{"id":152859,"date":"2026-10-25T11:39:46","date_gmt":"2026-10-25T11:39:46","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=user_manual&p=152859"},"modified":"2026-10-25T12:37:34","modified_gmt":"2026-10-25T12:37:34","slug":"152859","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/152859\/","title":{"rendered":"Quickly Extracting Products with Negative Stock from the Stock Transactions Report"},"content":{"rendered":"

[vc_row][vc_column][vc_column_text]<\/p>\n

If product balances show zero even though the client sold or withdrew them without enough stock, there were most likely transactions that pushed the stock below zero at some point, known as negative stock<\/strong>. This guide explains the fastest way to get only the names of the products<\/strong> whose stock went below zero, using the Detailed Stock Transactions For Each Product<\/strong> report, an Excel file and two formulas.<\/p>\n

[\/vc_column_text][vc_custom_heading text=”Steps to find products with negative stock withdrawals” font_container=”tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2″ use_theme_fonts=”yes” css=”.vc_custom_1792929785495{background-color: #f6f9fc !important;border-radius: 4px !important;}”][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=”First: Export the Detailed Stock Transactions report” font_container=”tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8″ use_theme_fonts=”yes”][vc_column_text]<\/p>\n

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  1. Go to Reports<\/strong> \u2192 Store Reports<\/strong>, and choose Detailed Stock Transactions For Each Product<\/strong><\/a>.<\/li>\n<\/ol>\n

    [\/vc_column_text][vc_single_image image=”153129″ img_size=”full” alignment=”center”][vc_column_text]<\/p>\n

      \n
    1. Set From Date<\/strong> and To Date<\/strong> for the period you want to check, choose the Warehouse<\/strong> if you want to check one warehouse only, then show the report.<\/li>\n<\/ol>\n

      [\/vc_column_text][vc_single_image image=”153131″ img_size=”full” alignment=”center”][vc_column_text]<\/p>\n

        \n
      1. Click Export<\/strong> \u2192 Export to Excel<\/strong>, and open the downloaded file.<\/li>\n<\/ol>\n

        [\/vc_column_text][vc_single_image image=”153133″ img_size=”full” alignment=”center”][vc_column_text]<\/p>\n

        In the file, each product’s transactions appear under its name: a row with the product name<\/strong> in column A and the rest of the row empty, then a Stock Level Before<\/strong> row, then the transaction rows. The negative values appear in column F, Stock Level After<\/strong>.<\/p>\n

        [\/vc_column_text][vc_single_image image=”153135″ img_size=”full” alignment=”center”][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=”Second: Add the product name to every transaction” font_container=”tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8″ use_theme_fonts=”yes”][vc_column_text]<\/p>\n

