Query in Analytics for tracking Physical Available For Sale from Books

Query in Analytics for tracking Physical Available For Sale from Books

Need: a query in Analytics on which we can build reports related to Physical Stock from Books items. 

In Books, each item has an Accounting Stock and a Physical Stock. In the settings you can toggle the 'Mode of Stock tracking' option and we have selected Physical Stock. 

However, there is a note that says "Irrespective of your preferred mode of stock tracking in Zoho Inventory, the integrated Zoho Books organization will always track stock based on Bills and Invoices." 

In Zoho Analytics, it is relatively easy to build reports based on the Accounting stock. Because no matter which 'Mode' you choose for tracking, the report structure is based on Accounting stock. 

We have a need to track by Physical stock. We have developed a query that works 90% or more of the time. We have contacted Zoho about this and requested them to either review our query and provide solution, or to just start over and provide a new query that they build. We have been waiting so far 30 days for a meaningful response or delivery of a query, including the past 6 days with no response at all. 

One challenge is the Stock In Flow table has 4 Quantity fields and the Stock Out Flow table has 2 Quantity fields. It's not clear how these fields work, when they are used or not used, how the interact with each other. We have not been able to find any documentation explaining it. A simple pivot view shows there is some logic to how these fields are used, but it is not consistent enough for us to understand without any other information. For example, what is the different between 'Quantity In' and 'Quantity Physically Tracked'? Why is one used sometimes and not other times? Why is one used for a certain type of entry, but not all entries of the same type? 

I have included the queries that we have created below. A specific case where this query failed was due to one item which had the quantity tracked in the 'Quantity In' column instead of 'Quantity Physically Tracked'. This entry was also of the type 'Credit Note'. However not all entries of 'Credit Note' used 'Quantity In' some of them used it and some used 'Quantity Physically Tracked'. 

The first query is a summary query which is used to build reports on. The second query is the detail query which underlies the summary query. This is the one that actually merges all the different tables and attempts to create a current snapshot of the Physically Available stock for each item. 

Any help is greatly appreciated!

--Summary Query--
SELECT
StockLevelDetail."Product ID" AS 'Product ID',
Items."Item Name" AS 'Item Name',
StockLevelDetail."Quantity" AS 'Stock on Hand',
StockLevelDetail."Direction" AS 'Direction',
'Item' AS 'SourceEntity'
FROM  "Stock Level For Estimates Detail Query" AS  StockLevelDetail
LEFT JOIN "Items" AS  Items ON Items."Item ID"  = StockLevelDetail."Product ID"  
WHERE StockLevelDetail."Product ID"  NOT IN
(
  SELECT CompositeItem."Item ID"
FROM  "Composite Item" AS  CompositeItem 
)
 AND LOWER(Items."Item Name")  NOT LIKE '%digital%'
 AND LOWER(Items."Item Name")  NOT LIKE '%online%'


