2. [Reporting](https://support.xola.com/reporting?hsLang=en) # Merchandise Ledger Report ## Track every merchandise stock change, who made it, and why, in one audit trail. The **Merchandise Ledger report** is a **line-by-line audit log** of every **inventory change** made to your **merchandise** during a specified **date range**. Each row records a single **stock event**: the **product and variant** affected, the **quantity** moved, the **state** it moved into, the **reason** given, and the **user** who made the change. When you view this report, you get more than a stock count. You can see **exactly when** inventory was added or adjusted, **which team member** made the change, and **where** it came from. **Filters** let you narrow the ledger by **product**, **variant changes** and i**nventory changes.** Use the ledger to **reconcile physical counts** against what Xola shows, **investigate discrepancies**, and confirm that **restocks and corrections** were entered correctly. **Export the report** to **Excel** for deeper analysis or to share with your team for **inventory review and auditing**. With the **Merchandise Ledger report**, every unit of merchandise has a **traceable history**, giving you confidence in your **stock levels** and accountability for **every adjustment**. **User Access:** **Administrator,  Merchandise Manager** or **Accountant** roles have access to the Merchandise Ledger Report in Xola. To **grant access** to users, [click here](https://seller.xola.app/settings/users?__hstc=266414609.ebcab8446c060f4e22204c00affa5b4b.1790699982204.1791228939701.1791231854770.7&__hssc=266414609.19.1791231854770&__hsfp=b18587d23e026ec709530a5d864fa546). --- **What's covered in this article:** - [What You'll Learn From This Report](https://support.xola.com/merchandise-ledger-report#Learn) - [How to Access the Report](https://support.xola.com/merchandise-ledger-report#Access) - [What You'll See in the Report](https://support.xola.com/merchandise-ledger-report#see) - [Export the Merchandise Ledger Report](https://support.xola.com/merchandise-ledger-report#Export) --- ### What You'll Learn from the Report This report shows you: - **Inventory Activity**: Every stock change made to your merchandise within a specific date range, newest first. - **Who Made the Change**: The user responsible for each adjustment, for accountability and follow-up. - **Variant-Level Detail**: Exactly which variant (for example, Black / Child or White / Adult) was affected and by how much. - **Why It Changed**: The event category, event type, and reason recorded for each adjustment (for example, Restock, Received, or Correction). - **Where It Came From**: The source of each change, such as the Office. ### How to Access the Report - Go to [**Reports \> Merchandise Ledger**.](https://seller.xola.app/reports/merchandiseLedger) - Use the filters at the top of the report to narrow down your view: - **Date Range:** Choose the dates you want to review (for example, Sep 28, 2026 - Oct 5, 2026). Only stock events that occurred within this range will appear. - **Products:** Select one or more merchandise products. Your selections appear in the **Filters** bar below the toolbar (for example, Good Vibes Hat, I Survived Plaque, The Vibe T-Shirt). Click the **X** to clear them. - **View Toggles:** Use the buttons next to the Products filter to switch the ledger view.  - **Products:** Shows only changes made to merchandise products themselves, such as when a product is created, edited, or archived. - **Variants:** Shows only changes made to product variants, such as when a size or color option is added, edited, or removed. - **Inventory:** Shows only stock movements, such as units added, adjusted, or moved between inventory states. - **All:** Shows every event in the ledger across products, variants, and inventory in a single view. - **Column Filters:** Click the filter icon on the **User**, **Variant**, **Event Category**, **Event Type**, or **Source** column header to narrow the table further. ### What You'll See in the Report The ledger displays one row per stock event, with the most recent changes at the top. ![Screenshot 2026-10-05 at 3.42.10 PM](https://support.xola.com/hs-fs/hubfs/Screenshot%202026-10-05%20at%203.42.10%20PM.png?width=670&height=364&name=Screenshot%202026-10-05%20at%203.42.10%20PM.png) #### Ledger Columns - **Date:** The date and time the stock change was made. - **Audit ID:** A unique reference number for the stock event. Use it when contacting support about a specific change. - **User:** The team member who made the change. - **Product:** The merchandise product affected. - **Variant:** The specific variant affected (for example, Black / Child). - **Event Category:** The type of activity that caused the change (for example, Inventory Adjustment). - **Event Type:** The specific action taken (for example, Add Stock). - **From State:** The inventory state the units moved out of. A dash (—) means the units were newly added. - **To State:** The inventory state the units moved into (for example, Available). - **Quantity:** The