Use this screen to print a report of all account/organization (or "account/org") balances.
The trial balance is the first report to run when you are doing an account reconciliation. You will usually print the trial balance to ensure that all of your accounts are in balance.
The trial balance report prints a listing of all accounts in the General Ledger with their ending balances as of a selected Fiscal Year/Accounting period.
You will usually prepare a trial balance at the end of an accounting period to see if you need to make any adjusting entries to any of the accounts. The trial balance should have the same total debit amount as it has credit amounts.
Print the Trial Balance after initializing project and non-project beginning balances to determine that the General Ledger is in balance, and that account/org balances are properly initialized.
You should also print it as needed for reviewing account/org balances as part of the accounting period close process. You will generally print and review this report before closing the accounting period.
The Trial Balance is considered an essential part of the system audit trail. You may want to retain it with your monthly closing reports.
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Note: You can apply org security to this function. Use this optional feature to grant or remove rights for individual users to view and/or update specific organizations. In order to do so, you must first set up the necessary org security screens in the Maintain menu of the Administration domain. You can then activate org security through the use of the Users and System Settings screens. For more information about org security and how to apply it, see the documentation for the Organizational Security menu in the Administration domain. |
The trial balance pulls the account balances from the FS_SUM table which stores balances by Fiscal Year/Account/Org combinations.
There will only be one line in the FS_SUM table for each FY/Account/Org combination. There are individual fields for each record that will summarize the Beginning Balance, Period 1 Amount/Hours, etc.
For a detailed listing of each posting for a particular account, you can use GL_POST_SUM along with GL_DETL.
Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.
Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen, such as “PERIOD” or “QUARTERLY.”
When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.
Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.
Use the fields in this block to specify the range of your report.
Use the drop-down box to select the range of accounts to include on the report.
The following options are available:
All - Select this option to include all available records. The Start and End fields are disabled for this option.
One - Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option.
Range - Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
From Beginning - Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option.
To End - Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter, or use Lookup to select, the starting account for the range to include on this report. If you selected "All" or "From Beginning" in the Accounts (Option) field, this field will be disabled.
Enter, or use Lookup to select, the ending account for the range to include on this report. If you selected "All" or "To End" in the Accounts (Option) field, this field will be disabled.
Select a variable from the drop-down box. The system-defined options are "Organization," "Reference 1," "Reference 2," "Alternate Reporting," or "Reorganization."
Use the drop-down box to select the range to include on the Trial Balance.
The following options are available:
All - Select this option to include all available records. The Start and End fields are disabled for this option.
One - Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option.
Range - Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
From Beginning - Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option.
To End - Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter, or use Lookup to select, the starting variable to include on the report. If you selected "All" or "From Beginning" in the Option field, this field will be disabled.
Enter, or use Lookup to select, the ending variable to include on the report. If you selected "All" or "To End" in the Option field, this field will be disabled.
This non-editable field displays a value of "One."
Enter, or use Lookup to select , the fiscal year for which to print the Trial Balance.
Period *
Enter or use Lookup to select, the accounting period for which to print this report.
The period ending date of the selected period displays in this non-editable field.
Use this block to select how you will sort your report.
1st Sort *
Use the drop-down box to select the sort criteria. Valid options are "Organization," Reference 1," "Reference 2," "Alternate Reporting," "Reorganization," and "Account."
The alternate reporting option displayed depends on your selection in the Selection Ranges block.
Use this field to identify the highest account level to print on this report, based on the levels you established in the G/L Settings screen. The system will sum accounts below the specified level and display them as a summary total.
Select this checkbox to include a page break after each account, or leave this checkbox unchecked to print more than one account per page.
Use this field to identify the highest Organization (or Reference 1, Reference 2, or Alternate Reporting structure) level to print on this report. The system will roll up balances on the report to the specified level.
Select this checkbox to include a page break after each variable you specified in the (Select By) drop-down box. Leave this checkbox unchecked if you do not require page breaks after each variable.
Select this checkbox to print amounts in thousands. If you leave this checkbox unchecked, the system will display amounts reported in single units, instead of in thousands.
Select this checkbox to print all detail at the Account/Org level on the Trial Balance report. (The detail will instead display at the Account/Reference 1, Account/Reference 2, or Account/Alternate Reporting level, depending on your choice in the (Select By) field.)
Select this checkbox to print accounts with no activity on the Trial Balance report.
This checkbox is selected by default.
This report prints data stored in the GL_DETL (GL Detail) table.