          \n
        1. In cell K1<\/strong>, type: Product Name<\/strong>.<\/li>\n
        2. In cell K2<\/strong>, type the following formula, and press Enter:<\/li>\n<\/ol>\n
          =IF(AND(A2<>\"\",B2=\"\",A2<>\"Stock Level Before\"),A2,K1)<\/pre>\n
          The formula takes the product name from the name row, and copies it to every transaction below it until a new product starts.<\/p>\n
          [\/vc_column_text][vc_single_image image=”153137″ img_size=”full” alignment=”center”][vc_column_text]<\/p>\n
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          1. Find the number of the last row with data in the file, for example 8.<\/li>\n<\/ol>\n
            [\/vc_column_text][vc_single_image image=”153139″ img_size=”full” alignment=”center”][vc_column_text]<\/p>\n
              \n
            1. Click in the Name Box<\/strong> next to the formula bar, type K2:K8<\/strong>, then press Enter to select the whole range.<\/li>\n<\/ol>\n
              [\/vc_column_text][vc_single_image image=”153141″ img_size=”full” alignment=”center”][vc_column_text]<\/p>\n
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              1. Press Ctrl + D<\/strong> to copy the formula to all the selected cells; the product name appears next to every transaction.<\/li>\n<\/ol>\n
                [\/vc_column_text][vc_single_image image=”153144″ img_size=”full” alignment=”center”][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=”Third: Extract the list of products with negative stock” font_container=”tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8″ use_theme_fonts=”yes”][vc_column_text]<\/p>\n
                  \n
                1. Add a new sheet (New Sheet) in the same file.<\/li>\n<\/ol>\n
                  [\/vc_column_text][vc_single_image image=”153147″ img_size=”full” alignment=”center”][vc_column_text]<\/p>\n
                    \n
                  1. In cell A1<\/strong>, type the following formula, replacing Worksheet<\/strong> with the name of your data sheet, and press Enter:<\/li>\n<\/ol>\n
                    =UNIQUE(FILTER(Worksheet!K:K,Worksheet!F:F<0))<\/pre>\n
                    The formula collects the product names from column K for every transaction where Stock Level After<\/strong> became less than zero, and shows each product only once.<\/p>\n
                    [\/vc_column_text][vc_single_image image=”153149″ img_size=”full” alignment=”center”][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=”Fourth: Check the product in the system” font_container=”tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8″ use_theme_fonts=”yes”][vc_column_text]<\/p>\n
                      \n
                    1. Go to Inventory<\/strong> \u2192 Products & Services<\/strong><\/a>, and search for one of the products in the list by name or code.<\/li>\n<\/ol>\n
                      [\/vc_column_text][vc_single_image image=”153157″ img_size=”full” alignment=”center”][vc_column_text]<\/p>\n
                        \n
                      1. Open the product page, then the Stock Transactions<\/strong> tab; you’ll find the transaction after which the stock went below zero.<\/li>\n<\/ol>\n
                        [\/vc_column_text][vc_single_image image=”153153″ img_size=”full” alignment=”center”][\/vc_column][\/vc_row][vc_row][vc_column][vc_message message_box_style=”3d” message_box_color=”alert-warning”]<\/p>\n
                        Important notes<\/strong><\/p>\n
                          \n
                        • The list shows the products whose stock went below zero at any time<\/strong> during the period, even if their balance is now zero or positive after later transactions.<\/li>\n
                        • Don’t use double-click to fill the formula down; it stops at the first empty row, and the product name rows are empty in most columns.<\/li>\n
                        • The UNIQUE and FILTER functions work in Microsoft 365, Excel 2021 and later, and Google Sheets. If the formula shows an error, try a semicolon ;<\/strong> instead of a comma.<\/li>\n
                        • You need the Track Inventory<\/strong> permission to see the store reports.<\/li>\n<\/ul>\n
                          [\/vc_message][\/vc_column][\/vc_row]<\/p>\n<\/section>","protected":false},"author":39,"template":"","categories":[2093,7849],"tags":[25092,25093,25098,25096,25091,19449,25089,25088,25090,8103,25095,25100],"class_list":["post-152859","user_manual","type-user_manual","status-publish","hentry","category-reports","category-store-reports","tag-detailed-stock-transactions-for-each-product","tag-export-stock-report-to-excel","tag-how-do-i-extract-products-with-negative-stock","tag-how-do-i-find-products-sold-with-negative-stock","tag-negative-inventory-balance","tag-negative-stock","tag-negative-stock-withdrawal","tag-products-with-negative-stock","tag-selling-with-negative-stock","tag-stock-transactions","tag-unique-and-filter-formula","tag-why-is-the-product-balance-zero-despite-negative-stock-sales"],"yoast_head":"\nQuickly Extracting Products with Negative Stock from the Stock Transactions Report - Daftra Knowledge Base<\/title>\n<meta name=\"description\" content=\"Learn how to extract products with negative stock from the Detailed Stock Transactions For Each Product report using Excel with UNIQUE and FILTER.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/user_manual\/152859\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Quickly Extracting Products with Negative Stock from the Stock Transactions Report - 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