Exporting Sales with the BC LDB Batch Report

If you sell to licensees and stores in British Columbia, you send the BC Liquor Distribution Branch (LDB) a file of your sales. The BC LDB Batch Report builds that file for you from the orders in BarSight. It is laid out the way the LDB asks for it, with the same columns in the same order, so you can download it and send it on without reformatting anything.

Before You Start

The report is for British Columbia accounts. You need access to the brewery reports.
Enter your store number. Open Brewery → Settings, open your facility, and fill in Store Number in the BC Tax Setup box. See Brewery Facility Types Explained.
Check your customers. Every BC customer needs a License Type and a License # on their profile. These become the Customer_Type and Customer_Number columns in the file.
Check your SKUs. Each package you sell needs the LDB's SKU for it. A package with no SKU is written as 0000000. The quickest way to load them is the LDB price list. See Importing Products and Pricing from the BC LDB Price List.
Check your SKU multipliers. If you sell a flat but the LDB wants each can or 4-pack, the multiplier turns your quantity into the LDB's. See The SKU Multiplier.

Step 1: Open the Report

Navigate to Reports → Brewery.
Click BC LDB Batch Report in the list on the left.

[SCREENSHOT: Brewery reports list with BC LDB Batch Report highlighted]

Step 2: Choose What to Include

Field	What It Does
Starting Date and Ending Date	The orders to include. They are filled in with last month the first time you open the report, and remember what you chose last for an hour. For a weekly file, choose Monday to Sunday.
Facility	All, or only the orders sold from one facility.
Location	All Locations, or only the orders for one of your locations.
Convert COU to MOS	Ticked by default. Customers with the Counter type (`COU`) are written as `MOS` (Manufacturer's On-site Store). Untick it to keep `COU`.
View As	CSV and Excel download a file. Web shows the report on screen.

[SCREENSHOT: BC LDB Batch Report form with the weekly dates, Facility, Location, Convert COU to MOS and View As fields]

Step 3: Preview It on Screen

View As starts on CSV, the format the LDB wants. A CSV download marks the orders as reported straight away, so change it to Web whenever you only want to look.

Set View As to Web.
Click Get Report.
Read through the table. Check the customer numbers, SKUs and totals.

A preview does not use the orders up. You can run it as many times as you like while you fix things.

[SCREENSHOT: LDB Batch Report shown on screen as a table]

Step 4: Download the File

Set View As to CSV (or Excel if you prefer a spreadsheet).
Click Get Report.
If BarSight warns that some orders were already reported, read the note below, then continue or cancel.
Your browser downloads the file. Its name starts with Store_ and ends with your ending date, such as Store_4567_Oct-18-2026.csv. The name is only a label for you, so check the Store_Number column inside the file.

Orders Are Marked as Reported

Every order in a CSV or Excel download is marked as reported. If you export a date range that includes those orders again, BarSight shows an Already Reported warning first: "Some orders in this date range have already been included in a previous report. Orders already reported will be marked with a Caution message. Do you want to continue?" If you continue, those lines are written with Sale - Caution or Return - Caution in the Transaction_Type column. Remove those rows before you send the file if you already sent them to the LDB. The warning can also mention orders that are not in your file, such as sales to government stores, because every order in the range is marked as reported when you download.

Step 5: Send It to the LDB

Send the downloaded file to the LDB the way you normally submit your sales. Do not edit the heading row, and do not add or remove columns.

What the File Looks Like

Here is a made-up weekly file, so you can see what to expect. It has seven sales lines on five orders, and one return.

ldb_batch_report_sample.csv Sample weekly BC LDB batch report with sales, a counter sale and a return

Download Sample

Notice these things in the sample:

Order 3101 has two lines, a case of 4-packs and a keg. The Total_Doc_Amount is the same on both, because it is the total of the whole order.
Order 3103 is a counter sale. Its customer number is the brewery's own store number, and its customer type is MOS.
The return is listed after the sales. Its Invoice_Reference_Number is the return's own number, Original_Invoice_Number holds the order it came from, and Return_Reason_Code is 1.
Payment_Method is always empty.

