threadcount-community/docs/manual/reports/journal-export.md

title, section, order, summary, screen, role, keywords

title	section	order	summary	screen	role	keywords
Journal export	reports	3	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.	Reports › Spend › Journal	Admin or Issuer	journal, GL, general ledger, account code, finance, debit, CSV, export, posting, month end, reconcile, cost centre, unallocated, spend

What the journal is

The Journal panel on Reports › Spend turns the month's issues into one debit line per cost-centre code. It starts from the By cost centre table, drops cost centres with no items this month, and adds together wards that share a code. Lines are sorted by debit, largest first, and a TOTAL row closes the table.

The journal counts what Issued value 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 Issued value for the month. See Spend, Stock and People reports.

The export has debit lines only. There is no credit line and no date column.

The columns

Press Export journal CSV on the Journal panel. The Export CSV button in the page header downloads the whole monthly report instead. The journal file is threadcount-journal-YYYY-MM.csv, for example threadcount-journal-2026-08.csv.

Column	Holds
Cost Centre	The code, or UNALLOCATED
Department	The ward 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 is TOTAL, with the item count, 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 follows the prefix as a full month name and year, so Uniform issues becomes Uniform issues August 2026. There is one GL account per facility, and the Journal panel's head shows it after GL.

Choosing the period

The journal covers one calendar month, the one in Reporting month at the top of Reports. There is no custom date range. An issue belongs to the month of its date, which is the day in the facility's Time zone, under Settings › Facility, when it was recorded.

Print on the Journal panel 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 ward has no code, lands on UNALLOCATED. The Journal panel is then marked with the footer UNALLOCATED = no cost centre. Once a stocktake has been filed that month, step 3 of the month-end strip shows how many issues are affected, and pressing that number scrolls to the Journal. Until then the step reads Ready after the count. Set the person's ward or override on their record, and the line moves to the right code the next time the screen draws. See Cost centres.

Reconciling a line

1. Pick the month and open Spend.
2. Press the cost-centre code on the Journal line. A dialog titled Issues behind the code and the month lists the issues: date, staff, item, size, quantity, unit cost and value, with a total that equals the line's debit.
3. Press Export CSV in the dialog to give finance the detail. The file is named like threadcount-cost-centre-rgh-4010-2026-08.csv. Its first line names the cost centre and the month, then come the columns Date, Staff, Item, Size, Qty, Unit cost, Value and a TOTAL row.

The detail is recounted from the same issues as the line, 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 ward re-files their past issues, so export the journal before you change anyone's ward at month end.