Troubleshooting Brightpearl reports

Here are some frequently asked questions about Brightpearl reports.

Why do my Inventory Detail & Inventory Summary reports not match my stock/inventory account code value?

You might find that the stock values in your Inventory Summary and Inventory Detail reports don’t match the value shown in your Stock/Inventory account code. There are a few reasons as to why these reports might not match the Stock/Inventory account code:

  • Inventory values have been entered or edited directly into accounting

    Brightpearl automatically creates accounting for inventory based on the movements made in the inventory module. If manual changes are made to inventory values directly in accounting these will not be reflected in the inventory module - from which the inventory detail and summary reports are generated.

    It is recommended to check any for any manual journals (type JJ) using the inventory code to ensure that they are correct, paying particular attention to those journals with no order ID. Are they correct? Should they be using the inventory code?

    This is where keeping track of inventory corrections comes in handy. If you enter a reason for each manual inventory correction then you can easily confirm that these journals are correct and focus on those with no order ID and no reason for modification.

  • Multiple inventory account codes are being used

    If you are using multiple inventory account codes you will need to add up the values of all the codes to compare it to the values shown on the inventory summary or inventory detail reports.

  • Items are in transit or quarantine

    If any items are in quarantine or in transit, they will not be included on the Inventory Summary or Inventory Detail reports by default - you need to change the filter options to include them. However, the inventory values for items in transit will be recorded on the Balance Sheet within your 1001 Stock/Inventory account code. This means that if items in transit have not been included in your inventory report as well, you may see discrepancies.

Why does my Inventory Audit Trail not match my Balance Sheet?

It could be as simple as the date filters not being the same for each report. Check this by clicking on the Show filter button for each report, and ensure you're using the same dates.

Remember: The Inventory Audit Trail cannot be used for historic stock reporting within Brightpearl. However, you can filter for past dates in Excel, following these steps:

  1. Go to Products > Inventory Audit Trail.
  2. Click Export > Enter how many rows to export > Select the option for Excel 95-2000 (XLS) > Export.
  3. Using the filters in Excel, filter for the dates you wish to report on.
  4. Use the auto-calc function in Excel to run a total of the values.

Check this value against the Stock/Inventory account code on the Balance Sheet to ensure they match.

Please also refer to the information contained above in the section: Why do my Inventory Detail and Inventory Summary reports not match my Stock/Inventory account code value?

Why do my Sales by reports not match my Profit and Loss?

If you notice that your Sales by reports don't match your Profit and Loss value for Sales; then you should be aware of the following:

  • The Sales by Channel and Sales by Customer reports include all Sales, whereas other Sales reports do not include every Sale Order or Product
  • Check your filters; paying particular attention to: the invoiced vs. not invoiced orders and the created vs. tax order date filters
  • Quick Invoices and Quick Credits are not shown in the Sales by reports; but will be shown in your Profit and Loss
  • Manual journals affecting the sales nominal codes will also not be shown in your Sales by reports, but will be shown in your Profit and Loss
  • Are your settings for "Use invoice date as posting date for cost of goods sold" and "Defer cost of sales for orders shipped not invoiced" switched on? You can check this via Settings > Company > Accounting: Options. If these options are turned off, then this can cause differences for the cost values

For more tips on what to look out for, check this blog by our partner Evenstone.

Why doesn't my Sales Analysis by Customer show the same as the customer list filtered by "last ordered" date?

The simple answer is that these reports are reporting on different parts of Brightpearl as outlined below:

  • The customer list filtered by "last ordered" date

    This is a list of customers whose last order date falls within the period. The "last ordered" date is the date the last order was created for the customer in the system - entered manually or entered by an integration.

    The last order date is reset each time an order is created for them.

    So, for example, James Smith places an order on 1st Jan 2015, he will show up in the last ordered date range 1-Jan-15 to 31-Jan-15.

    He then places another order on 6th Feb. His last ordered date is now 6th Feb. He will not show as last ordering in 1-Jan-15 to 31-Jan-15, he will show up in Feb.

    This report looks at a single date recorded against the customer.

  • The Sales Analysis by Customer

    This is a list of all customers who placed orders within the date range with the number of orders they placed displayed.

    If you filter the report by date 1-Jan-15 to 31-Jan-15 you will see James Smith listed.

    If you filter the report by date 1-Feb-15 to 28-Feb-15 you will see James Smith is listed.

    This report looks at the date of all orders.

Why does my cost price change on my Sales reports?

Your cost price for Sales Orders will change in accordance with the different stages of your Sales Order processing.

Your default cost price list is used for products before they are shipped, so that we can give you an estimated cost. Once stock tracked products are shipped, we will then use the price list specified by the FIFO method.

Non-stock tracked products will use the price list that is specified on your orders throughout all stages of the sales order process.

Why is my VAT return incorrect?

You are responsible for ensuring that all of your VAT returns are submitted correctly. If you suspect there is an error, then it is recommended to review all journals included in that return via Reports > VAT return history. You should also seek advice from your Accountant.

Why is my trial balance unbalanced?

If you find that your Trial Balance is unbalanced, then it is recommended to check your data for any discrepancies. We've made this easy for you via our data checker in Accounting > Data check. You will need to fix any journals that show up as having errors, with help from your Accountant.

data check

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