Sales Journal

Sales Journal is a specialized accounting journal and it is also a prime entry book used in an accounting system to keep track of the sales of items that customers(debtors) have purchased on account by charging a receivable on the debit side of an accounts receivable account and crediting revenue on the credit side.

Purpose of the Report

The primary purpose of the Sales Journal Report is to provide businesses with a detailed, chronological record of all credit and cash sales transactions. This report is critical for:

• Tax Compliance: Monitoring VAT collections for Bureau of Internal Revenue (BIR) reporting.
• Receivables Tracking: Identifying which sales are fully paid versus those that remain outstanding or unpaid.
• Audit Trails: Cross-referencing sales invoices (Sales No) with manual documentation (Doc Ref).
• Financial Analysis: Evaluating total revenue generated before and after sales discounts.

Step-by-Step Guide to Using the Report

1. Accessing the Sales Journal

Navigate to the main menu on the left side of your dashboard. Click on the REPORTS dropdown menu, select Sales & Collections, and then click on Sales Journal.

2. Setting the Date Range

Locate the date filter fields at the top of the report page. Click the first date field to select your desired start date (e.g., 01/01/2026) and the second date field to select your desired end date (e.g., 12/31/2026).

3. Applying the Filters

After defining your date range, click the Go button situated next to the date fields to refresh and generate the sales log for that specific period.

4. Adjusting Rows Per Page

If you want to view more transactions at once, look for the Per Page dropdown menu in the upper left area of the report panel. You can change the view from the default 10 rows to 50 or 100 rows per page.

5. Reviewing Transaction Details

Examine individual row items to audit your sales. Each line item displays critical information:

• The system-generated invoice ID under Sales No.
• The Customer name and any manually encoded Document Reference.
• The Date Delivered and Date Due to track payment timelines.
• The financial breakdown, including Total Amount, Discounts applied, VAT, and final Amount Due.
• The current collection payment status (Fully Paid or Unpaid).

6. Paging Through Results

To view additional records beyond the first page, use the pagination navigation controls located at the bottom right of the page (e.g., clicking page numbers 2, 3, etc., or the arrow keys).

7. Exporting the Data

To download the generated report for manual bookkeeping or presentation purposes, click the blue Export button located in the upper right corner of the report window and select your preferred file format.