Trial Balance
General Ledger Menu -> Reports
-> Trial Balance
General Ledger Menu -> Reports
-> Trial Balance by Layout ->
Trial Balance By 'Account'
The Trial Balance can be used to print a detailed list of posted
G/L transactions for each G/L account in the period, or to print
only the summarized totals per G/L account, including the beginning
balances, the Debit and Credit amounts in the period, the net
change and the ending balances.
Note: The alternative Trial Balance From
Summarized Totals report is based on the summarized totals as
determined the last time Summarize G/L For
Financial Statements utility was successfully run.
At month end the Trial Balance Summary can be used in
preparation for closing the month, prior to printing the Detailed
Trial Balance.
The Standard Detailed Trail Balance, outputs all posted
transactions for the month by account.
In order to ensure that the report is complete, print the Trial
Balance AFTER completing the following:
- All Sales Invoices have been posted.
- All Customer Payments have been posted.
- All Purchases Invoices have been posted.
- All Payments to Vendors have been posted.
- All Checks have been posted.
- All Journal Entries, including Bank Deposits have been
posted.
- All Bank Accounts have been Reconciled.
There are two format options provided to define the account
selection as follows:
- Standard Trial Balance:
The Standard Trial Balance includes ALL G/L accounts in the
range.
-
Trial Balance by Statement Layout:
This option only includes selected accounts according to the
structure of a Statement Layout, as
outlined in Trial Balance by Layout.
Select Trial Balance to print the posted G/L transactions
for the month in both the detail and the summary reports to provide
complete records.
This report should be stored for future audit trail reference.
The prompts are:
-
- TRIAL BALANCE BY
- Select one of the following format options to define the
account selection:
- Select Account to generate the Trial Balance for all
accounts in the range.
- Select Layout to generate the Trial Balance for the
accounts defined in a selected layout as outlined in Trial Balance by Layout.
The default displayed reflects the last type of Trial Balance
that was run.
Standard Trial Balance selection filters:
-
- FROM ACCOUNT NUMBER
- Leave this field blank for the report to begin at the first
account, or select a starting primary account from the G/L Account Search window.
This starting selection field always refers to the primary
account number, and not the alternate account number.
TO ACCOUNT NUMBER
- Leave this field blank for the report to end after the last
account, or select an ending primary account from the window.
PRINT BY DIVISION
- Check this box to sort the report by division.
e.g. All entries posted to Division 1 accounts will print first,
then all entries posted to Division 2 accounts will print next.
Uncheck this box to sort the report by account number.
e.g. Account# 4000 'Sales Revenue' will list 4000 Division 1
amount, followed by 4000 Division 2 amount, then 4000 Division 3
amount, before the next account number is listed.
DIVISION, "ALL" OR "SEL"
-
- To print the report for a single division, leave this field
blank for the Head Office Division, or enter a specific division
code, or select a division from the drop-down list.
- Type ALL to include all divisions, in the report.
- Type SEL to select specific divisions or to select divisions by
accounting region as outlined in Division
Select By Region.
Note: This G/L report does not respect divisional restrictions
set by operator Access Values.
YEAR START DATE
- Enter your firm's Fiscal Year Start Date.
This defaults from the Year Start Date used the last time
the G/L was summarized in Summarize G/L for
Financial Statements.
PERIOD START DATE
- Enter the first day of the month, or the first day of the
period.
This defaults from the Period Start Date used the last time
the G/L was summarized in Summarize G/L for
Financial Statements.
PERIOD END DATE
- Enter the last day of the month, or the last day of the
period.
This defaults from the Period End Date used the last time
the G/L was summarized in Summarize G/L for
Financial Statements.
REPORT TYPE
- Select one of the following sort options:
- Select Summary to output the account information in a
summarized format, providing only a total for each
account/division.
- Select Detail to output the detailed account information
listing each posted transaction in the period.
PAGE BREAK BY ACCOUNT
- This print option is only available on the detailed report if
the accounts are NOT being printed by division as determined by the
Print By Division option above.
Check this box to output each account with the records for the
selected divisions, on a separate page.
Uncheck this box if the accounts do not need to be printed on
separate pages.
PRINT ALTERNATE ACCOUNT#
- An optional Alternate Account number can be assigned to each
account in Chart Of Accounts.
Uncheck this box to generate the report for the selected list,
printing only the primary account #s.
Check this box to print the report using the alternate account
numbers. If an alternate account number does not exist for an
account in the selected range, then the primary account number is
printed.
REPORT OPTIONS
- This value defaults to the operator preference as defined in
Operators.
Select one of the output options to Print a report or export
the data to Excel as outlined in Report Options.
Finished?
- Click the ACCEPT button to begin printing the report, or CANCEL
to abort.
Report Out Of Balance Conditions:
If the report is printed for all accounts, to be in balance the
Beginning total, the Net Change and the Ending total must each be
zero.
If these totals are NOT zero, then follow the instructions below to
resolve the problem.
- Beginning Balance Not Zero
- If the beginning balance is not zero, it may be due to one of
these:
- The prior Fiscal Year may not have been closed, and if so the
Beginning Balance will equal the Net Income for the prior year.
Once the entries are made to close the prior Fiscal Year, this will
solve itself.
- The debits may not equal the credits in an earlier time
period.
- A balanced entry (debits = credits) may have been back dated
into a prior Fiscal Year.
This would re-open the prior year, affecting the year's Net Income
incorrectly.
Follow the instructions under the Print G/L
Trx/Date Errors to identify the errors.
Net Change Not Zero:
- If the net change is not zero, then the debits do not equal the
credits within the date range specified on the Trial Balance.
Run Print G/L Dates Out Of Balance for the
current period date range of the Trial Balance.
Ending Balance Not Zero:
- If the problems with the Beginning Balance and the Net Change
not equaling zero are resolved, then the Ending Balance will become
zero.
Topic Keyword: GLGL10