Stock Snapshots
Point-in-time expected inventory baselines before physical counts and variance review.
A stock snapshot freezes the ledger's expected on-hand quantities for a location at a moment in time. Snapshots are the baseline count sessions compare against, without one, there is nothing to measure variance against.
Snapshots live under Inventory → Snapshots. Viewing requires
stock-snapshots:view; manual capture requires stock-snapshots:create.
Snapshot lifecycle
| Status | Meaning |
|---|---|
| Awaiting count | Snapshot captured; ready for a count session |
| Counted | Physical counts recorded; variance computed |
| Closed | Review complete; ledger may have been adjusted |
Snapshots can be created automatically when stock taking policy runs on schedule, or manually from the dashboard when you need an ad-hoc baseline.
Snapshot lines
Each line on a snapshot carries:
- Item: Catalog product at the location
- Expected quantity: Ledger quantity at capture time
- Counted quantity: Filled in during the count session (null until counted)
- Variance: Difference between expected and counted
Managers can edit expected lines before a session opens when the ledger was corrected after capture.
Archive policy
Snapshots older than 12 months are eligible for automatic archival. GreenSails moves older snapshot data into long-term storage and removes it from day-to-day reporting. Active reporting and count workflows only surface snapshots that have not been archived.
Archival requires long-term storage to be configured for your organization. When it is not set up, snapshots remain available in the dashboard indefinitely.