Trial Balance

Buttons Explained

• View: Generates a Trial Balance according to the selected filters.

• Output: Outputs the Trial Balance in PDF format. The output options are Print, Preview, and Email. 

• Menu:

  • Reset Data Filters: Resets any changes to the data filters.

  • Hide decimal values: Toggles showing or hiding decimal values.

  • Views

    • Dashboard

    • Statement of Profit or Loss 

    • Statement of Financial Position

    • Trial Balance

  • Layout & Grids

    • Email Excel

    • Export Grid

    • Save

    • Save (All Users)

    • Restore Default (All Users)

Filters Explained

• Financial Year: A dropdown list of available financial years for selection.

• Period: Select Start and Ending Months within the selected financial year.

• Report: A dropdown list with custom-created Accounting Reports.

• Filter: Select All to display all the accounts. Select Profit or Loss or Financial Position to only show balances for accounts that appear on the respective statements.

• Show all Accounts: A checkbox. If checked all the accounts are displayed, including those with zero balances.

• Order by Acc No.:  A checkbox. If checked accounts are ordered by Account Number (if account numbers are used).

• Radio buttons:

  • Accounting: Displays a conventional Trial Balance.

  • Categories: Displays the balances per accounting category.

  • Transaction: Displays a list of transactions for the selected period.

Fields Explained: Accounting (radio button)

• Field Chooser (*): Allows users to add or remove columns.

• Report: Displays whether the account appears on the Statement of Profit or Loss (Profit or Loss) or the Statement of Financial Position (Financial Position).

• Category: The accounting category the account belongs to.

• Account Group:  Displays the main account names if an account has sub-accounts.

• Account: Displays the Account Names.

• Acc No.: Displays the Account Number.

• Opening: Displays the Opening Balances (i.e. balances from the previous financial year).

• Movement: The net effect of all the transactions in that account for the selected period. Net credit movements are shown as negative numbers.

• Debit: The Debit balances of all the accounts.

• Credit: The Credit balances of all the accounts.

• Menu (...): A context menu with the following options:

  • Add Financial Statements Notes: Opens an interface allowing a note to be typed. The note can be viewed and edited from the Dashboard.

  • View Detailed Ledger: Opens the selected account's detailed ledger.

Fields Explained: Categories (radio button)

• Field Chooser (*): Allows users to add or remove columns.

• Report: Displays whether the account appears on the Statement of Profit or Loss (Profit or Loss) or the Statement of Financial Position (Financial Position).

• Category: The applicable accounting category.

• Opening: Displays the Opening Balances (i.e. balances from the previous financial year).

• Movement: The net effect of all the transactions in that category for the selected period.

• Debit: The sum of all the Debit balances in that category.

• Credit: The sum of all the Credit balances in that category.

• Balance: The debit (positive) and credit (negative) balances with a total at the bottom.

Fields Explained: Transaction (radio button)

• Field Chooser (*): Allows users to add or remove columns.

• Report: Displays whether the account appears on the Statement of Profit or Loss (Income Statement) or the Statement of Financial Position (Balance Sheet).

• Category: Displays the accounting category the account belongs to.

• Account Group: Displays the main account names if an account has sub-accounts.

• Account: Displays the Account Names.

• Acc No.: Displays the Account Numbers.

• Contra Account: The Account for the other side of the transaction.

• Contra Acc. No.: The Account Number of the contra account.

• Type: A code indicating the source Transaction Type.

• No.: The Transaction Number.

• Trans Date: The Date entered for the transaction.

• Period: The Period into which the transaction was posted.

• Company: The name of the Customer or Supplier.

• Item: The sequential number allocated to each item on a transaction.

• Reference: The transaction's reference field.

• Debit: The amount that was debited.

• Credit: The amount that was credited.

• Menu (...):  Shortcut to display the original transaction.

Related Topics

• Reference: Financial Statements (settings and information)

• Tutorial: Trial Balance