The Trial Balance Report [gltb] is the orderly summary of ledger accounts used specifically to extract financial statement information. The Trial Balance Report [gltb] generates a listing of each postable account, displaying its Beginning Balance, Debits, Credits, Net Change, and Ending Balance based on the period or date range input. You can generate a Detail, Summary or customized report per your preference.
|►||To access the Trial Balance Report [gltb], click on Tab #9 or press 'ALT' and the number '9' Key simultaneously to open the screen.|
|►||The Trial Balance Report [gltb] is also accessible if you click the 'G/L' module from the menu tree (see following screen shot) as well as the 'Report' folder under the 'General Ledger' and 'Weekly' sub-folders.|
|►||You can also access this report by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu. Then, press Enter.|
The screen then appears.
To select criteria, press the F2 Key or right click in most fields to make your selection. You can also simply type in the criteria in the allotted fields. If you wish to include all criteria information, leave all fields blank except for any white colored fields as white fields are required before proceeding in PSL3.
|•||Report ID - Detail, Summary or customized Report ID to format the report by. To create a customized Report ID, use the Report Group Entry [surpt] screen located in both the 'Setup' and 'G/L' modules. Please note you must select a Report ID in order to run the report as it is a white required field.|
Please email a request to firstname.lastname@example.org if you would like the customized Report ID format imported from a previous PSL3 database.
|•||Period - System-assigned Period Number that indicates the Accounting Period in which these costs were entered. If you chose to run the report by Period Number, then the Start Date and End Date fields default for the period chosen.|
|•||Start Date and End Date - Transaction Effective Dates to include in the report as PSL3 is date-driven. Current Period Start and End Dates default. You can always change the date by typing over the defaulted date or by right clicking in either field for the calendar selection to appear. To restrict the report to only include information for a single date, input the same date in both the Start Date and End Date fields. To select all dates from inception to future, leave both fields blank.|
|•||From and To - Account numbers to include in the report. To restrict the report to only include information for a single account number, input the same account in both the From and To fields. To select all account numbers, leave both fields blank.|
|•||Press the F2 Key or right click in any of these fields (Production, Company, Series, Location, Set, Insurance, Free Field(s), Source Code and J/E Number) to choose the necessary codes if they don't already default. To choose multiple codes for a particular field, press the F2 Key or right click in that field and hold down the Control Key while simultaneously using your mouse to select. To run the report by a specific transaction type (A/P, C/K, J/E, P/C, P/O, and/or P/R), use the Source Code field. By making a selection, this isolates the report to only display items based on the code(s) selected.|
|•||Detail - Check mark to include detail distribution data.|
|•||Inactive Accounts - Check mark to include accounts that had no activity/distributions posted to them during the period or date range selected or that have a zero dollar balance.|
|•||Beginning Balance is Activity - Check mark to consider active accounts that have a non-zero Beginning Balance.|
|•||Series Separation - Check mark if you want transactions for each Series Code displayed separately. If selected, the report is broken down by account number, then Series Code.|
|•||Location Separation - Check mark if you want transactions for each Location Code displayed separately. If selected, the report is broken down by account number, then Location Code (if Series Separation is not check marked first).|
|•||Set Separation - Check mark if you want transactions for each Set Code displayed separately. If selected, the report is broken down by account number, then Set Code (if Series and/or Location Separation is not check marked first).|
|•||Source Currency - If you have more than one currency in your database, you can choose to include only transactions denominated in one currency, two, three, etc., or all currencies. To choose multiple Currency Codes, press the F2 Key or right click in the field and hold down the Control Key while simultaneously using your mouse to select. Each currency in your database and its conversion rate are listed in the report heading.|
|•||Target Currency - Base currency set up in the System Control Information Entry [suctrl] screen located in the 'Setup' module defaults. This Currency Code is what all transactions are converted to on the report. Each currency in your database and its conversion rate are listed in the report heading.|
|◆|| Print/Preview the Report: Located in the top right hand corner of the screen, you can choose the following options to generate the report:|
|►||Print - Opens the Print Dialogue box and sends the report directly to the printer.|
|►||Preview - Generates a PDF format report and appears instantly on your screen. You are still able to print from the PDF format.|
|►||Spreadsheet - Generates an Excel format report and appears instantly on your screen. You are still able to print from the Excel format. Please note if you select this option, you are able to have additional sorting options within Excel.|
*Below is a sample Detail Trial Balance Report [gltb] broken down by Assets, Liabilities, etc., containing one line Expenses.