Summary

The Trial Balance by Period report is designed to assist you in preparing period budget figures. The report will display the transactions of each general ledger account by fiscal period, and will also display the budget and YTD budget. If the fund (first GL account section) has been titled on the Section Maintenance window (GL> Maintenance> Section), the section name will display on the report.

Step by Step

1     Open the Trial Balance by Period report (GL> Reports> Trial Balance by Period).

2     Configure the report.

• Check the toggle next to each ALFRE designation you would like to include in the report.
  • GL accounts are given their ALFRE designation when they are attached to an account type (GL> Maintenance> Chart of Accounts> General tab> Account Type field).
• Select a Fiscal Year from the drop-down menu.
• Enter an upper fiscal period limit in the Through Period field. The report will display fiscal period 1 through the fiscal period entered in this field.
  • When the report is processed it will display a column for all twelve fiscal periods, but data will only be contained in the columns that have been included in the date range selected in the Through Period field.
• Enter a range of general ledger accounts in the From Account and To Account fields to filter the accounts that display on the report.
• Check the Exclude accounts with no activity or budget toggle to filter out all accounts that have no activity and no budget during the reporting period.
• Check the Include non-budgetable accounts toggle if you would like the report to include those accounts that are not marked as budgetable on the GL Chart of Accounts (GL> Maintenance> Chart of Accounts> General tab> Account is Budgetable toggle).
• Check the Use period budgeting toggle to use period budgeting values when calculating YTD budget amounts.
  • When this toggle is checked, the YTD budget will be calculated by adding the Period values through the period entered in the Through Period field above. These Period values are set on the Budget tab of the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Budget tab> Period 1 through Period 12 fields).
• The report will display the transactions of the GL accounts broken out by fiscal period, budget, YTD budget, and total YTD actuals. The report will be grouped by fund, department and general ledger account number.
  • The Budget column displays the budget of a general ledger account. This amount is pulled from the Budget field on the general ledger account (GL> Maintenance> Chart of Accounts> Budget tab> Budget field). This budget amount is not necessarily the same as the Adopted budget.
    • This amount will include any budget adjustments entered through the Budget Adjustments process.
  • The YTD Budget column will display the total budget amount distributed over the periods included in the report. If you are using period budgeting, the period budgets will not display in the YTD budget column, only the prorated total budget amount.

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 Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Scheduled printing has not yet been enabled for reports generated from process batches. This functionality will be released in an upcoming service pack.
• 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.