The Cost-of-Goods Sold Summary is where you run a G/L Export for Inventory changes, either via sales at the POS or via nonsale onhand adjustments; summarizing, by G/L Ledger Code, the dollars recorded by inventory changes on your system. This export will take into account any product whose onhand amount has changed, for whatever reason. (This export does not apply to services, tax codes, tenders, or products whose inventory is not tracked by the system.)
To access the Cost-of-Goods Sold Summary:
From the [i] Merchant Desktop Main Menu, select Modules-Accounting Exports-Cost-of-Goods Sold Summary. This will open the Find FinderFormLabel screen. This is the jumping-off point to running your Cost-of-Goods Sold export. You can find an existing batch to export, or you can create a new batch. More often than not, you will create a new batch to export.
A G/L export batch for the Cost-of-Goods Sold Summary is nothing more than a set of products broken down by G/L Codes, grouped together. They are grouped together by a date range, and, if desired, by store. So, for example, you can create a batch for all onhand adjustments taken on 7/17/07. And if you want, you can create a batch for 7/17/07 for each store in a multi-store chain. (Or you can just group all adjusted onhand amounts in the date range together among all of your stores without separating them--it is up to you.)
How do you create a new G/L batch? It's easy.
At the Find FinderFormLabel screen, click on the New toolbar icon at the top of the screen. This opens the Accounting Export Batch window, where you will create the new batch.
In the "Batch Date" field, choose the date you want to use as the starting point for the batch. In other words, if you want to run the batch for 7/17/07, choose that date. If you want to run the batch with a range from 7/17/07 to 7/24/07, still choose 7/17/07 in this field. (More on how to create a date range in a moment.) The "Batch Date" field will default to yesterday's date, but you can change it to whichever date you want. Either key in the desired date or click on the down arrow at the right of the field and select the date that way.
To the right of the "Batch Date" field, you will see a grayed-out field: "Batch Status." This is informational and cannot be changed. It lets you know whether the batch you are currently working on is editable, verified, or already exported.
Once you have chosen a date in the "Batch Date" field, click on the "Select Transactions" button at the left side of the Accounting Export Batch window. This opens the Accounting Export Selection window. Within this window, you select the desired date range for the batch, and you determine if you want the batch to include transactions/onhand adjustments from all of your stores, or if you would rather specify one store in particular.
In the "Start Date for transactions" field, choose the date you want to use as the starting point for this batch. The date you already selected in the "Batch Date" field from the Accounting Export Batch window will appear. You probably won't want to change this--but if you do, key in the new date, or use the calendar by clicking on the down arrow at the right of the field.
In the "End Date for transactions" field, choose the date you want to use as the ending point for this batch. This, too, will default to the date you selected back in the "Batch Date" field. If you wish to run the batch just for one day, you would leave this (for example, 7/17/07 to 7/17/07). But if you want to run the batch for more than one day, choose a new end date here (example: 7/17/07 in the "Start Date" field; 7/24/07 in the "End Date" field).
The "Select transactions from all stores" checkbox will determine whether the batch will contain transactions/onhand adjustments from all of your stores. If you want it to, be sure that the checkbox here is checked. If this is the case, the "Select transactions from Store" field to the right will be grayed out, as it is not relevant.
If you only want to run the batch for a select store, uncheck the "Select transactions from all stores" box. This will activate the "Select transactions from Store" field. Within that field, select the store you wish to run the batch for.
Once all of this is established, it is time to run the batch.
Simply click on the "Select transactions" tab at the lower left of the Accounting Export Selection window. (If you do not wish to create the batch at this point, exit out by clicking the "Cancel - Exit without selecting transactions" tab.) The system will display a series of message boxes, updating you on what it's doing, and then a Totals box will display the total dollar amounts and other totals figures for the transactions/onhand adjustments within the batch. Then, you will be taken back to the Accounting Export Batch window, and the table at the bottom portion of the screen will be filled in with specific batch information.
All of the different G/L Codes included in the batch will appear as their own line item. (Products that did not have G/L Codes attached to them will display as "Unassigned." If there is a General Ledger Store Code, that will appear under the second column.
"Batch ID" is the batch number assigned to this batch. This is system-generated, and it begins with #1. This number is significant. Every product included in this G/L batch will be tagged with the "Batch ID" number.
Note:
Batch IDs are unique throughout all of the G/L Exports. That is, if your first export is a POS Transaction Summary, it will be labeled Batch #1. If your second export is a Cost-of-Goods Sold Summary, that will be labeled Batch #2. If your third export is another POS Transaction Summary, that one will be labeled Batch #3, and so on. In other words, no duplicate Batch IDs will exist among the five G/L Export programs.
Take note of the "Transaction $" column. This is shown for each G/L Code (row) in the list, and is a total dollar amount for the G/L Code in this batch. So, for example, if 10 products with a G/L Code of FF had onhand adjustments, the "Transaction$" amount would be the combined dollar amount for all 10 onhand adjustments. Keep in mind, this list in the Accounting Export Batch window is organized by G/L Code, not product. Each individual G/L Code included in the batch displays on the list. There may have been 1,000 separate onhand adjustments within one G/L Code--but this will be represented as one row--since it represents only one G/L Code.
Now that you know how to create a batch, please take notice of a couple of informational fields in the upper portion of the Accounting Export Batch window.
The "Created by" field is system-generated and informational. It cannot be changed. It simply lists the logged-in user's name who created the batch. The field to the right of it lists the date and time the batch was created.
"Last exported by" is also system-generated. It lists the logged-in user's name who last exported the batch to an external accounting system. (More on exporting the batch in a moment.) The field to the right lists the date and time the batch was last exported. The "Version" fills in automatically. The first time the batch is exported, the Version is 1. If it's exported a second time, the Version is 2, and so on.
How do you export? With the click of a button . . .
But, prior to exporting the batch, be sure which file format you plan to use. In the "Export File format" field, click on the down arrow at the right of it and choose either: .csv or Quick Books.
Once that has been done, simply click on the "Create Export file" tab. The standard Windows Save dialogue box appears, and you can rename the file and then save it to the appropriate place on your PC. Once that is done, a message displays letting you know the file has been exported successfully. Notice, too, the "Last exported by" field has been automatically filled in, along with the date and time and Version to the right of it.
You are done. You have created a G/L batch for the Cost-of-Goods Sold Summary and exported it. You can do this process on any set schedule of your choosing.
If you need to select an existing G/L batch (perhaps you need to review the information again or run the export again for some reason), you can do that:
Back at the Find FinderFormLabel window, use standard Find techniques to select the G/L batch you wish to access. When the batch appears in the grid at the bottom of the Find screen, highlight it and click on the Properties toolbar button, or simply double-click on it. This will take you to the Accounting Export Batch window, from where you can do what you need.