Summary

The Trial Balance Report will display the change in balance of general ledger accounts over a selected period of time. The Trial Balance Report will not display activity across more than one fiscal year.

Step by Step

1     Open the Trial Balance window (GL> Reports> Trial Balance).

2     Configure the report. 

• The Account From and Account To fields are used to filter the GL accounts that display on the report.
  • The function of the Account From and Account To fields will change depending on the GL account numbers entered into the window
  • Each GL account section will be evaluated separately using the following criteria
    • If the value in a GL account section is the same in the Account From and Account To fields, then only GL accounts that have that value in that section will be included on the report. For example, if you enter 01-20- and 05-20 in the Account From and Account To fields, all GL accounts between fund 01 and 05 with department 20 will be included on the report (01-20-001, 02-20-545, 03-20-111, 04-20-999, 05-20-555, etc.).
    • If the value in a GL account section is not the same, then that section of the GL account will be treated as a range. For example, if you enter 1-1-0001 and 1-1-0050, the fund and department sections are the same, so only GL accounts that are 1-1- will be included on the report. Since the account number portion of the GL account is different ( - -0001 and - -0050), that section will be treated as a range. The report in this example will include all GL accounts between 1-1-0001 and 1-1-0050.
  • Click the Account From or Account To field search icon to select the account number from a list. Make sure you select the correct fiscal year when selecting a GL account number. If the GL account does not exist in the fiscal year selected in the Fiscal Year field, then no information will display on the report.
• Enter a range of fiscal periods to filter the report in the Period From and Period To fields. The period range will default to the current fiscal period.
  • Enter the same fiscal period in the Period From and Period To fields to include a single fiscal period.
• The Fiscal Year field will default to the current fiscal year. Enter a fiscal year or click an arrow icon to increase or decrease the fiscal year.
• The Include drop-down menu is used to filter the GL accounts included in the report by ALFRE designation.
  • Select Balance Sheet Accounts if you would like to exclude revenue and expense GL accounts from the report.
• The Report Type drop-down menu is used to select the information that will display on the report.
  • The Summary version of the report will display the GL account number, GL account description, budget amount, beginning balance, debits and credits of the selected fiscal periods, and ending balance of all accounts included in the report.
    • The Summary report will only display the total credits and debits of the journal entries posted to the GL accounts. The report will not display the journal entry line items that created the debit and credit amounts.
  • The Detail version of the report includes all of the information on the Summary version as well as the detailed journal entry history and the batch number where applicable.
• Check the Include uncommitted journal entries toggle to include uncommitted manual journal entries on the report.
  • Checking this toggle will not include uncommitted AP invoice batches or other transactions in the report, it will only include uncommitted manual journal entries created in GL> Journal Entries> Edit Journal Entries.
• Check the Include inactive accounts toggle to include inactive GL accounts on the report.
  • GL accounts are active if the Account is Active toggle is checked on the GL account maintenance window.
    • You can view the Account is Active toggle for a GL account in GL> Maintenance> Chart of Accounts> General tab.
  • Transactions cannot be posted to inactive GL accounts. When the GL Distribution report is run on a batch process, the report will generate an error message that lists the inactive GL accounts.
• Check the Include expense liability detail toggle to include the description of the AP invoice line items on the report.
  • The AP Invoice line item description is entered in the Description field when an Invoice is created in AP> Invoice> Enter Invoices.
• Check the Print Inactive accounts only toggle if you only want inactive GL accounts to display on the report.
  • If you want to print a list of all inactive GL accounts, leave the Account field blank and select All in the Include drop-down menu.
  • GL accounts are inactive if the Account is Active toggle is not checked on the GL account maintenance window.
    • You can view the Account is Active toggle for a GL account in GL> Maintenance> Chart of Accounts> General tab.
• Check the Suppress Accounts Without Balance, Budget, or Activity toggle to remove accounts with no activity, a zero budget and no beginning balance from the report.
• Check the Page break by fund or Page break by department toggles to configure how the report will be displayed.
• Check the Display Running Balance toggle to include the running balance for each account when generating the Detail report type.
  • The running balance will be displayed in the Balance column on the right side of the report.
• The budgeted amount displayed in this report is the Budget field in Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Budget tab). The Budget field is used instead of the Adopted budget field because it contains any budget adjustments (GL> Budget Adjustments) to the budget made after the budget has been adopted. This includes adjustments made to the general ledger account budget due to rolling over purchase orders.
  • The Budgeted Amount column is the total fiscal year budget. If you are dispersing the fiscal budget to specific fiscal periods that information will not be reflected in this report.
• The Debits and Credits fields are filtered by period should be the same as the amounts in GL> Maintenance> Chart of Accounts> Balance tab.

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook PDF format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • 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 a print option is selected, that option will automatically be selected the next time you access the report. For example, if you select Excel from the drop-down menu, the next time you access the report the Excel button will be displayed by default.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button   on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.