Cost of Sales

Settings

Navigation: Main Menu > Setup > Settings > General (tab)

• Accounting > Setup Costing Rules: Edit (text) in the Value column opens a screen where transaction types (modules) are linked to Cost Types (see screenshot below).

• Accounting - Filter - Accounts that update Cost of Sales: Allows specific accounts to be included or excluded from Cost of Sales for the Detailed Ledger view.

Buttons Explained

• View: Generates a report based on the selected filters.

• Output: Available if templates are added.

• Menu:

  • Reset Data Filter: Resets all the filters.

  • Views: Switches to the selected view:

    • Transactions

    • Items

    • Detailed Ledger

    • Setup - Cost of Sales

  • Actions

    • Rebuild: Rebuilds the report if changes were made to the setups.

  • Export

    • Email Excel: Attaches the current display to an email.

    • Export Grid: Creates a .xlsx file and allows users to select a save location.

  • Layout & Grids

    • Save

    • Save (All Users)

    • Restore Default (All Users)

Filters Explained

• Top row: Search dropdown list to select SO (Sales Order) or WO (Work Order) and to type a number in the adjacent field.

• Second row: 

  • A dropdown list to select:

    • Trans Date for the transaction date. 

    • Invoice Date for the customer invoice date.

  • Date: A dropdown list with various date options (e.g. Today, This Month).

  • Date fields: Options to customise the date selection.

  • Transaction: Select from a list of transactions in your Costing Setup (e.g. SO or WO).

  • Status: A dropdown list of all the possible statuses to filter records accordingly.

Transactions View

Navigation: ... Cost of Sales > Menu (button) > Transactions

• Displays a cost summary at a transaction level.

• All the Costs linked directly to the transactions or to cascading transactions are displayed. 

• When Invoiced Date is selected, the Actual Invoiced and Variance between Order and Invoiced are displayed. 

• Actual Costs that are linked at a Header or Item level are displayed in this view.

Sections

• Field Chooser (*): Allows users to add or remove sections. The options are: 

  • Transaction: Displays information that is in the transaction header.

  • Costs: Displays the costs associated with the transaction.

  • Summary: A financial summary including the profit earned on the transaction.

Transaction Fields

• Field Chooser (*): Allows users to add or remove fields (columns).

• ID: The system-generated number allocated to the entry.

• Trans No.: The transaction's code and number.

• Status: The status of the transaction.

• Date: The field includes the transaction code (e.g. SO Date or WO Date) and displays the transaction date.

• Invoiced: Displays the invoice date.

• From: The transaction that was copied to create the transaction.

• Entity: The entity selected for the transaction.

• Customer: The name of the customer.

• Cus Cat: The customer's category.

• Job Cat: The job's category.

• Rep: The rep selected on the transaction.

• Reference: The reference filled in on the transaction.

• FlowID: The system-generated number allocated to the transaction flow.

Costs Fields

• Stock Issued: The quantity of stock issued from Goods Issued transactions.

• Stock Returned: The quantity of stock returned from Goods Returned transactions.

• Purchases: The total value of purchases from Purchase Orders.

• Services: The total value of labour from Timekeeping records.

• Expenses: The expenses allocated to the transaction (see below).

Summary

• Total: The transaction total.

• Invoiced:

  • Only displayed if the filter Invoice Date is selected.

  • Displays the amount invoiced. 

• Variance:

  • Only displayed if the filter Invoice Date is selected.

  • Displays the difference between the transaction (e.g. Sales Order) and invoiced amount.

• Cost: The total costs as reported in the costs' section.

• Profit: The difference between the transaction total and costs which should be the profit earned on the transaction.

• GP%: Gross Profit percentage: profit as a percentage of the transaction total (sales).

• MU%: Markup percentage:  profit as a percentage of the costs.

Context Menu (right click)

• Open Transaction: Opens the original transaction.

• Linked Transactions: Displays a list of linked transactions.

• Item Summary: Disabled in Transactions view.

