Summary

The Trial Balance report displays the balance and activity of customer accounts filtered by date, fee codes and billing cycle.

Step by Step

1     Open the AR Trial Balance Report window (AR> Reports> AR Trial Balance).

2     Configure the report.

• Select the Billing Cycles and Fee Codes to include in the report.
  • All fee codes will be selected by default.
• Select the Date Type that will determine how the report is filtered.
  • The date type selected in the section will determine what date type is used in the From Date and To Date fields.
  • The Tran Date is a user defined field created when a batch or transaction is first being processed.
    • Transaction dates are entered in the AR> Generate Invoices> Transaction Date field when creating invoices.
  • The Post Date is the actual date a batch is committed. The Post Date is not necessarily the same date as the Journal Entry Date.
  • The JE Date is the journal entry date specified on any activity included in the report. This date is usually specified during the GL Distribution step of a batch process.
• Enter a date range for the report in the From Date and To Date fields. This will filter the transactions that are pulled into the report. If you leave the dates blank the report will print the entire history.
  • The Beginning Balance and Balance Forward columns in the report are determined by the date range entered in the From Date and To Date fields. Transactions that are not part of the selected date range will be put in either the Beginning Balance or Balance Forward column.
• Select the level of detail you would like in your report from the Report Type drop-down menu.
  • The Summary report will print a single line for each account that has the customer number, name, account number, beginning balance, invoices, adjustments, penalties and payments during the period selected, as well as the unapplied credits and balance forward.
  • The Detail report will print the date, fee code, description, and dollar amount of each invoice, penalty, payment and adjustment during the period selected. It will sort by date and invoice number.
• Select how you want the report sorted from the Sort Type drop-down menu. The report can be sorted by account number or customer number.
• Check the Show Account Description toggle to include the Account Description column in the report.
• Check the Show customers with $0 balance and/or Show customers with not activity toggles to include these customers in the report.
• Check the Include unapplied credits in balances toggle to include any unapplied credits associated with the account in the beginning balance and balance forward values.
  • Unapplied credits are displayed in a separate column in the report. The transactions that will display in the Unapplied Credits column are determined by your toggle selection.
• Check the Include Deposit Amounts in Credits toggle to include account deposits in the Unapplied Credits amount displayed on the report.
  • When this toggle is checked, any accounts in the report that include a deposit in the Unapplied Credits column will display an asterisk (*) next to the Unapplied Credits total.
• Select the customer accounts that will appear in the report.
  • Click the Create icon and choose the accounts from the Account Selection window.
  • If you want to select more than one customer account you can hold down CTRL and click on the accounts you want to include in the statement. Each account you select will print on a separate activity statement and they will not be summed together.
  • Specifying individual accounts will override the filtering options specified above.

3     Print the report.

• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).