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

1Open theTrial Balancewindow (GL Reports Trial Balance).

2Configure the report.

• TheAccount FromandAccount Tofields are used to filter the GL accounts that display on the report.
  • The function of theAccount FromandAccount Tofields 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 theAccount FromandAccount Tofields, 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 theAccount FromandAccount Tofields, 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 theAccount FromorAccount Tofield search iconto 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 theFiscal Yearfield, then no information will display on the report.
• Enter a range of fiscal periods to filter the report in thePeriod FromandPeriod Tofields. The period range will default to the current fiscal period.
  • Enter the same fiscal period in thePeriod FromandPeriod Tofields to include a single fiscal period.
• TheFiscal Yearfield will default to the current fiscal year. Enter a fiscal year or click an arrow icon to increase or decrease the fiscal year.
• TheIncludedrop-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.
• TheReport Typedrop-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 theInclude uncommitted journal entriestoggle 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 theInclude inactive accountstoggle to include inactive GL accounts on the report.
  • GL accounts are active if theAccount is Activetoggle is checked on the GL account maintenance window.
    • You can view theAccount is Activetoggle 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 theInclude expense liability detailtoggle 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 thePrint Inactive accounts onlytoggle 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 theAccountfield blank and select All in the Include drop-down menu.
  • GL accounts are inactive if theAccount is Activetoggle is not checked on the GL account maintenance window.
    • You can view theAccount is Activetoggle for a GL account in GL Maintenance Chart of Accounts General tab.
• Check theSuppress Accounts Without Balance, Budget, or Activitytoggle to remove accounts with no activity, a zero budget and no beginning balance from the report.
• Check thePage break by fundorPage break by departmenttoggles to configure how the report will be displayed.
• Check theDisplay Running Balancetoggle 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 theBudgetfield in Chart of Accounts Maintenance window (GL Maintenance Chart of Accounts Budget tab). TheBudgetfield is used instead of theAdoptedbudget 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.
  • TheBudgeted Amountcolumn 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.
• TheDebitsandCreditsfields are filtered by period should be the same as the amounts in GL Maintenance Chart of Accounts Balance tab.

3Print the report.

• Once the required report settings have been specified, click the Print buttonto 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 buttonwill be displayed by default.
• Click the Schedule iconnext 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 clickSUBMIT.
• 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. Hover over the Info icon to view the parameters on the previous report.
  • This section will display the last three times the report was generated.