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:

1. Standard Trial Balance:
   The Standard Trial Balance includes ALL G/L accounts in the range.

2. 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.