Trial Balance Report Instructions

Use the Trial Balance Report to review the account balances for a specific Period, including current year-to-date balances, historical balances, and beginning balances.  The balances reflect only posted credit and debit transactions.  You can tailor the report using a variety of criteria including headings, sort options, subtotal options, and selection by Account Number range, Account Element range, and Fund range.

For additional information, click More.

Directions:

To see directions for...

• Opening the Trial Balance Report, click More.

   

  • Basic Method (from the G/L Module):

  1. Click Reporting from the Menu Bar.

  2. Click Trial Balance Report.
     
     Tip:  Or, use the keyboard shortcut:  [ALT] [r] [t].
      

  3. Advanced Method (from another NDS Module):

  1. Click General Ledger from the Menu Bar.

  2. Click Reporting.

  3. Click Trial Balance Report.
     
     Tip:  Or, use the keyboard shortcut:  [ALT] [g] [r] [t].
     
     Note:  To activate the General Ledger menu in another module, the G/L Application Control must be set up for the module during installation.

   

  Trial Balance Report - Header Information Window Example:

  

   

  Trial Balance Report - Element Range Information Window Example:

  

   

• Choosing the selections at the prompt window, click More.

   

  Trial Balance Report Prompt Options Tip:  To see more information about a field, click the hyperlink for the field name.
  Header Information Prompt
  Beginning Balance Only	To specify if you want to print only the Beginning balance for each Account: To print only Beginning Balances, select the box. Tip:  The Period Balances and Year-to-Date Balances are omitted with this option. To print the Period Balances and current or historical Year-to-Date Balances, de-select the box.
  Working Trial Balance	To specify if you want to print the working version of the Trial Balance: To print the working version, select the box. Tip:  The working version prints lines for you to manually write in adjustments on the hard copy of the report. To print the regular version without the lines, de-select the box. Tip:  Because of space issues, the Working Trial Balance option is not available if the Page Width is 80 columns.
  Period	To specify the Period to be included in the report, click one of the options in the drop-down list.  (predefined) Note:  This option is not available if you print only Beginning Balances.  However, the Period is required if you do not print Beginning Balances.
  Include Closing Entries	Closing journal entries are made by the Clear and Close Accounts program.  To specify if you want the closing entries reflected in the balances on the report: To include closing entries, select the box. To exclude closing entries, de-select the box.
  History Year	To specify if you want the report to include balances for the current Fiscal Year or a historical Fiscal Year, click one of the following options in the drop-down list: Current:  Prints the account's Period Balances for the periods in the current Fiscal Year. CCYY:  Prints the account's Period Balances for a historical Fiscal Year. Examples:  2004, 2003, 2002, etc.
  Heading 1	Enter the first line of text that you want to appear at the top of the report.  (up to 30 characters) Tip:  The report automatically centers the text for you.
  Heading 2	Enter the second line of text that you want to appear at the top of the report.  (up to 30 characters) Tip:  The report automatically centers the text for you.
  Heading 3	Enter the third line of text that you want to appear at the top of the report.  (up to 30 characters) Tip:  The report automatically centers the text for you.
  Heading 4	Enter the fourth line of text that you want to appear at the top of the report.  (up to 30 characters) Tip:  The report automatically centers the text for you.
  	To limit the report to a range of Account Elements, click Element Ranges. Note:  You will see the Element Range Prompt, which is described below.
  Account Range	To limit the report to a range of Account Numbers, enter the from and to Account Numbers (inclusive).  (format varies) Tips: To select all accounts, leave blank. To Search for an Account Number, click Search . Keyboard shortcut:  [CTRL + f]
  Fund Range	To limit the report to a range of Funds, enter the from and to Funds (inclusive).  (4.0 numeric) Tip:  To select all Funds, leave blank.
  Sort by Fund	To specify if you want to sort by Fund: To sort by Fund, select the box. To sort by Account Number (the default), de-select the box.
  Element Options	To specify if you want to sort or consolidate by an Account Element, click one of the following buttons: Subtotal by Element:  Sort the report by the specified Element. Consolidate by Element: Consolidate by the specified Element.  The balance sums print only for the selected Element.  For example, you may want to see a consolidation by department. Tip:  For an example, see the Trial Balance Report Sample. None:  Do not sort or consolidate by Element.
  Select Element	If you specified to sort or consolidate by Element (above), click one of the Element Names in the drop-down list.  (predefined)
  Element Range Prompt Tip:  This prompt displays a list of the Elements defined for the Account Number.  The list of Elements varies according to the settings for each facility.  You can select accounts to print on the report by entering ranges of Elements.
  Element Ranges	To select accounts by Element to be included in the report, enter the from and to values (inclusive) for each applicable Element.  (format varies)
  	To display the Header Information prompt, click Header Info.
  	To begin printing to the Windows® default printer, click Print, or press [ENTER]. Keyboard shortcut: [ALT + p]
  	To print to the Print View screen, click here.
  	To escape from the print routine, click Cancel. Keyboard shortcut: [ALT + c]

   

• Report Sample(s), click More.

   

  To see an example of the report, click Trial Balance Report Sample.