The short answer
Open Sales & Profit in GrimLister, find the sold item, enter what you paid and where you sourced it, then choose Save cost & source. For multiple items, use the batch editor to apply a source, a unit cost, or an evenly split total after checking the selection.
1. Find the incomplete records
Open the Accounting area and go to Sales & Profit. Review the missing purchase cost count and use Missing cost only when you want to focus the batch selection on incomplete records.
A missing value is a prompt to find supporting information. Use the original receipt, payment record, or acquisition notes rather than guessing.
2. Save a cost for one sold item
Find the item and check its title and identifier. Enter the amount in What did you pay? and add the sourcing information in Where did you get it? Then choose Save cost & source.
Confirm the saved result. Available sales data and recorded expenses are used with the cost to calculate item profit. If financial data is still missing, resolve that gap before treating the result as complete.
3. Use the batch editor carefully
A $40 haul with ten items is not a $40 cost for each item. Likewise, do not spread the whole haul cost over only two sold items if the remaining inventory should retain part of that cost.
- Select only the sold items you intend to update.
- Choose a source when the selected items share one.
- Use Same cost for each item for a shared unit cost.
- Use Total haul cost, split evenly only for the intended allocation.
- Review the selected count and amount before applying the change.
4. Review profit in context
The item view includes direct sale-related amounts and recorded item expenses. Shared business overhead is shown in the broader Accounting view rather than being arbitrarily assigned to every sale.
After a refund or another adjustment, review the current records again. A previous profit figure may no longer represent the full transaction.
5. Use cleaner records in the year-end export
After filling missing costs, open Year-End Statements and select the relevant year. Review the period and remaining gaps, then export the PDF or Excel records for your bookkeeping process.
Keep the supporting purchase evidence. Entering a number in the app does not replace the documentation needed to explain it.
Common questions
Can I change an existing purchase cost?
Yes. Edit the cost for the correct item and save it. Keep evidence for the corrected amount and check the updated record.
Can I apply only the source without changing costs?
The batch editor supports a source, cost, or both. Leave the cost field blank when you intend to preserve the existing amounts, and review the selection before applying.