Fulfillment Debt report reference
Inventory → Fulfillment Debt is one page in four stacked parts: four counts, three money cards, the Inventory Debt Claims ledger, and — when it has anything in it — the Shipped, Not on the Ledger section. This page names every part of it so you can look up a card, column, filter or action without reading a whole guide. For the task itself, see work through your outstanding debt.
Finding the page
- Inventory → Fulfillment Debt, near the bottom of the Inventory menu.
- The reports rail on the left of the screen lists the same page as Fulfillment Debt Report. Two names, one page. The breadcrumb uses the longer one: Home › Inventory › Fulfillment Debt Report.
- Reaching it needs permission to view inventory — not a report-specific permission, unlike its neighbours in the reports rail. Anyone who can see inventory can see what you owe.
- Other routes in: the dashboard's Inventory Debt tile and its Needs Attention row, both of which open this page. See find the orders that owe stock.
The seven header cards
Two rows of cards sit above the tables: four counts, then three money cards. The counts combine both sections of the page; the money cards are about claims only, because only a claim has a cost.
| Card | Figure | Sub-line | Measured on |
|---|---|---|---|
| Debt Lines | Lines owing something, both sections added | 6 claims · 3 channel lines, and +n covered by allocations when some lines are already covered by incoming stock | Count of lines |
| Total Debt Qty | Units owed, both sections added | — | Units |
| Affected Products | Distinct products owing something, across both sections | — | Count of products — a product owing on both sides counts once |
| Affected Warehouses | Distinct warehouses owing something, across both sections | — | The same rule |
| Inventory Debt Clearing | Balance still carried in your Inventory Debt Clearing account | posted $x · relieved $y | Money — posted minus relieved |
| Oldest claim | Age of the oldest outstanding claim, in days | n over 30 days | Days since the units shipped |
| Settled this month | Units repaid so far this calendar month | variance $x to COGS | Units, and the money the repayments sent to cost of sale |
Notes:
- Debt Lines and Total Debt Qty are the "what a person means by how much do we owe" figures — they deliberately mix costed claims with channel lines that have no cost, because both are stock that left without being deducted.
- Inventory Debt Clearing is the figure your balance sheet has to agree with, and the one the month-end close check reports. It is money, not units × estimate; see what each figure is measured on.
- Settled this month resets on the first of each calendar month. The variance is the difference between what the repaid claims were estimated at and what the stock actually cost.
- Affected Products and Affected Warehouses count each product or warehouse once however many times it owes. A product with an open claim and an unrecorded channel shipment is one affected product, not two — and it is never dropped for owing on only one side. The same figures back the Fulfillment debt dashboard tile, so the tile and this card agree.
The Inventory Debt Claims table
One row per claim: a quantity of one product owed at one warehouse.
Toolbar
| Control | What it does |
|---|---|
| Save view | Saves the current filters and columns as a named view. Once a filter is active the button reads Save as view and a Reset link appears beside it. |
| Views | Lists your saved views — New view from current table…, the saved list with its count, and Manage views… to rename, share, delete and set defaults. Each of the page's two tables keeps its own views. |
| Search box | Search by SKU, product, order, or reason… — matches SKU, product name, order number and reason. |
| Filters | Shows and hides the row of quick filters below. |
| Reload | Re-fetches the table. |
| Advanced Filters | Opens the condition builder — see below. |
| Columns 10/10 | Shows, hides and reorders columns, with Select all, Deselect all and Reset. |
| Gear | A Settings menu with a date-display choice for Incurred At and a Copy as API request item. |
There is no Export button, and no print or PDF option. See what the page will not do.
Quick filters
| Filter | Options | Default |
|---|---|---|
| Status | All statuses · Outstanding · Settled | Outstanding |
| Source | All sources · Operator · Channel | All sources |
| Age | Any age · 0-7 days · 8-30 days · 31-90 days · 90+ days | Any age |
Status defaulting to Outstanding is the single most important thing about this table: settled claims exist and are hidden until you ask for them.
Age is a set of buckets rather than a date picker because "how stale is this?" is the question people actually ask. Sorting the Age column ascending puts the oldest first, which is the reverse of sorting on the ship date.
Changing any filter clears a pending selection, so filter first and tick afterwards.
Advanced Filters
A condition builder matching all or any of the conditions you add, with Add Group for sub-groups. The fields come in three groups:
| Group | Fields |
|---|---|
| Product | SKU · Product Name · Warehouse |
| Claim | Order Number · Reason · Status · Source · Incurred At |
| Amounts | Quantity · Outstanding · Est. Unit Cost · Posted Clearing |
Apply Filters applies them, Clear All empties the builder, Cancel discards.
The bulk action bar
The bar sits between the filters and the table and is always there, so the capability is visible before you select anything. With nothing ticked it reads Select claims to act on with both buttons greyed out; each still explains itself on hover.