--Detail Query--
 SELECT
  'In Stock' AS "Direction",
  'StockInFlowTable' AS 'Table',
  StockInFlowTable."Stock In Flow ID" AS "Key",
  StockInFlowTable."Product ID" AS "Product ID",
  StockInFlowTable."Transaction Date" AS "Transaction Date",
  StockInFlowTable."Quantity Physically Tracked" AS "Quantity",
  /*IF(StockInFlowTable."Quantity Physically Tracked">0,StockInFlowTable."Quantity Physically Tracked",StockInFlowTable."Quantity In") AS "Quantity",*/ StockInFlowTable."Total (BCY)" AS "Total"
 FROM  "Stock In Flow Table" AS  StockInFlowTable 
 UNION ALL
  SELECT
  'Out Stock' AS "Direction",
  'StockOutFlowTable' AS 'Table',
  StockOutFlowTable."Stock Out Flow ID",
  StockOutFlowTable."Product ID",
  StockOutFlowTable."Transaction Date",
  (-1 * StockOutFlowTable."Quantity Physically Tracked") AS "Quantity",
  (-1 * SUM(FIFOMappingTable."Total (BCY)"))
 FROM  "Stock Out Flow Table" AS  StockOutFlowTable
 LEFT JOIN "FIFO Mapping Table" AS  FIFOMappingTable ON FIFOMappingTable."Stock Out Flow ID"  = StockOutFlowTable."Stock Out Flow ID"  
 GROUP BY 1,
  2,
  3,
  4,
  5,
    6 
 UNION ALL
  SELECT
  'In PO' AS "Direction",
  'PurchaseOrderItems' AS 'Table',
  PurchaseOrderItems."Item ID",
  PurchaseOrderItems."Product ID",
  PurchaseOrders."Date",
  (PurchaseOrderItems."Quantity Received") AS 'Quantity',
  SUM(PurchaseOrderItems."Total (BCY)")
 FROM  "Purchase Order Items" AS  PurchaseOrderItems
 LEFT JOIN "Purchase Orders" AS  PurchaseOrders ON PurchaseOrders."Purchase Order ID"  = PurchaseOrderItems."Purchase Order ID"  
 GROUP BY 1,
  2,
  3,
  4,
  5,
    6 
 UNION ALL
  SELECT
  'Out SO' as "Direction",
  'SalesOrderItems' AS 'Table',
  SalesOrderItems."Item ID",
  SalesOrderItems."Product ID",
  SalesOrders."Order Date",
  (-1 * SalesOrderItems."Quantity"),
  SUM(SalesOrderItems."Total (BCY)")
 FROM  "Sales Order Items" AS  SalesOrderItems
 LEFT JOIN "Sales Orders" AS  SalesOrders ON SalesOrders."Sales order ID"  = SalesOrderItems."Sales order ID"  
 GROUP BY 1,
  2,
  3,
  4,
  5,
    6 
  
  
  

    • Sticky Posts

    • What's New in Zoho Analytics - October 2025

      Hello Users! We're are back with a fresh set of updates and enhancements to make data analysis faster and more insightful. Take a quick look at what’s new and see how these updates can power up your reports and dashboards. Explore What's New! Extreme
    • What’s New in Zoho Analytics – September 2025

      Hello Users!! In this month’s update, we’re raising the bar across multiple touchpoints, from how you bring in data, plan and track projects to how you design and brand your dashboards. We’ve added the all-new Gantt chart for project visualization, expanded
    • Announcing Agentic AI - Ask Zia!

      We are delighted to roll out the new agentic AI capabilities in Ask Zia, where every stage of the BI workflow is assisted by AI. With a human-in-the-loop approach, Ask Zia ensures that you’re in command of the decision, while AI handles the complexity.
    • Invitation-Based User Access in Zoho Analytics

      Hello everyone, We’re rolling out an important update on how users are added to your Zoho Analytics Organization and Workspaces. Previously, when admins added users, they were automatically added to the organization. Moving forward, to improve security
    • Zoholics Europe 2025: Your Ultimate Data Analysis (Zoho Analytics) Workshop Experience

      Why should you attend? This year, Zoholics Europe 2025 is putting data analysis centre stage. With a dedicated workshop designed to answer all your data-related questions, you’ll gain practical skills, real-time solutions, and expert insights that you
    • Recent Topics

    • Gmail is ramping up its email sender policy from November 2025

      Hello marketers, As you may be aware, Gmail introduced a guideline for bulk senders starting February 2024. If not, here's a quick refresher straight from Google: After this policy was announced first in 2023 and soft-implemented in February 2024, we
    • Deluge Error Code 1002 - "Resource does not exist."

      I am using the following script in a Custom Button on a Sales Return. Basically, the function takes the information in the sales return (plus the arguments that are entered by the user when the button is pushed) and creates a return shipping label via
    • Item images

      Can we get an "On hover" expanded image for items please ?
    • Ability to Create and Manage YouTube Video Chapters in Zoho Social

      Hi Zoho Social Team, How are you? We would like to request an enhancement to Zoho Social that would allow users to create and manage YouTube video chapters directly within the platform. Currently, Zoho Social does not support manually adding chapters
    • What happens to my current site SEO if i opt for zoho creator?

