Monthly COGS Journal Entries

QuickBooks connected with the COGS Account and Inventory Asset Account mapped on the QuickBooks integration card.

1. Open Financials → Accounting. Each month lists its order count and a status chip: "N to post", Posted, or "N new since post". 2. Click a month to expand it. Ventorie computes the preflight: total COGS across unposted orders, a cost-source summary (lot costs, weighted average, standard cost), and the per-order table with each order's cost basis. 3. Review the amber warnings, if any: lines missing cost post as $0 — set the costs first (the warning links you to the Overview tab), then re-open the month. 4. Click "Post $X to QuickBooks". One journal entry posts, dated month-end: debit COGS, credit Inventory Asset.

Orders that ship or sync after you've posted a month don't reopen it. The month shows "N new since post", and posting again creates an additive follow-up entry covering only the new orders — never a duplicate of what's already in QBO.

The month in progress is marked with an "In progress" chip, and its post action steps back to a secondary "Post partial month" button — the usual flow is to post once the month closes. Posting early is safe if your cadence differs (weekly closes, mid-month cutoffs): orders that arrive afterwards are covered by an additive follow-up entry when you post again.

If a month's COGS is already in QuickBooks — your bookkeeper's manual entry, or a previous integration — don't post it again from Ventorie. Expand the month and click "Mark month as handled outside Ventorie": its orders are excluded from posting (the badge shows "Handled outside Ventorie"), so nothing double-counts. Unmark any time to bring the month back into scope. Typical onboarding: mark every month your bookkeeper has already closed, then let Ventorie take over from the current month forward.

Best available source, in order: 1. Lot costs — for lot-tracked products, the actual cost of the specific lots the order consumed (true FIFO). Units beyond lot records price at the product-card cost. 2. Receipt costs (FIFO) — products without lots still receive through POs, so every receipt creates a dated cost record. Ventorie replays your sales in order against those records: each order knows exactly which receipt it consumed and at what price. Stock from before you tracked receipts counts as oldest, at the product-card cost; sales beyond all receipt history price at the product-card cost too. 3. Product-card cost — when there's no receipt history at all; flagged in the preflight when it's missing too.

One summary entry per month keeps your P&L readable — one COGS line per month instead of hundreds of order-level entries — and gives you a review step before numbers hit the books. If you specifically want order-level, real-time COGS in QBO, enable Auto-sync on fulfillment on the QuickBooks card; the monthly view skips per-order-synced orders automatically.