Cost of Goods Sold (COGS) Validation and Analysis

The formula for calculating COGS is:

  • Starting inventory + purchases - ending inventory = cost of goods sold.

The formula for calculating COGS % of sales: 

  • Usage $ Total / Total Sales for that category *100 gives your the % of Sales for that Category

Order Based COGS Reconciliation

For ingredient Cost, COGS will show the /wiki/spaces/CKBDA/pages/40566865 CasePrice.

This report is an important tool for validation only for Customers Running an Order Based Purchases.

  • To first determine where discrepancies are we recommend starting with Cogs Reconciliation Report.
  • This report will show you the difference between your COGS (Orders) $ and Invoice $
  •  Then use Cost of Goods Sold Roll Up to View
    • Usage by Account by Store
    • Item Level Cost by Store

Purchase Price  

For customers running an Orders based Cost of Goods purchase price comes from 3 types of orders received listed below:

 Validate Orders and Invoices

  • Check for accuracy on all Orders and Invoices Received

  • Check each Invoice posted to Invoice History has a PO # from an Order Received

    • Order PO# can be retrieved from Order History.

    • Select Edit from Invoice History to add PO # if it is missing.

Ensure all Data Entry is Correct:

  • Quantity Received

    • Edit Quantity via Order History for Corrections

  • Date Received

    • Often when entering receives late users may forget to change the received date to fall into the correct week for Cost of Goods Reporting.

      • Select Edit from Order History and Invoice History to change received date.

  • Price Received

    • E-Price Received

      • E-Distributors control the price. If the price displayed when receiving is inaccurate you can

        • Edit the Price before posting. Prices cannot be changed on Orders after posting. 

        • Edit the order history to qty 0 and instead enter a Manual Receive from the Order Guide for the Correct item price.

          • If this continues to be an issue consider switching to Invoice Based Cogs. 

    • Manual Price Received

      Prices cannot be edited from a Manual Receive Order once posted.
      1. Delete the Manual Receive from Order History 

      2. EDIT the Invoice $ by Account from Invoice History  

      3. Re-Enter the Manual Receive using the existing invoice # using Ordering Home > Manual Receive

        1. you do not need to check the create invoice box as the invoice # already exists.
        2. if you deleted the invoice from invoice history you will need to re-create the invoice by checking the create invoice box. 

(star) Note, after reviewing the steps attached for validation, you will have the option to switch your Cost of Goods report configuration to use Invoice Based purchases if you determine Invoices (and not Orders) are the most accurate method for calculating your cost of goods.

Invoice Based Cost of Goods Reconciliation

Purchase Price  

For customers running an Invoice based Cost of Goods, purchase price comes from Invoices Received by Distributor and Account 

Updating Cost of Goods Sold Reporting

Correcting Cost of Goods on Inflated Item Cost Detail:

Example: Ketchup Packets is extending the total cost at $25,849.82

  • Is there an accurate price?
  • Is there an accurate count or qty?
    • If yes:
      • Check the bid file Inv Mx for accuracy
      • Correct the bid file Inv Mx
    • To Update the Current Week
      • Navigate to DL Updates > Run Cogs update for the current week

To Update Historical COGS Reporting

Once you have corrected bid files and identified all items needing a Cost of Goods update, you will want to submit a support ticket by visiting the Decision Logic Help Center.

  • Date Range to update items
  • Ingredient Names to be updated
  • Stores Impacted


How is the COGS quantity calculated?

Example; your bid file has an Inventory Multiplier of 25 pounds per case on Chicken Breasts. You Inventory 220 pounds of Chicken Breast.

The COGS report will take the inventory count for the raw product, plus the quantity included in prepped items, and divide it by the Inventory Multiplier (which in this case is 25) to get the converted Case Quantity:

You also can find the total quantity on your IvA report which shows:

Chicken, Breasts at 220 pounds, plus Chicken Marinated 68 pounds, divided by the Inventory Multiplier, equals the converted Case Quantity:

220 + 68 / 25 = 11.52 Qty

My reporting does not look correct, what should I do?

You will want to verify that the received date on your orders is correct and falling into the week you are expecting them to report in. 

You will want to review your COGS report and determine what ingredient on the reporting looks inaccurate.

Then you will want to go to Maintenance> Product> Ingredient Management> search for the item> hover over the line item and right click with your mouse> select Mapping Info> and review the price and bid file mapping. Make any bid file corrections if needed (and then run a DL Update for the COGS for the current week).

If the bid file price is different than the price on your COGS report then we can run a COGS update for you. If the Case conversion is not correct then we can run a COG update for you.

If you need a COGS update, you will need to provide all of the following information: the Ingredient, the Distributor, the DC Item #, what looks incorrect, what changes were made (to the bid file, if any), what locations to include, and what date to update back to.

COGS % of Sales:

  • Uses Net Sales or the Net-Net Sales from the DSR, this is dependent on Config 20.

Table of Contents

For additional questions or assistance please submit a support ticket by visiting the Decision Logic Help Center.

All training videos are located in the /wiki/spaces/CKB/pages/1121779733