With claims ticked it reads n selected, adds the reminder Settling repays oldest-first within each product/warehouse pool, enables both buttons and offers an × to clear the selection.
| Button | What it does |
|---|---|
| Settle from Stock | Repay these claims from stock that has since arrived. Consumes real FIFO layers at their actual cost and posts the difference from the estimate as a dated variance. Runs per product/warehouse pool, oldest claim first — so settling a newer claim also repays the older ones ahead of it. Does nothing if no eligible stock has landed. See settle a claim from stock you've received. |
| Create Catch-Up Stock Take | For debt no incoming receipt will ever repay — a receiving error, or stock that was on the shelf all along. Raises a DRAFT adjustment stock take for the outstanding units so you can count them in. It does not settle anything itself: finalise the stock take and the claims repay from it automatically, the same way a real receipt would. See clear debt no delivery will repay. |
There is no third action. A claim cannot be written off — see claim statuses and sources.
Selection limit. You can act on up to 200 claims at once — the whole of one full-sized page. The limit exists because each claim consumes real stock and writes real accounting entries; a run large enough to time out half way through would leave the clearing account mid-change.
Columns
Ten columns, all shown by default.
| Column | Shows | Measured on |
|---|---|---|
| Order | The order that shipped short, linked. — when the claim has no order behind it. | — |
| SKU / Product | The SKU, linked, with the product name underneath. | — |
| Warehouse | The warehouse that owes, linked. A product owing in two warehouses is two claims. | — |
| Source | Operator or Channel, with the person or channel named underneath. | — |
| Status | Outstanding or Settled. | — |
| Outstanding | Still owed, over the original quantity — 2 / 4. | Units |
| Est. unit cost | The provisional cost each owed unit carries, with the basis that produced it underneath. | Money per unit |
| Clearing | What this claim currently sits at in the clearing account, with relieved $x underneath once part of it has been repaid. | Money — posted minus relieved |
| Age | A chip in days — green to 7, amber to 30, red beyond. | Days since the units shipped, not since the row was created |
| Reason | The operator's words, or the channel's name. | — |
Six columns carry a ? that explains them on hover:
| Column | Hover text |
|---|---|
| Source | Who or what put this on the books. Operator — a person chose to ship without stock, named below the chip. Channel — a sales channel shipped it and SKU could not match it, showing which channel. |
| Status | Outstanding — still owed. Settled — stock arrived and repaid it in full. A claim cannot be written off: debt is cleared by stock arriving, by a counted adjustment, or by undoing the shipment. |
| Outstanding | Units still owed, over the units originally owed. 19 / 30 means a receipt has already repaid 11 of the 30 that shipped without stock. |
| Est. unit cost | Provisional cost each owed unit carries until a receipt settles it, and the basis it came from. At settlement it is restated to the actual cost and the difference posts as a dated variance to COGS. |
| Clearing | What this claim currently sits at in the Inventory Debt Clearing account: posted minus relieved. It is reported on MONEY, not quantity — once a claim settles in slices, quantity × estimated unit cost drifts away from it, and this is the figure that has to agree with the account. |
| Age | Days since the units actually shipped — not since the claim was created. Aged debt is where the money quietly goes, so the report leads on the oldest. |
Footnote, paging and empty state
Under the table sits the card's own footnote:
A claim is units that shipped without stock behind them. The clearing balance is reported on money — posted minus relieved — because that is the figure that has to agree with the Inventory Debt Clearing account; quantity × estimate diverges from it once a claim settles in slices.
Paging is Items per page — 10, 25, 50, 100 or 200, default 25 — with a range counter and first / previous / next / last buttons.
When nothing matches, the table shows a tick icon and No inventory debt claims for this filter. On the default Outstanding filter that is the happy state: nothing is owed.
Shipped, Not on the Ledger
The second card. It holds channel shipments SKU.io could not turn into a claim at all, and it renders only while such lines exist — a business that has never had one never sees the section.
Section header
The heading carries its own explanation:
n line(s) the channel shipped that a debt claim cannot cover — there is no product or warehouse to owe against. See Why not on the ledger for each. Some clear on their own once the blocker goes; an unmapped channel SKU can stay here indefinitely, and that is a valid choice.
Catch Up All Channel Lines sits at the right of the header. It opens a Create Catch-Up Stock Take dialog offering an optional Warehouse (leave empty for all), and explains that it will create draft adjustment stock takes to add inventory for all fulfillment debt, one per warehouse, which you then review and finalise. It creates nothing until you confirm. A line whose reason is Unmapped product is skipped, because until the channel SKU is mapped there is no product to count in.
Ticking lines changes the bar to n selected with Catch Up Selected Channel Lines instead.
Toolbar and filters
The same toolbar as the claims table — Save view, Views, a search box (Search by SKU, product, or order…), Filters, Reload, Advanced Filters, Columns 13/13 and the gear — with four filters of its own:
| Filter | Options | Default |
|---|---|---|
| Order Status | All · Draft · Reserved · Open · Closed · Cancelled | All |
| Fulfillment | All · Unfulfilled · Out of Sync · Partially Fulfilled · Fulfilled · Over Fulfilled · Awaiting Tracking · Awaiting Pickup | All |
| Coverage | All · Outstanding · Covered | All |
| Date | A date range with Today, Yesterday, Last 7 Days, Last 30 Days, This Month and Last Month presets | All |
Coverage has its own explanation on hover: Outstanding = units still owed with nothing reserved against them (a catch-up stock take may be needed). Covered = the debt is fully netted by planned / awaiting-receipt / allocated inventory and settles automatically when that stock lands — no stock take needed.