• Stock Issued: Displays a list of Goods Issued transactions. Only applies to entries with an amount in the Stock Issued column.

• Purchases: Displays a list of Purchase Orders. Only applies to entries with an amount in the Purchases column.

Items View

Navigation: ... Cost of Sales > Menu (button) > Items

• Displays the costs and profit earned at an Item Level. 

• If the transaction uses Estimates, the Estimate items are displayed otherwise transaction items are displayed.

• Actual Costs that are not linked to Items are not displayed in this view.

Sections

• Field Chooser (*): Allows users to add or remove sections. The options are: 

  • Transaction: Displays information that is in the transaction header.

  • Item: Displays information about the item.

  • Qty: Displays quantity information.

  • Costs: Displays the costs associated with the transaction.

  • Summary: A financial summary including the profit earned on the transaction.

Transaction Fields

• Field Chooser (*): Allows users to add or remove fields (columns).

• ID: The system-generated number allocated to the entry.

• Trans No.: The transaction's code and number.

• FlowID: The system-generated number allocated to the transaction flow.

• Status: The status of the transaction.

• Date: The field includes the transaction code (e.g. SO Date or WO Date) and displays the transaction date.

• Invoiced: The invoice date.

• Entity: The entity selected for the transaction.

• Customer: The name of the customer.

• Cus Cat: The customer's category.

• Job Cat: The job's category.

• Reference: The reference filled in on the transaction.

Item Fields

• MatunitID: The system-generated number for the material's unit entry.

• ItemID: The system-generated number for the item.

• Type: The type of item (e.g. Est, Itm, Mat).

• Item No.: The sequential number allocated to items on a transaction.

• Description: The item's description.

• Code: The item's code.

• Category: The item's category.

• Subcategory: The item's subcategory.

• Department: The item's department.

• Provider: The provider of outwork.

• Resolve: The item's resolve on the transaction (e.g. Reserve, Produce).

• Adj%: The adjustment percentage applicable to the item.

Qty Fields

• Estimated: The quantity needed as per the estimate.

• Actual: The actual quantity used.

• Variance: The difference between the Estimated and Actual quantities. Where more items were used (actual exceeds estimate) the variance is shown in red.

Costs Fields

ℹ️ The settings (see above) determine which specific transactions are included.

• Stock Issued: The quantity of stock issued from Goods Issued transactions.

• Stock Returned: The quantity of stock returned from Goods Returned transactions.

• Purchases: The total value of purchases from Purchase Orders.

• Services: The total value of labour from Timekeeping records.

Summary

• Total: The transaction total.

• Invoiced:

  • Only displayed if the filter Invoice Date is selected.

  • Displays the amount invoiced. 

• Variance:

  • Only displayed if the filter Invoice Date is selected.

  • Displays the difference between the transaction (e.g. Sales Order) and invoiced amount.

• Cost: The total costs as reported in the costs' section.

• Profit: The difference between the transaction total and costs which should be the profit earned on the transaction.

• GP%: Gross Profit percentage: profit as a percentage of the transaction total (sales).

• MU%: Markup percentage:  profit as a percentage of the costs.

Context Menu (right click)

• Open Transaction: Opens the original transaction.

• Linked Transactions: Displays a list of linked transactions.

• Item Summary: Displays the item's summary.

• Stock Issued: Displays a list of Goods Issued transactions. Only applies to entries with an amount in the Stock Issued column.

• Purchases: Displays a list of Purchase Orders. Only applies to entries with an amount in the Purchases column.

Allocating Expenses

• Expenses can be assigned to specific projects (transactions) using the Allocate Expense menu item, accessed by right clicking an expense item in the ledger. 

• This allocation can only be done using the local currency.

• The following columns can be added to the Ledger Items View to provide an indication of the allocated Expenses:

  • Expense Allocation: Lists the transactions to which the expense was allocated.

  • Allocated Total: The total amount that was allocated.

    • Note: These fields are highlighted in red when the Allocation does not match the item total.

• See Landing Costs for detailed instructions on how to allocate these expenses.