Who is this for?
StoreHub merchants who want to see what stock is going to waste (e.g. expired, damaged, or unsold), understand the cost and revenue impact, and use the data to reduce stock loss and improve ordering.
Overview
This article explains how to track and report inventory stock loss in BackOffice. Stock loss is recorded when you run a stock take and the actual count is less than the system quantity; those shortages appear in the Stock Loss Report.
The report shows which items are wasted, the quantity and cost, and estimated revenue loss. You can filter by store and product, export the report as CSV, and use it to make better inventory decisions.
For how to perform a stock take, see this article.
Note:
The report does not currently support serialized products.
Before You Begin
Access to BackOffice.
Inventory tracking turned on for your products. See this article if you have not.
Stock Loss data comes from stock take: you must run a stock take and enter actual quantities, so shortages are recorded as stock loss.
Step-by-Step Guide
Record stock loss (via stock take)
Stock loss is recorded when you do a Stock Take and enter the actual quantity you have. If the actual quantity is less than what the system shows, the shortfall is treated as stock loss and appears in the Stock Loss Report.
1. In your BackOffice, go to 'Stock Management', then select 'Stock Take'.
2. Tap 'Start Stock Take'.
3. Select the store and supplier, then enter the actual quantity for each product when you count. Tap 'Confirm' and then 'Save and Mark Completed' when done.
Notes:
The system compares your actual count to the system stock. Any negative difference (shortage) is reflected as wastage in the Stock Loss Report. For full steps, see here.
This report does not currently support serialized products.
Access the stock loss report
1. In your BackOffice, go to 'Stock Management'.
2. Tap the 'Stock Loss Report' tab.
Note:
Data in the Stock Loss Report is refreshed about every hour. If you complete a stock take at 12pm, the updated stock loss may not appear until around 1pm. Keep this in mind when checking the report.
Understand the report
At the top of the report you will see a summary:
Total Quantity Wasted
Total Loss Costs
Estimated Revenue Loss
These update when you change the date range or filters.
The report table shows:
Product Name
Product SKU
Product Category
Quantity Loss
Loss Costs
Estimated Revenue Loss
You can filter by store name and product attributes (e.g. category) to focus on specific data.
Note:
You can save your preferred filters so the next time you open the report it is already filtered the way you like.
Export the stock loss report
1. Set the date range and any filters you need.
2. Tap 'Download' to export the report as a CSV file.
Note:
The exported file name includes the selected date range (e.g. Stock Loss Report_2025-09-01-2026-03-01 means data from 1 September 2025 to 1 March 2026).
Troubleshooting
Issue | Solution |
My latest stock take is not in the report. | The report data is refreshed about every hour. Wait up to an hour after completing the stock take and open the report again. |
Serialized products do not appear in the report. | The Stock Loss Report does not currently support serialized products. Only non-serialized product loss is shown. |
I want to reduce stock losses. Where do I start? | Use the report to see which products have the highest quantity loss or loss cost. Focus on those first: adjust ordering, check expiry or storage, or train staff on handling to reduce loss. |
FAQs
1. How does loss get into the report?
Stock loss is recorded when you do a stock take and enter the actual quantity you have. When the actual count is less than the system quantity, that shortage is counted as stock loss and appears in the Stock Loss Report after the data refreshes (about every hour).
2. Why is there a delay before I see new stock loss data?
The report is updated from the backend about every hour. So if you complete a stock take at 12pm, the new loss may not show until around 1pm. This is due to data synchronization.
3. Can I export the report for a specific store or date range?
Yes. Use the filters to select the store and set the date range, then tap 'Download' to export the report as CSV. The file name will include the date range you selected.
4. What is Estimated Revenue Loss?
It is an estimate of the revenue you could have made from the loss quantity (e.g. based on selling price). It helps you see the business impact of stock loss, not just the cost of the stock.
Need help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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