Be careful with these four: because the section renders only while it has rows, a filter combination that matches nothing takes the whole card away — filters, search and table together — and the choice stays in the address, so reloading the page does not bring it back. Reach the page again from Inventory → Fulfillment Debt to start over.
Covered lines are shown rather than hidden: every line with debt against it appears, with its coverage state on the row. The catch-up route works on outstanding lines only, so covered debt is never counted in twice.
This section's Advanced Filters offers a single General group: Order #, Order Date, Order Status, Fulfillment Status, Warehouse, Line Qty, Processable Qty, Fulfilled Qty, Reserved Qty and Debt Qty.
Columns
Thirteen columns, all shown by default. They describe the order and the shipment — there is no money here, because nothing was costed.
| Column | Shows |
|---|---|
| Order # | The order, linked, with the store underneath |
| Order Date | Date and time |
| Order Status | The order's own status chip — open, closed and so on |
| Fulfillment | The fulfillment status chip. out of sync is the one that means somebody must act; it also holds the order back from automatic dispatch |
| SKU / Product | The SKU, linked, with the product name underneath. — when the channel SKU matches nothing in your catalogue |
| Warehouse | Linked. — on the same lines |
| Line Qty | Units on the order line |
| Processable | Units SKU.io could still act on |
| Fulfilled | Units SKU.io itself has shipped |
| Reserved | Units held for this line |
| Debt Qty | The units the channel shipped that are not on the ledger — the figure this section exists for |
| Coverage | Outstanding or Covered, as defined by the filter above |
| Why not on the ledger | The reason chip, with the remedy on hover |
The reason chips
Grey means nothing is being asked of you; amber means something is.
| Chip | Colour | Order marked Out of Sync? |
|---|---|---|
| Unmapped product — captioned No stock to adjust — fine to leave | Grey | No |
| Identity-tracked stock | Amber | Yes |
| Stock held by another commitment | Amber | Yes |
| Could not be recorded | Amber | Yes |
Each chip's hover gives the remedy first and what happened second, naming the channel. The four reasons in full, with what each asks of you, are on claim statuses and sources.
Paging
An entry counter — 3 of 3 entries — with previous / page / next buttons, a Page picker and a Per page picker.
What each figure is measured on
The page mixes two units of account on purpose, and confusing them is the usual way to end up with a number that will not reconcile.
| Reported on money | Reported on units |
|---|---|
| Inventory Debt Clearing card | Total Debt Qty card |
| Clearing column | Outstanding column |
| The variance under Settled this month | Settled this month itself |
| The month-end Inventory debt settled check | Debt Lines, Affected Products, Affected Warehouses |
Quantity × Est. unit cost does not equal Clearing, and it is not meant to. The estimate is what a unit was provisionally costed at when it shipped; the clearing balance is what was actually posted, less whatever has since been relieved by a repayment at the real cost. The two agree only on a claim that has never been touched. Reconcile your Inventory Debt Clearing account against the Clearing figures, never against quantity × estimate.
Age is measured from the ship date, not from when the row appeared. A channel claim is dated when the channel says the goods left, which can be weeks before the sync that noticed — so a claim can be 40 days old on the day it first appears on this page.
What the page will not do
- No export. Neither table has an Export button, and there is no print or PDF option. Its neighbours in the reports rail — Inventory Movements, Inventory Adjustments, Low Stock Items, Inventory Valuation — all have one; this page does not. Saved views save filters and columns, not files.
- No scheduled or emailed version. Nothing sends you this report. The Inventory Debt Incurred alert tells you when debt is created; it is not a copy of the report.
- No row detail. Clicking a row does nothing on either table. There is no claim detail panel.
- No write-off. A claim ends by being repaid, or by the shipment behind it being undone — which removes the claim rather than marking it cancelled.
To lift out a single value, right-click a cell. The menu offers Copy (that one cell, not the row and not the table), and on cells with something to filter on also Show Matching and Filter Out, which filter the table rather than copying. A cell with nothing to filter on, such as a money amount, offers Copy alone.
Getting the figures out
The ordinary route is the three reports that already carry the debt figures and do have an export — Inventory Valuation for the units owed and the clearing balance, the Balance Sheet for the account those figures have to tie to, and Inventory Movements for the individual events. See getting the debt figures out.
To pull the claims list itself — one row per claim, filtered the same ways the screen filters — use an API token. It needs the same inventory permissions as the screen: read to list claims, write to settle them or raise catch-up counts, with no debt-specific permission on either. The requests are published in the Inventory collection on the developer site.
Next steps
- Work through your outstanding debt — the weekly loop over this page.
- Claim statuses and sources — every status, source and reason chip.
- Inventory debt settings — what governs whether debt can be created at all.
- Find the orders that owe stock — the alert, the dashboard tiles and the Sales Orders filter.
- Settle a claim from stock you've received
- Clear debt no delivery will repay