How To: Compare Profit and Loss Sales Nominals with Sales Summary
Table Of Contents
Comparing Sales Summary Figures with Profit & Loss Sales Nominals
Introduction
If the sales figures shown in your Sales Summary do not match the Sales Nominal values shown on your Profit & Loss, there are two key areas to check:- Whether the filters used in Sales Summary | Invoices are set correctly.
- Whether there are any transactions affecting the Sales Nominals that would not appear in Sales Summary, such as imported historical orders or manual ledger postings.
It is also important to understand the difference between an invoice's Issued Date and Sales Invoice Date, as this can affect reporting results. For more information, see How To: Understand the difference between Issued Date and Sales Invoice Date.
If the sales figures shown in your Sales Summary do not match the Sales Nominal values shown on your Profit & Loss, there are two key areas to check:
- Whether the filters used in Sales Summary | Invoices are set correctly.
- Whether there are any transactions affecting the Sales Nominals that would not appear in Sales Summary, such as imported historical orders or manual ledger postings.
It is also important to understand the difference between an invoice's Issued Date and Sales Invoice Date, as this can affect reporting results. For more information, see How To: Understand the difference between Issued Date and Sales Invoice Date.
Recommended Sales Summary Filter Settings
When comparing figures between Sales Summary and the Profit & Loss report, use the following settings as a starting point:
Setting Recommended Value Screen Sales Summary Invoices Date Range Match the period you are reviewing in the Profit & Loss report Date Type Invoice Date Invoice Type Issued Only Credits & Return Exchanges Included Delivery Charges Excluded
When comparing figures between Sales Summary and the Profit & Loss report, use the following settings as a starting point:
| Setting | Recommended Value | |
|---|---|---|
| Screen | Sales Summary | Invoices |
| Date Range | Match the period you are reviewing in the Profit & Loss report | |
| Date Type | Invoice Date | |
| Invoice Type | Issued Only | |
| Credits & Return Exchanges | Included | |
| Delivery Charges | Excluded |
Additional Filters
Pay particular attention to filters such as:- Stock Type
- Company Class
- Other reporting filters
These should reflect how your Sales Nominals are configured and populated.For more information on nominal mappings and account structures, see:
Pay particular attention to filters such as:
- Stock Type
- Company Class
- Other reporting filters
These should reflect how your Sales Nominals are configured and populated.
For more information on nominal mappings and account structures, see:
Comparing a Single Sales Nominal
Use the following process to compare an individual Sales Nominal against the Sales Summary figures.
Use the following process to compare an individual Sales Nominal against the Sales Summary figures.
Step 1: Review the Sales Nominal
- Open Accounts | Profit & Loss.
- Load the financial year you want to review.
- Highlight the required Sales Nominal line.
- Double-click the relevant total value to send it to the Number Store.
- Open Accounts | Profit & Loss.
- Load the financial year you want to review.
- Highlight the required Sales Nominal line.
- Double-click the relevant total value to send it to the Number Store.
Step 2: Review the Sales Summary
- Open Sales Summary | Invoices.
- Configure the filters using the guidance above.
- Add the Net Total value to the Number Store.
- Compare the Sales Summary total with the Sales Nominal total.
- Open Sales Summary | Invoices.
- Configure the filters using the guidance above.
- Add the Net Total value to the Number Store.
- Compare the Sales Summary total with the Sales Nominal total.
Step 3: Investigate Any Difference
If the values do not match:- Review the invoices listed in Sales Summary.
- Review the transaction detail within the Sales Nominal.
- Compare both sets of records for the affected period.
- Identify any transactions that appear in one report but not the other.
If the values do not match:
- Review the invoices listed in Sales Summary.
- Review the transaction detail within the Sales Nominal.
- Compare both sets of records for the affected period.
- Identify any transactions that appear in one report but not the other.
Comparing Multiple Sales Nominals
If sales are posted to multiple Sales Nominals:- Open Accounts | Profit & Loss.
- Highlight all relevant Sales Nominals.
- Send the combined total to the Number Store.
- Open Sales Summary | Invoices.
- Configure the filters to match the relevant nominal mappings.
- Compare the resulting Sales Summary figure with the combined Sales Nominal total.
If sales are posted to multiple Sales Nominals:
- Open Accounts | Profit & Loss.
- Highlight all relevant Sales Nominals.
- Send the combined total to the Number Store.
- Open Sales Summary | Invoices.
- Configure the filters to match the relevant nominal mappings.
- Compare the resulting Sales Summary figure with the combined Sales Nominal total.
Common Causes of Differences
Imported Historical Orders
If historical order records were imported during your Khaos Control implementation:- They will appear in Sales Summary | Invoices.
- They will not be included in the Sales Nominals shown in the Profit & Loss report.
This can cause the Sales Summary total to be higher than the corresponding Profit & Loss figure.
If historical order records were imported during your Khaos Control implementation:
- They will appear in Sales Summary | Invoices.
- They will not be included in the Sales Nominals shown in the Profit & Loss report.
This can cause the Sales Summary total to be higher than the corresponding Profit & Loss figure.
SP Ledger and Journal Entries
Manual postings can also create differences between reports.Examples include:- Entries made through the SP Ledger
- Journal entries posted directly to Sales Nominals
- Other manual nominal transactions
These transactions affect the Profit & Loss report but do not appear in Sales Summary.
Manual postings can also create differences between reports.
Examples include:
- Entries made through the SP Ledger
- Journal entries posted directly to Sales Nominals
- Other manual nominal transactions
These transactions affect the Profit & Loss report but do not appear in Sales Summary.
Troubleshooting Checklist
If your figures do not match, work through the following checks:
✅ Confirm the date range matches the Profit & Loss period.✅ Ensure the Date Type is set to Invoice Date.✅ Ensure the Invoice Type is set to Issued Only.✅ Include credits and return exchanges.✅ Exclude delivery charges.✅ Verify Stock Type, Company Class and other filters match your nominal structure.✅ Check for imported historical orders.✅ Review any SP Ledger or journal postings to Sales Nominals.✅ Confirm you are comparing the correct Sales Nominal or group of Sales Nominals.
If your figures do not match, work through the following checks:
✅ Confirm the date range matches the Profit & Loss period.
✅ Ensure the Date Type is set to Invoice Date.
✅ Ensure the Invoice Type is set to Issued Only.
✅ Include credits and return exchanges.
✅ Exclude delivery charges.
✅ Verify Stock Type, Company Class and other filters match your nominal structure.
✅ Check for imported historical orders.
✅ Review any SP Ledger or journal postings to Sales Nominals.
✅ Confirm you are comparing the correct Sales Nominal or group of Sales Nominals.