What and where is the Cost of Goods Sold (COGS) Reconciliation report?

This article shows where to locate the Cost of Goods Sold (COGS) Reconciliation report and explains how users can reconcile the Cost of Goods Sold in Decision Logic’s platform.

Overview

Users can utilize the Cost of Goods Sold (COGS) Reconciliation report to help identify variances or discrepancies between:

• Order Purchase $ in Cost of Goods Sold reporting.

• Invoice Purchases in Invoice reporting.

This report displays side-by-side Order Numbers and Invoice Numbers to quickly show if any of the two are not associated with one another and dive into item details.

Additionally, this report can provide insight into:

• Budget validation.

• Ensuring accuracy of receiving and invoicing.

• Identifying store training needs.

• Investigating specific causes.

View COGS Reconciliation Report

Users can access the report by navigating to:

Reports > Cost and Variance > COGS Reconciliation

1. Select the Company, Region, Area, and Store.

2. Click View X Store.

   Open

   

3. Select the Date Range.

   1. The green dot under a date represent an inventory cycle and will default to the current week.

   2. Period Start is the beginning of that store’s period.

   3. The results yield Order and Invoice Numbers appearing in the date range selected.

      Open

      

4. Select Date of Invoice or Date Entered.

   1. Date of Invoice:  The date provided by the Electronic Distributor or the date selected by a user when generating an invoice from a Manually Received order.

   2. Date Entered:  The date the Invoice was created in Decision Logic.

5. Click Apply.

    

Example Results

Category is the assigned accounting category defined in COGS Maintenance.

Orders are the total dollar amount of orders received per category.  This includes purchases and credits and is received from the Ordering Home feature.

Invoices are the total dollar amount of invoices posted through Invoice Entry, sent from Electronically Integrated Distributors, or created from Manually Received orders.

Variance After Invoice is the difference between Orders and Invoices.

• Orders - Invoices = Variance After Invoice

IUTs, Inter Unit Transfers, is product the store has sent or received to/from another location displayed in dollar amounts.

Variance After IUTs is the difference between Variance After Invoice and IUTs.

• Variance After Invoice - IUTs = Variance After IUTs

Total is the total amount for each column.

View Items

Users can click “View Items” to dive into variances to determine which order or invoice number may need reconciliation.

The information displayed with View Items pulls data for the order numbers and invoice numbers that appear within the defined date range along with additional information, such as:

• Order #

• Invoice #

• Distributor

• Vendor

• Order Cost is displayed in dollars.

• Invoice Cost is displayed in dollars.

• Variance between order cost and invoice cost.

• Totals

Each order # should have an assigned invoice # and vice versa.  The View Items page makes it quick to identify if an order number or invoice number is associated with one another. For example, if there is a variance between order cost and invoice cost, a user may want to investigate what is causing the variance.

Often variance is caused by, but not limited to:

• Order numbers not associated with an invoice number.

• Distributor credit.

Item Details

Users can click “Item Details” to view the Item Details to investigate why there may be variance. For example, if the order received dollar amount is different from the invoice dollar amount, that could indicate a credit from the distributor.

Additionally, when an order number is missing an associated invoice number, users can navigate to Order History, and Decision Logic Administrators can view the Invoice History to verify if the order has an associated invoice number or not and make adjustments if needed.

Order has been received; if they did a manual receive and did not create an invoice or selected do not use Invoice at the time of receiving; therefore, it is not associated with an invoice number.

Invoice not associated with an order is because a manager hasn’t connected the electronic Invoice to the order by electronically receiving it through ordering home (they didn’t receive it at all), or they have a credit and have not yet.

Reasons why an order wouldn’t have a matching invoice number:

• They had a manual receive and did not create an invoice or clicked the do not use invoice check box.

Reasons why an invoice number wouldn’t have an order number:

• The integration did not include a PO number with the Invoice (electronically integrated distributors).

Reasons for variance:

• Overcharged / item that was charged was not received, or a credit is issued.

Table of Contents

What and where is the Beverage IvA report?

What and where is the All Food IvA report?

What and where is the Negative Food IvA report?

What and where is the Top 20 Food IvA report?

What and where is the Non-IvA Usage report?

What and where is the Cost and Variance report, and how do I customize or export it?

What and where is the TvA Store Summary report?

What and where is the Cost of Goods Sold (COGS) report?

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