      I have an existing website and I need to use Zoho creators for the rapid creation of my webpage creation. Currently, my IT team is creating the web pages, but I am concerned about the SEO of my current website if I shift to zoho will i loose it all?
    • Automatic Portal invite

      We have numerous customers we move through a blueprint in deals, when they get to a certain point we need to give them portal access, how can this be done through deluge or a workflow?
    • Preview Emails with Merge Fields before sending

      Hello, Are there plans to preview an email with merge fields before sending out? Currently, all you see in the preview are the merge field values, but before I send out the email I want to make sure the merge is working. Also, the saved emails only show
    • User Filter not selecting All Items

      We are encountering 2 issues when using the user filter. When users are trying to search using the filter option, the OK button is grayed out. Users have to unselect or make a change before it filters properly. 2. When filtering and the OK button works,
    • Support Nested JavaScript Variables in PageSense Pop-up Targeting

      Hello Zoho PageSense Team, I hope you're doing well. I’d like to request a feature enhancement for the PageSense pop-up targeting functionality. Current Limitation: Currently, PageSense pop-ups can be triggered using simple JavaScript variables. However,
    • Cannot Invert Axis for Rankings

      Hi there I want to be able to create a ranking graph in Analytics/BI, with 1 at the top of the Y axis, but I am unable to invert the axis. Super simple example in Excel below. Higher rankings need to be higher up on the graph to give the correct visual
    • How to copy value from a single line field into a picklist field within a module's subform?

      Hello there, I have a single line field in a module's subform. I would like the value in the field to automatically update a picklist field within the same subform (both have items with the same names). Is this possible via function? Unfortunately, workflows
    • Committed Stock and To Be Received Stock via API?

      Is it possible to retrieve Committed Stock and/or To Be Received Stock for an Item via the API? I want to use this information for calculating the amount of inventory needed to be purchased.
    • Creating Email template that attaches file uploaded in specific field.

      If there's a way to do this using Zoho CRM's built-in features, then this has eluded me! I'm looking to create a workflow that automatically sends an email upon execution, and that email includes an attachment uploaded in a specific field. Email templates
    • Marketer’s Space - Automate a Personalized Holiday Workflow with Zoho Campaigns

      Hello marketers, Welcome back to another post in Marketer’s Space! From Thanksgiving through Christmas, you have a flurry of opportunities to connect with your audience. In this post, we’ll see how you can plan an entire month-long automated workflow
    • Service Account Admin for API Calls and System Actions

      Hello, I would like to request the addition of a Service Account Admin option in Zoho product. This feature would allow API calls and system actions to be performed on behalf of the system, rather than an active user. Current Issue: At present, API calls
    • Zoho Inventory Custom Field Update

      Hello All, In this post I am describing how can we Update the Custom Field Value in Zoho Inventory. // Get Org ID orgid = organization.get("organization_id"); // Field Value resvp = ifnull(item.get("purchase_rate"),null); // Record ID iid = item.get("item_id");
    • Sorting columns in Zoho Projects

      Hi, In project management best practice, sorting columns (ascending, descending) is an important tool. Sorting dates to see the order of tasks starting, sorting on priority or even on planned hours is a must for an efficient project control. Currently,
    • Zoho CRM - Calendar Cards View - Let Users Decide What Is Displayed On Calendar Entries

      Imagine planning your week of face-to-face meetings across three counties. You’re trying to group appointments by location to make the best use of your time, but Zoho CRM’s calendar doesn’t show where each meeting is happening. You’re left trying to remember
    • Zoho Inventory - How to pay a supplier up front then receive multiple deliveries

      How do we manage situations where we pay a supplier up front, then the receive the products in increments? Example Workflow: Create Purchase Order > Receive Bill for full amount > Receive Items 2 or more deliveries. Currently, once a Bill is created against
    • How can I add or change the active customer in Zoho Projects?

      I'm trying to change the customer in an active Zoho project. Is it possible to add or change the customer?
    • What happens when someone clicks 'unsubscribe' in a zoho CRM email

      Hello, As per, i am going round in circles trying to find an answer to these 2 question. I have an email template that has an unsubscribe link in the footer in zoho CRM. First, what happens when someone clicks it - where does the contact get unsubscribed
    • Zoho CRM - Scheduled Reports Which Contain Chart

      Hi Zoho CRM Team, I'm requesting that the Report Export and Scheduling feature be enhanced to include a chart, if one has been created on a report. At the moment I have a report which shows Sales This Week by Deal Owner and a pie chart at the top of the
    • Can I add Conditional merge tags on my Templates?

      Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letter
    • Cadences

      I have just started using Cadences for follow-up up email pipeline. Is it just me or do you find the functionality very basic? For example, it will tell me (if I go looking for it) if someone has replied to a follow-up and been unenrolled; but it won't
    • Canvas View in Zoho Recruit

      Is it possible or would it be possible to have the new 'Canvas View' in Zoho Recruit?
    • Zoho Inventory - Move Orders

      Quick question about Move Orders... Why is there no status to say something like "Draft", "In Progress" and "Completed", similar to Transfer Orders? I'm assuming that when something needs to be moved it should be planned in Inventory, executed and then
    • Kaizen #215 - Workflow APIs - Part 3 - Create and Update Workflow Rules

      Welcome back to another week of Kaizen! Over the last couple of weeks, we’ve joined Zylker Cloud Services as they review and improve their workflows. In Part 1, we discovered and audited their sprawling workflow landscape. In Part 2, we learned how to
    • DataPrep Bigquery Connection failed

      Hello everybody, I want to create a connnection beetwen Bigquery and Dataprep but when I try to connect my project I got this error Loading tables has failed. Table list fetched from the data source expired.
    • Utilisation de Zoho en conformité avec l’article 286 du Code général des impôts (CGI)

      Cher(e) client(e), Conformément à l’article 286 du Code général des impôts (CGI) impose aux entreprises assujetties à la TVA d’utiliser des systèmes de caisse ou de gestion commerciale certifiés lorsqu’elles enregistrent des ventes à des particuliers.
    • Issue in Zoho People Regularization – Incorrect Hour Calculation

      I have noticed that when applying attendance regularization in Zoho People for previous dates, the total working hours are not calculated correctly. For example, even if the check-in is 10:00 AM and check-out is 6:00 PM, the system shows an incorrect
    • Free Webinar : Unlock AI driven business insights with Zoho Inventory + Zoho Analytics

      Are you tired of switching between apps and exporting data to build customized reports? Say hello to smarter & streamlined insights! Join us for this exclusive webinar where we explore the power of the Zoho Inventory–Zoho Analytics integration. Learn
    • Allow Multiple usage units to items while adding them to sales/purchase transactions

      The usage unit of items added in zoho books are static right now and can not be changed. But certain items are received or sold in multiple usage units. One example is fabric. It can be bought in Meters, inches, kgs or other units. Another example would
    • PO receive quantities

      At last, Zoho has finally got around to allowing us to receive a larger qty than recorded in the PO :-) Saves us all from editing the PO's before receiving larger quantities ( usual for us ) ! It's still in "beta" but available upon request, I've tested
    • Analytics : How to share to an external client ?

      We have a use case where a client wants a portal so that several of his users can view dashboards that we have created for them in Zoho Analytics. They are not part of our company or Zoho One account. The clients want the ability to have user specific,
    • Reference Deal Categories in Deluge

      Hello, Is there a way to reference Deal Category in deluge functions? So for our Deals, we have several different WON stages in a pipeline.  Rather than type each stage into our functions, we'd like to be able to reference the Deal Category.  Similar
    • Payroll In Canada

      Hi, When can we expect to have payroll in Canada with books 
    • Users Name & Email in Reports

      Hi, I would like to show the Users Name from their Zoho Acount in All Entries/Reports as well as the current Account Email. Thanks Dan
    • Presenting ABM for Zoho CRM: Expand and retain your customers with precision

      Picture this scenario: You're a growing SaaS company ready to launch a powerful business suite, and are looking to gain traction and momentum. But as a business with a tight budget, you know acquiring new customers is slow, expensive, and often delivers
    • Whatsapp Limitation Questions

      Good day, I would like to find out about the functionality or possibility of all the below points within the Zoho/WhatsApp integration. Will WhatsApp buttons ever be possible in the future? Will WhatsApp Re-directs to different users be possible based
    • Empowered Custom Views: Cross-Module Criteria Now Supported in Zoho CRM

      Hello everyone, We’re excited to introduce cross-module criteria support in custom views! Custom views provide personalized perspectives on your data and that you can save for future use. You can share these views with all users or specific individuals
    • Next Page