Journal Reports answer such questions as "Did we enter that invoice into CostGuard?", "Did we have any adjustments in May?", "What did we use for last year's party?", "How much did we requisition last month for catering?"  

Inventory Reports: Journals

Journal Reports show the details of your transactions.  These reports total up and show the details of your transactions.  Your bookkeeper can use them to audit and trace financial transactions.


For Journal Options, you may be able to sort based on Vendor for some Reports.  You can also check the box to include subtotals based on SuperGroup.  This is a handy feature to find bookkeeping errors from invoices and orders.


For selection options, clear the box, and click Select will allow you to choose specific transactions. 



Because Journal Reports are dependent on a time period, you need to select a date range.  You can click one of the preset buttons for the reporting period.  The default is the Custom button, which will activate the bottom Date Range fields and default to today.  Click the   button, and the calendar will appear.  Today’s date is blue with a red circle around it.  If you want today, then click the circle to enter it.  To choose another date in this month, then move your cursor to that date and click on it.  To go to a previous month, click  button.  Keep clicking this button until you get to the month that you want. Today’s date, or if you highlighted another date will still be blue in that previous month.  Because of the nature of this report, you should not enter in a date that is in the future.  The reports will not work.



 Just make sure that your ending date is after your beginning date.  Click Next to continue to the Report.



Details for the nine different Journal Reports are below.


Invoice Journal

The Invoice Journal shows the details of each Invoice or Receipt that you entered into CostGuard.  The main difference between this report and the Vendor Journal is this report is sorted by Invoice date while the Vendor Report sorts by Vendor.  If you include the SuperGroup totals, it is a handy report to enter General Ledger totals in your accounting program.  You can use this report to answer questions such as “What did we buy with Invoice 1028”.  You can also use the select box to concentrate on certain dates, vendors, or invoice numbers.  Since you cannot open a receipt once you save it, use the Invoice Journal to see the details of saved receipts.



Item Journal

The Purchase Journal shows each Inventory Item and the date, amount, cost, extensions and Vendors for each purchase.  You can use this report to find the Vendor for specific Inventory items, especially items that you do not purchase on a regular basis.  You can use it to analyze historical pricing and ordering patterns of an item. 



Vendor Journal

This report shows all purchases sorted by Vendor and Invoices.  Use it to answer such questions as “How much did we spend with Becca’s Produce last Quarter?” and “What did we get from Ehlers & Sons on Invoice 1024?”  When the detail box is clicked, it shows everything on that receipt.  Printed, it serves as a copy of your purchases from this Vendor. You can select this report to concentrate on certain Vendors.



Actual Inventory Journal

This report is similar to the Purchasing Journal, except it adds details from counts, adjustments, transfers in, prep builds and requisitions.  This report allows you to follow the flow of product through your establishment.  Use this Report for reconciling inventory counts and verifying the Actual Usage report.  If you have Inventory items that you normally do not count, such as an open box of straws, this Report will show you the last purchase date. Use this Report with the Usage Reports to find your Variances.  This Report is the detail report for the Actual Inventory Usage Report.  Another related report is the Inventory Directory, which shows totals for Inventory Item.



Ideal Inventory Journal

This report shows the depletions from builds, sales, transfers out, and requisitions of an Inventory item.  Use it with the Actual Inventory Journal to trace product through your establishment.  You can use it for the audit trail for the Ideal Usage and Variance Reports.  If you are having problems with your Ideal Usage Report, this report gives the details of the calculations.




Adjustment Journal

Adjustment Journal shows the details of all adjustments over a certain time period.  You can use this report to reconcile Cost of Food Sold.  This report will also show problem areas: for example, if you see that you are making adjustments on the same product for spoilage, then you can adjust your ordering level of that product.  You can sort this report, and select a specific Adjustment type.



Manual Sale Journal

If you are using the Manual method for entering Sales data, this report provides a detailed listing of manual sales entered.  CostGuard will sort this report by date.  If you enter sales by PLU number, then click here to go to the Sales Reports in CostGuard.


Requisition Journal

This report shows the details from your Requisitions.  Use this report for billing to customers.  You can also use it to calculate Cost of Food Sold for your cost centers.  Sorted by Vendor, it creates an order for parties or special events.  This report can be selected, showing specific requisition if desired. You can sort this Report and select certain Requisition Names.



Transfer Journal

This report shows the details of all inter-unit transfers.  You need the Multi-User Module with Transfers to generate this Report.  It shows the date, transfer name, items transferred, and quantities.  You can use this report to manage unit food costs.  You can sort this Report, and select certain transfer names.

Click here to return to the Inventory Report overview.

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