Troubleshooting Brightpearl reports

Here are some frequently asked questions about Brightpearl reports.

Reconciling balance sheet accounts

Please see the Reconciling balance sheet control accounts help document to answer questions such as:

  • Why do my inventory reports not match the figure on my inventory account code?
  • How do I reconcile deferred cost of goods?
  • Why is there a balance on my stock received not invoiced code?
  • Why does my accounts receivable report not match the balance on the accounts receivable code?

Sales reports and the income statement

Please see the Sales reports and the income statement help document for a comprehensive look on why you may see differences between the sales reports and the income statement.

Financial reports

Why is my VAT return incorrect?

Please see the Troubleshooting the VAT return help document for some guidance on common issues with the VAT return.

Why is my trial balance unbalanced?

Your trial balance should always balance. If it doesn't, there are two main issues which could be causing the discrepancy:

An unbalanced journal has posted

Some error has occurred that allowed a journal without balanced debits and credits to post. To check whether this is the case, go to Accounting > Data check and look at the "Journal check" box. That will list any imbalanced journals, which you can then edit or cancel.
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A journal has posted to a code that doesn't exist in your chart of accounts

This often happens when additional functionality is added without being configured properly, most often deferred cost of goods sold or a new currency without an exchange rate gains/losses account. It will manifest as a fluctuating discrepancy - one that changes with time.

To identify the journals, you can filter the trial balance back to a point before the discrepancy occurs, then move the date forwards and backwards in increments until you identify the first day it occurred. You can then export the general ledger for that day and use a pivot table or similar to find the journal causing the issue.

From there, you will know what function is causing the problem.

You can correct the existing entries by creating the account code the system tried to post them to. If you don't want to use that code, you can then post a journal transferring the balance to the code you want to use.

You can correct the issue going forwards by going into the appropriate setting and updating the default account code to the code you wish to use.

Sales reports

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

These reports are reporting on different parts of Brightpearl.

  • The customer list filtered by "last ordered" date

    This report looks at a single date recorded against the customer - the date of the last order they placed, whether entered manually or by an integration.

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

    So, for example, say James Smith places an order on January 1st 2015. He'll show up in the last ordered date range of January 1st 2015 to January 31st 2015.

    He then places another order on February 6th. His last ordered date is now February 6th, and he will not appear if filtering by last ordered date in January.

  • 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 dated January 1st 2015 to January 31st 2015, you'll see James Smith listed, and if you filter the report dated February 1st 2015 to February 28th 2015 you'll also see James Smith is listed.

    This report looks at the date of all orders.

Why has the cost price changed on my sales reports?

Your cost price for sales orders will change in accordance with the different stages of your sales order processing.

Before a sale is shipped, the system uses the price of the product on the cost price list assigned to the sale, giving you an estimated cost.

Once the sale has shipped, the actual cost price of the product will be used, as determined by FIFO.

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

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