How To: Generate and Analyse the Deferred Cost of Sales Report

Analysis of the Deferred Cost of Sales Report is an Advanced User feature.

This How To explains how to generate a deferred Cost of Sales report, export the information for analysis and then update the stock value of stock items. For a visual guide of the processes involved when using Deferred Cost of Sales, see How To: Understand the Deferred Cost of Sales Process.

Generating a Deferred COS Report to Date

  1. Open an Accounts screen (show me how).
  2. Display the drop-down 'Other Actions' menu either by pressing F9 or clicking the down arrow immediately to the right of the green circle with a white cross icon at the top of the button bar.
  3. Select "Deferred COS Posting".
  4. Select the last date for the period you want to post for (e.g. end of last month, last week, yesterday).
  5. Click OK.
    Note: for more information on the Deferred cost of Sales Report columns please refer to the Accounts Defer Cost of Sales page.
  6. The Invoice items awaiting COS postings dialog will be displayed.

Exporting the Grid for external analysis

  1. After loading the report click on the Grid Menu button button found to the left of grid column headings.
  2. Select [ Send to Notepad ] from the options.
  3. Select the following options in the Export Columns popup:
    1. Comma Separated.
    2. Click the "Floppy Disc" icon.
    3. Click the the green opening folder icon is normally linked to the opening of a dialog box that allows the user to browse and select a value or range of values button.
    4. Choose the output location for the file.
    5. Enter a "File Name".
    6. Change the "Save as type" to "CSV Files (*.csv).
    7. Click the "Save" button.
  4. Click OK.
  5. Go to to output location and open the .csv with a spreadsheet for further analysis and manipulation.
  6. Click Cancel to close the Deferred Cost of Sales Report.

Adjusting Stock Value if required after analysis

If you need to correct the stock value(s) please see the following guide:

Posting the Deferred Cost of Sales Report

Once you are happy with your stock corrections please refer to How To: Post a Deferred Cost of Sales.

Accounting for Stock Value Change

Once the Deferred Cost of Sale Report has been posted there is a potential that the stock nominal will be significantly different. Make a note of the COS Diff Total from the Deferred Cost of Sales Report, this is the total at the very bottom right of the grid.

This will potentially be the amount you will need to journal from Stock Adjusted to Stock to correct the stock value.

  • A Minus figure means you may need to Credit Stock Adjusted and Debit Stock with that value.
  • A Positive figure means you may need to Debit Stock Adjusted and Credit Stock with that value.

Hint and Tips

  1. Stock Items that do not have a stock value either when they were originally issued and still do not have a stock value will display 0.00 in all fields except the Qty column. These must be identified and fixed unless they are a non-stock controlled non-physical item like a service or a charge which does not have a value.
  2. When analysing the Deferred Cost of Sale report, you can exclude any lines requiring investigation from being posted using the context menu. This will allow you to post the remaining lines by clicking the OK button. Don't forget to go back and deal with the excluded lines, as they will not be visible by default (you will to untick the 'hide excluded' checkbox).

See Also

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