Trial Balance Report — Printing

This report prints a trial balance report or worksheet that lists selected account balances for a specified fiscal period. Print it at the end of accounting periods, when you are ready to calculate adjusting entries.

For information on the contents of this report, see Trial Balance report — features.

Before using

• Update account information by entering, retrieving, and posting batches.

• Decide whether to list accounts by:

• Account Number— Lists accounts in order by their full account numbers.

• Segment— Lists accounts in order by the segment you specify. This is usually the best choice if printing reports by department or region.

• Account Group— Lists accounts by the account groups to which they are assigned.

• account-sorted Group— Lists accounts by the account sorted group. You can select this by first choosing the Select Account Groups by Sort Code Range option, and then click account-sorted Group.

• Decide whether to include accounts with no activity(zero balances and no transactions posted to them during the period selected for the report) .

• If you have provisionally posted batches, decide whether or how to include provisional data.

• Decide whether to use Rolled Up Amounts. Note: when you choose this option, the debits and credits on the report may not balance if any account is a member of more than one rollup group.

To print the report

1. Open General Ledger > G/L Reports > Trial Balance.

2. Select the report format:

3. Report— Shows net total debits and credits (difference between the total debits and total credits) for each or the accounts listed.

4. Worksheet— Trial balance report plus columns for manually entering income statement, balance sheet, and adjustment debits and credits.

5. Quantity Report— Trial balance report plus columns containing quantities and the unit of measure for each account listed.

6. Provisional Quantity— Trial balance report plus columns containing quantities and the unit of measure for each account listed. Figures include any provisionally posted amounts and quantities.

7. Provisional Included— Trial balance report where the amounts include any provisional postings.

8. Provisional Separate— Trial balance report plus separate columns showing provisionally posted amounts.

9. Provisional Worksheet— Trial balance report plus columns for manually entering income statement, balance sheet, and adjustment debits and credits. Figures include any provisionally posted amounts.

3. Select either Balances as of Year/Period or Net Changes for the Period in the Print field. If you selected Worksheet or Provisional Worksheet as the report format, the only option available in the Print field is Balances as of Year/Period.

4. Select the desired period(s) for the report. If you chose to print a Balances report, select a specific period. If you chose to print a Net Changes report select a range of periods.

5. Select the currency in which you want amounts to appear. If the euro is your functional currency and you have specified a reporting currency, the Currency selection list shows the Reporting option. Select Reporting to print all account balances for the year and period in the reporting currency.

Note: this field appears only if EUR is your company's functional currency.

6. Select Include Accounts With No Activity if you want to list accounts with zero balances, and no postings in the current year.

7. Select Use Rolled Up Amounts to print amounts and quantities of a rollup account (and all of its rollup member accounts) rolled up into a single amount or quantity. (The debits and credits on the report may not balance if any account is a member of more than one rollup group.)

8. Skip this step if you chose Worksheet or Provisional Worksheet in the Report Format field. If you chose to print a Net Changes for the Period report, the Include Net Income (Loss) Total for Listed Accounts checkbox is selected by default. Clear this checkbox if you do not wish to include totals for net income or loss for accounts in your report.

9. Specify whether you want to order the report by account number, segment, account group, or account sorted group, or optional field, and specify a range of accounts in that order.

10. Specify the range of accounts, segment codes, account groups, account-sorted group, and optional fields you want to print.

11. Click Print.

    Depending on the print option you select in the Print Destinations form (Printer, Preview, File, E-mail), you'll see a different destination-specific dialog box where you can specify more options.

    If you select the Printer option, G/L will display the Print dialog form where you can confirm your printer selection and change the number of copies you want printed. Choose OK if the settings are correct; otherwise, choose Cancel or Setup.

    If you select the File option, G/L will display the Report dialog box where you can select the file format (disk file, Exchange folder, Lotus Notes database, or Microsoft Mail) and the destination (the name of the file). When you choose OK, G/L will display the Export dialog box where you can finalize your selections.

    If you select the Preview (print to screen) option, G/L will generate and display the report in a Crystal Reports form. You have the option of printing the report or saving it to a file.

    If you select the E-mail option, G/L will display the Send Mail dialog box where you can compose an e-mail message and send the report as an attachment. G/L will automatically assign a report name and attach the report in RTF format to any message you compose and send from this dialog box.

See also

General Ledger reports

Trial Balance report — features