Trial Balance

The Trial Balance is a diagnostic tool that may be used to check the balances and activity of all accounts for any period or range of periods selected.

Select Write Up>Trial Balance.

Customize

Customize the display by removing or rearranging columns using Column Configuration.

Upper Grid

From Period/Year and To Period/Year

Select the From and To Period/Year range as desired and then click Get Balances.  It can take several seconds to build the data in this window, depending upon the size of the client data file and the number of periods selected. 

Get Balances

Click the Get Balances button any time you change the period range, Summary or Detail, or $ Activity or Qty Activity to update the results.

Summary or Detail Toggle

• Summary—This displays one Activity column in the upper grid which shows the total activity
  for each account for the Year/Period range selected.
• Detail—This displays an Activity column for each period within the Year/Period range selected. The column headings indicate the type of data being presented, as well as the period and year. For example, $ 1-2012 is currency data for period one (1) of 2012.

$ Activity or Qty Activity Toggle

$ Activity or Qty Activity only applies when Detail is selected.

• $ Activity—Displays currency values for accounts.
• Qty Activity—Displays quantity (units, gallons, hours, etc.) values for accounts.

Activity for…

Activity for… is the sum total of the Activity column when Summary is selected, or the total Activity for any selected period when Detail is selected. To select a column for the Activity total, single click in any cell of the desired column. This total should be zero (0) if the GL is in balance for the period(s).

Balance Total

Balance Total is the sum total of all account balances for the selected To Period/Year. This total should be zero (0) if the General Ledger is in balance through the period.

Export

1. Click the Export button found to the right of the upper grid to export the results of the Trial Balance as displayed in the upper grid. Click the second Export button found to the right of the lower grid to export the results of the Account Detail as displayed in the lower grid.
2. Select the desired file type.
3. Type the file path, or browse for the file path using the  button.
   

Print

Click the Print button found to the right of the upper grid to print the results of the Trial Balance as displayed in the grid. Click the Print button found to the right of the lower grid to print the results of the Account Detail as displayed in the lower grid.

Due to printer variations, column widths do not always print as they look on the screen. Use Options>Print Offset to adjust for these differences. Increase the number to increase the printed column width and decrease the number to decrease the width. Once this is set for your system, columns will print as they appear on your screen.

Lower grid

Double click on any cell in the Activity column in the upper grid to display the transactions that make up that Activity total in the lower grid. By using Column Configuration, you can hide or rearrange the many available column types.

Totals at the bottom of the lower grid display the net Total, Debit total, and Credit total of the transactions displayed in the grid.

To Export and Print information in the lower grid, follow the instructions for those functions in the upper grid section above.

Options

Click the Options  icon to see the following options:

Print Offset

• Use the Print Offset to print columns as they appear on your screen. Increase the number to increase the printed column width and decrease the number to decrease the width.

Open with Current

• Yes—The window will open to a trial balance with balances for the current accounting period.
• No— The window to open much more quickly, but without any amounts. This allows you to select the desired Period/Year range without having to wait for the current balances to be loaded.

Live Update

• Yes—The balances and activity amounts will automatically update if an edit to an entry causes a change.
• No—The balances and activity amounts will not automatically update if an edit to an entry causes a change. You must click Get Balances to update these amounts.

Display Mode

• +/- Balance—Debit amounts will always be displayed as positive numbers, and credit amounts will always be displayed as negative numbers.
• Natural Balance—Debit amounts will be displayed as positive and credit amounts will be displayed as negative amounts if the natural balance for the account is a debit. If the natural balance is a credit, credits will be displayed as positive numbers, and debits will be displayed as negative numbers.

Begin Balance at Left

• Yes—The window will open with the Beginning Balance column as the first amount column regardless of the column order the last time the window was closed.
• No— The window to open with the columns in same order as the last time the window was closed.

Show Budget Details

• Yes—The window will open with the budget amounts displayed.
• No— The window will open with actual amounts displayed.