number of units moved. - **Reason:** The reason selected when the change was made (for example, Correction, Restock, or Received). - **Comment:** Any note entered with the change. A dash (—) means no comment was added. - **Source:** Where the change was made (for example, Office). ### Export the Merchandise Ledger Report You can export the ledger as an **Excel (.xlsx)** file to review stock history offline or share it with your team. #### Choosing What to Export Before exporting, use the filters at the top of the report: - Choose your desired **date range**. - Select the **products** you want to include. - Choose a **view toggle** (for example, **All**). - Apply any **column filters** you need. - Click **Export** in the top-right corner to download your report. The export reflects the filters you selected.  #### Exported Ledger Report Overview The exported file contains a single tab with every stock event that matches your filters, in the same order you see on screen. **Ledger Tab – Full Stock Event History** This tab lists every inventory change in detail. **Columns Include:** - **Date:** Date and time of the change - **Audit Id:** The full audit reference number - **User:** Team member who made the change - **Product:** Merchandise product affected - **Variant:** Specific variant affected - **Event Category:** Type of activity (for example, Inventory Adjustment) - **Event Type:** Specific action taken (for example, Add Stock) - **From State:** State the units moved out of (— for newly added stock) - **To State:** State the units moved into (for example, Available) - **Quantity:** Number of units moved, as a number you can total - **Reason:** Reason selected for the change - **Comment:** Note entered with the change (— if none) - **Source:** Where the change was made (for example, Office) ![Screenshot 2026-10-05 at 4.06.10 PM](https://support.xola.com/hs-fs/hubfs/Screenshot%202026-10-05%20at%204.06.10%20PM.png?width=670&height=40&name=Screenshot%202026-10-05%20at%204.06.10%20PM.png) **How to Use:** - Reconcile physical inventory counts against stock changes recorded in Xola - Investigate discrepancies by product, variant, or user - Total the Quantity column to see how many units were added or adjusted in a period - Share a complete audit trail with your team or accountant **Best For:** Inventory audits, stock reconciliation, and staff accountability - [Getting Started](https://support.xola.com/getting-started?hsLang=en#main-content) - [Account Setup & Configuration](https://support.xola.com/getting-started?hsLang=en#account-setup-configuration) - [Website Integration & Installation](https://support.xola.com/getting-started?hsLang=en#website-integration-installation) - [Flex Plans](https://support.xola.com/getting-started?hsLang=en#flex-plans) - [Managing Purchases & Customers](https://support.xola.com/managing-purchases-customers?hsLang=en#main-content) - [Purchases Management](https://support.xola.com/managing-purchases-customers?hsLang=en#purchases-management) - [Reservation Management](https://support.xola.com/managing-purchases-customers?hsLang=en#reservation-management) - [Customer Management](https://support.xola.com/managing-purchases-customers?hsLang=en#customer-management) - [Customer Data & Engagement](https://support.xola.com/managing-purchases-customers?hsLang=en#customer-data-engagement) - [Reporting](https://support.xola.com/reporting?hsLang=en) - [Integrations & Advanced Tools](https://support.xola.com/integrations-advanced-tools?hsLang=en#main-content) - [Xola App Store Integrations](https://support.xola.com/integrations-advanced-tools?hsLang=en#xola-app-store-integrations) - [Partner & Agent Management](https://support.xola.com/integrations-advanced-tools?hsLang=en#partner-agent-management) - [Marketing & Tracking Integrations](https://support.xola.com/integrations-advanced-tools?hsLang=en#marketing-tracking-integrations) - [Mobile and Hardware](https://support.xola.com/mobile-and-hardware?hsLang=en#main-content) - [Mobile Tools and Apps](https://support.xola.com/mobile-and-hardware?hsLang=en#mobile-tools-and-apps) - [Hardware Setup & Devices](https://support.xola.com/mobile-and-hardware?hsLang=en#hardware-setup-devices) - Company - [About Us](https://www.xola.com/about) - [Careers](https://www.xola.com/team) - [Press](https://www.xola.com/press) - [Support](https://www.xola.com/support) - [Security Policy](https://www.xola.com/security-policy/) - Resources - [Articles](https://www.xola.com/articles/) - [Help Center](https://support.xola.com/) - [Success Stories](https://www.xola.com/success-stories/) - [App Store](https://www.xola.com/app-store) - [Demo](https://www.xola.com/demo) - [Xola Universe](https://www.xola.com/universe/) - Documentation - [API Documentation](https://developers.xola.com/) - [Payment Services Agreement](https://www.xola.com/payment-services-agreement/) - [Terms](https://www.xola.com/terms/) [![logo](https://support.xola.com/hubfs/logo.svg "logo")](https://www.xola.com/) © 2026 Xola Inc. 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