Trial Balance Report

The purpose of the Trial Balance report is to provide management personnel with the ability to run a report that summarizes the debit and credit activity for all accounts for a specified time frame or particular “as of” time frame.

To Generate a Trial Balance Report

1. On the Primary menu, click REPORTS.
2. On the REPORTS menu, click Reports. The Nexsure Reports dialog box is displayed.

3. In the Report Type list, select Accounting.
4. In the Report Category list, select General Ledger.
5. In the Available Reports list, select Trial Balance.
6. Click OK. The summary tab is displayed.

7. On the Navigation Toolbar, click New Report Criteria to go to the Nexsure Reports > Report Criteria dialog box.
8. In the Description box, enter a description for the report that will be displayed on the summary tab in the Report Name column and in the report header preceded byTrial Balance.

9. Under Organization Info, click [Select]. The Nexsure Organization Criteria dialog box is displayed.

10. In the Nexsure Organization Criteria dialog box, select the desired organization information (in the Region and Territory lists) to query for the report.
11. Once the organization criteria has been selected, click Add.  

Note: If the report is being run for the entire organization it is not necessary to make a selection in the Nexsure Organization Criteria dialog box. Only one Region or Territory may be selected for each report.

After information has been added to the Include list, it can be removed by selecting the item and clicking Del to remove individual items or Clear to remove all items.

12. If the organization information is correct, click OK. The organization information selected is added to the Nexsure Reports > Report Criteria screen.

13. In the Date Information area, select date filters. Date filters are used to set the beginning and ending date of the report.

The available options are:

• Date Type: Select either As Of Date or Date Range.
• As Of: Set the end date of the report by using either the Calendar icon or entering a date in the box. This date defaults to the last day of the current month but can be changed.
• Period: Periods can be selected from the Period list, which are based on agency accounting periods or can be entered manually if the desired date range does not fall within the standard accounting periods. Period range filters will return all transactions within the date range of the report regardless of the transaction date booked. Use this option to help complete the date range entry.

Tip: The 13th period is selected by choosing the last date of the year; 12/31/2008 as an example. When this date option is selected, the exclude 13th period transactions will be unavailable for selection.

• Exclude 13th Period Transactions: For pre and post closing Trial Balance instances, an option is available to allow the report to exclude entries that have been made in the 13th (adjusting) period. The selection option default is No to include entries from the 13th period. When Yes is selected, this option excludes the transactions from the debit and credit column data entries, but not from the beginning balance column entries. The suppression of the 13th period transactions is only available in conjunction with the Date Type - Date Range selection.
• Year: Fiscal years based on the general ledger periods and default to current year. Use this option to help complete the date range entry.
• Date From: Start date for a selected period.
• Date To: End date for the selected period.

14. In the Group / Sorting Options area, select the grouping and sorting options that affect the layout of the report.

The available options are:

• Group Field [1]: Apply a grouping by Territory or select one of the following options:

• Sort Field [1]: Select an item in the Sort Field [1] list to sort the report results by the selected column header. Available selections are:

• Sort Order: By default Sort Order is set to Ascending. However, either Ascending or Descending may be selected to set the order of the records returned. Ascending will set the order from A-Z. Descending will set the order from Z-A.
• Include Zero Balance Items: Select Yes or No to indicate whether items with a zero balance should be included on the report.

16. In the Output Options area, the following options are available:

1. Yes: The report will be detailed.
2. No: The report will be summarized.

17. In the Report Format Options area, select one of the options in the Format Type list.

The available formats are:

1. PDF: This is the default setting that creates the report in a PDF format. The report data is static and cannot be manipulated.
2. XLS: Microsoft® Excel® document that can be manipulated as an .xls file. The report is generated with the same formatting used in the PDF format so cells are merged and data may not be stored in individual cells.
3. DOC: Microsoft Word document that can be manipulated as a .doc file.
15. XLS (unformatted): Microsoft Excel document that can be manipulated as an .xls file. The report is generated with no formatting so cells are not merged and data is stored in individual cells, however column headers do not appear and page breaks are not inserted.
18. In the Nexsure Reports > Report Criteria dialog box, click OK. The Trial Balance report will start compiling.

19. To update the compiling status, click Refresh on the Navigation Toolbar.

20. Once the report Status is Complete, click the View icon to view the report. 

Related Topic

Working with Reports