ThreadCount Community edition

Uniform stock management for healthcare linen rooms: the coordinator app, the phone counter and the staff app, for your own server. Built from a113353 on 2026-09-15. Licensed under the Functional Source License (FSL-1.1-ALv2).
2026-09-15 22:54:09 +10:00
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+---
+title: Journal export
+section: reports
+order: 3
+summary: One debit line per cost centre for the month, its exact CSV layout, where the GL account is set, and how to trace a line back to the issues.
+screen: Reports › Journal
+role: Admin or Issuer
+keywords: journal, GL, general ledger, account code, finance, debit, CSV, export, posting, month end, reconcile, cost centre, unallocated
+---
+
+## What the journal is
+
+`Reports › Journal` turns the month's issues into one debit line per cost-centre code. It starts from the cost centre table on Overview, drops cost centres with no items this month, and adds together departments that share a code. Lines are sorted by debit, largest first, and a `TOTAL` row closes the table.
+
+The journal counts exactly what Overview counts: issues dated in the month, less garments returned as `Returned - Good`, less issues from the pre-loved pool, each at the unit cost stored when it was issued. Its total equals Overview's issued value for the month. See [The nine reports](/docs/reports/the-nine-reports).
+
+The export has debit lines only. There is no credit line and no date column.
+
+## The columns
+
+Press `Export journal CSV` on the tab, or `Export CSV` in the header. The file is `threadcount-journal-YYYY-MM.csv`, for example `threadcount-journal-2026-08.csv`.
+
+| Column | Holds |
+|---|---|
+| Cost Centre | The code, or `UNALLOCATED` |
+| Department | The department name; several are joined with ` / ` |
+| GL Account | The GL account from Settings, the same on every line |
+| Description | The description prefix, a space, then the month |
+| Items | Items issued, a whole number |
+| Debit | The value to 2 decimal places, with no dollar sign or commas |
+
+The first row is the header and the last row is `TOTAL`, with the item count and the debit total and the middle columns blank:
+
+```
+"Cost Centre","Department","GL Account","Description","Items","Debit"
+"RGH-4010","Ward 4A","631020","Uniform issues August 2026",42,"1386.00"
+"RGH-5090","Ward 5C / Theatres","631020","Uniform issues August 2026",17,"602.50"
+"TOTAL","","","",59,"1988.50"
+```
+
+Text is wrapped in double quotes, and so is the debit. Text that begins with a space, `=`, `+`, `-` or `@` gets a leading apostrophe, so a spreadsheet does not read it as a formula. The file is UTF-8 with a byte-order mark.
+
+## The GL account and description
+
+An Admin sets both under `Settings › Facility`, in `Finance & reports`:
+
+- `GL account`, up to 40 characters. While it is blank, the journal shows `—` in its place.
+- `Journal description prefix`, up to 120 characters. While it is blank, the journal uses `Uniform issues`.
+
+The month is added after the prefix as a full month name and year, so `Uniform issues` becomes `Uniform issues August 2026`. There is one GL account per facility.
+
+## Choosing the period
+
+The journal covers one calendar month, the one in the month picker at the top of `Reports`. There is no custom date range. An issue belongs to the month of its date, and that date is the day in the facility's `Time zone` under `Settings › Facility` when it was recorded.
+
+`Print` on the Journal tab prints the same table on A4, headed `End-of-month journal` and the month.
+
+## UNALLOCATED lines
+
+An issue to someone with no cost centre override, whose department has no code, lands on `UNALLOCATED`. The Journal panel is then marked, and its footer tells you to set the person's department or override on People before posting. Fix the record, and the line moves to the right code the next time the screen draws. See [Cost centres](/docs/reports/cost-centres).
+
+## Reconciling a line
+
+1. **Pick the month and open Journal.**
+2. **Press the cost centre code.** A window opens listing the issues behind that line: date, staff, item, size, quantity, unit cost and value, with a total that equals the line's debit.
+3. **Press `Export CSV` in that window** to give finance the detail. The file is `threadcount-cost-centre-rgh-4010-2026-08.csv`, with a first line naming the cost centre and the month, then the columns `Date, Staff, Item, Size, Qty, Unit cost, Value` and a `TOTAL` row.
+
+The detail is counted from the same issues as the line each time it opens, so the two agree. Both follow each person's cost centre as it is now, not as it was in that month.
+
+> **Careful** Moving a person to another department re-files their past issues, so export the journal before you change anyone's department at month end.