The Columns

Column	What It Holds
`Store_Number`	The Store Number on the facility that sold the order. If the stock came from a storage facility, the selling facility set on the order is used, so the storage facility does not need a Store Number.
`Transaction_Type`	`Sale` or `Return`. Orders that were reported before show `Sale - Caution` or `Return - Caution`.
`Transaction_Date`	The order date for a sale, or the refund date for a return, written as month/day/year, like `10/13/2026`.
`Invoice_Reference_Number`	The order's number as printed on its invoice, with the Invoice Prefix from your facility settings in front if you use one. If the order was sold under a brand, the brand's prefix is used. For a return, BarSight's own record number for the return.
`Original_Invoice_Number`	Empty for a sale. For a return, the invoice number of the original sale, with the same prefix.
`Customer_Number`	The customer's License #. For a counter customer, or a customer with no License Type, it is your store number.
`Customer_Type`	The three letter code from the customer's License Type, such as `LIC` or `LRS`. A customer with no License Type is treated as a counter customer, so shows `COU`, or `MOS` when the conversion box is ticked.
`Payment_Method`	Always empty.
`SKU`	The SKU saved on the package that was sold. `0000000` if the package has none.
`Quantity`	The number of LDB selling units: the quantity on the order multiplied by the package group's SKU multiplier, rounded up to a whole number.
`Price`	The unit price on the order line, with two decimals.
`Container_Deposit`	The container deposit for the line, with two decimals.
`Total_Doc_Amount`	The total of the whole order, including tax and deposits. It repeats on every line of the same order. For a return, it is the value of the returned line with tax and deposit.
`Return_Reason_Code`	Empty for a sale. For a return, the reason code from 1 to 8 chosen when the return was processed, if there is one.

Return Reason Codes

Code	Reason
1	Defective
2	SEP Return
3	Seasonal Closing
4	Out of Business
5	Customer error
6	Store pricing error
7	Store shipping error
8	Sales invoice adjustment

What Is Included and What Is Left Out

Included

Every order dated from your Starting Date to your Ending Date, whatever its status. Orders that are still pending appear too.
Every return (refund) dated in the range, even if the original order was in an earlier week.

An order you delete in BarSight does not appear, because deleting it removes its lines. An order that has a payment on it cannot be deleted at all, even after the payment is refunded, so a refund always stays on record and is reported as a return.

Left out

Government stores. Customers whose License Type is Government Retail Store (GRS) never appear on this report.
Customers outside British Columbia. Only customers whose province is set to British Columbia are included. A customer with no province set is left out, so make sure every BC customer has it chosen.
Products that are not reportable. A product with the Reportable box unticked on its product page is skipped. Untick it for non-alcoholic products.

The License Type and province on each customer's profile decide where their sales land. Setting those up correctly is the most important step in getting a clean file.

A Weekly Routine

Make sure the week's orders are entered, and that any returns are processed.
Run the report with View As set to Web for Monday to Sunday and check it.
Fix anything you find on the customer or the package, then run the preview again.
Download the CSV.
Send it to the LDB.

Have It Emailed to You

If you would like the file waiting in your inbox, click Schedule Email at the top of the report box and choose Add Schedule. A scheduled report produces the same CSV or Excel file and marks its orders as reported, exactly like a manual download, so do not also download the same range by hand. Choose the date range when you set up the schedule, and tick or untick Convert COU to MOS first, because the schedule keeps the choices you had when you saved it. A scheduled report does not show the Already Reported warning.

Tips and Best Practices

Preview before you download. Downloads mark orders as reported, previews do not.
Use the same days every week. A Monday to Sunday range stops orders from being missed or counted twice.
Look at the Customer_Number column. A blank or a store number where you expected a license number means the customer is missing a License #.
Look at the SKU column. Any 0000000 needs a SKU on its package.
Keep each file you send. You will want it if the LDB asks a question about a week.

Troubleshooting

Problem: A sale I expected is missing.

Solution: Check the order's date, and then the customer. The customer may be a Government Retail Store, may be outside British Columbia, or the product may have Reportable unticked.

Problem: A customer shows my store number instead of their license number.

Solution: The customer has the Counter License Type, or none at all. Open the customer and set their License Type and License #.

Problem: The Customer_Number is empty.

Solution: The customer has a License Type but no License #, or your facility has no Store Number. Fill in the missing one.

Problem: The SKU shows 0000000.

Solution: The package on that order has no SKU. Add it to the package, or import it from the LDB price list.

Problem: Rows say "Sale - Caution".

Solution: Those orders were in an earlier download. If the LDB already has them, delete those rows before you send the file.

Problem: The quantity is not what I sold.

Solution: Quantity is in LDB selling units, your quantity times the SKU multiplier. Check the multiplier on the package group.

Problem: The file only has a heading row.

Solution: No orders matched. Check the dates and the Facility and Location choices, and make sure the customers and products are not being left out as described above.

Problem: The Store_Number column is empty.

Solution: Add the Store Number to the facility that sold the orders, in the BC Tax Setup box.