Trial Balance Tutorial

How to Change the Dates for the Trial Balance

To view the Trial Balance for a specific date or financial period:

1. Click the drop-down list next to Financial Year and select the relevant financial year.

2. Select the Period Months from the Period drop down to refine the selection (optional).

3. Click the View (button) to refresh the Trial Balance display.

How to Verify the Double-Entry System

The Trial Balance provides a Balance field at the top right, which shows a calculated balance:

• Zero Balance: If the balance is zero, all transactions are accurately paired with corresponding debits and credits and no further action is required.

• Non-Zero Balance: A non-zero balance indicates an error in the double-entry system. Investigate and correct these discrepancies to maintain accurate records.

How to View All Accounts on the Trial Balance

1. Tick the checkbox next to Show All Accounts to include all accounts in the view, including those with zero balances.

2. Click View (button).

How to Order the Trial Balance by Account Number

1. Tick the checkbox next to Order by Acc No. to sort the Trial Balance in numerical order.

2. Click View (button).

   • Note: If account numbers are not used, the accounts will be displayed in a random order. The account number field can be added using the Field Chooser (*).

How to View a Conventional Accounting Trial Balance

1. Click the Accounting radio button.

2. Click View (button).

How to View Transactions on the Trial Balance

1. Click the Transaction radio button.

2. Click View (button).

How to View Category-Totals on the Trial Balance

1. Click the Categories radio button.

2. Click View (button).

2. • Note: When viewing categories, the amount displayed in the Balance field represent the retained income or loss for the selected period (if the Balance is zero when the Trial Balance is unfiltered).

How to Filter the Trial Balance into Financial Reports

1. Click the arrow on the dropdown list next to Filter.

   • Click Income Statement to only view accounts that are on the Statement of Profit or Loss.

   • Click Balance Sheet to only view accounts that are the Statement of Financial Position.

   • Click All to reset this filter.

2. Click View (button).

   • Note: When applying any of these two filters, the amount displayed in the Balance field represent the Retained Income or Loss for the selected Period (if the Balance is zero when the Trial Balance is unfiltered).

How to Filter the Trial Balance

1. Click View (button) to display a Trial Balance.

2. Click the small filter icon next to any column to refine the display.

How to View the Detailed Ledger from the Trial Balance

1. Click View (button) to display a Trial Balance.

2. Double-click any account to view the General Ledger Account, or

3. Right click any account and click View Detailed Ledger from the context menu.

• Note: If Show All Accounts is unticked, you may receive a message prompting you to select a General Ledger Account, depending on whether the amount represents an individual account or an aggregate. This process takes you to the Ledger. Click Main Menu > Accounting > Financials to return to the Trial Balance.

How to Show or Hide Columns

1. Click the Field Chooser (*).

2. Tick the available fields to include or exclude columns.

   • Note: The available columns change depending on the chosen radio button (Accounting, Transaction or Categories).

How to Group the Trial Balance

1. Click View (button) to display a Trial Balance.

2. Right-click any column and click Group By This Field, or

3. Drag a column header to the bar on which the search block is.

How to Sort the Trial Balance

1. Click View (button) to display a Trial Balance.

2. Click any column header to sort the Trial Balance by that column.

How to Hide or Show Decimal Values

1. Click Menu (button) > Hide decimal values.

2. Click View (button).

How to Print the Trial Balance

1. Click View (button) to display the current Trial Balance.

2. Print Options:

   • Click Output > Print to send the report directly to the default printer.

   • For printer selection, click Print (Show Dialogue) to choose a specific printer, including options like a PDF printer.

How to Display a Clean Copy of the Trial Balance

1. Click View  (button) to display the report.

2. Click Output > Preview to display a preview of the Trial Balance.

   • Note: You can print this view by clicking the Printer Icon to send the preview to your preferred printer.

How to Email the Trial Balance

The system allows users to email the Trial Balance in different formats:

1. View the Trial Balance by clicking View.

2. Email Options:

   • To email an Excel copy: Click Menu > Email Excel.

   • To email a PDF copy: Click Output > Email > Select the Template (if applicable) to send the document in PDF format.

How to Reset the Current Trial Balance Display

1. Click Menu (button) > Reset Data Filters to revert the Trial Balance display to its original settings.

2. Click View (button).

How to Navigate to Other Financial Reports 

1. Click Menu (button) > click an option under the Views heading:

   • Dashboard

   • Statement of Profit or Loss

   • Statement of Financial Position

How to Add Financial Statement Notes

1. Click Menu (...) next to any entry on the Trial Balance.

2. Click Add Financial Statement Notes.

3. Type in the note in the pop-up.

4. Select a Period from the dropdown list. 

5. Click Save (button).

6. Click Close (button).

Related Topics

• Reference: Trial Balance