The trial balance is a financial statement that compares debit entries to credit entries. When run for the entire chart of accounts, the total of all debits and the total for all credits should match. Every transaction posted to General Ledger must also balance in this fashion, so if the beginning balances loaded into the system balanced, the General Ledger, as a whole, should continue to maintain this balance.

This financial statement can be run for ranges of accounts, particular cycles, and specific departments. Users should not expect the trial balance to balance when limiting data to ranges of accounts or departments. If you are concerned about balancing, run the trial balance without any limitations. Only in this case, should an expectation be made that the debits and credits will balance.

When beginning to use General Ledger for the first time, it's very important that the total debits and credits equal for the balances loaded. If they don't, the balances loaded are not correct. Before posting any system generated or manual entries for the first time, make sure that both the trial balance (run for all accounts) and the balance sheet statements balance exactly.

Running the Trial Balance

The trial balance offers a choice of three (3) versions: no journals, with journal summary, and with journal details. As a default setting, the report is set to run with no journal summaries or journal details.

No Journals

The "No Journals" format includes accounts and their balance information only. This is the shortest version of the report that can be run. The length of this version is based upon the number of ledger accounts meeting the selection and filters specified by the user.

With Journal Summary

The "with Journal Summary" version includes all of the details as described above for the "no journals" format but also adds a listing of the journals posted to each account during the period specified and for the account range selected (if any). This alone can make the report much longer than usual because it won't be uncommon for many accounts to have journal entries that occur on a daily basis.

With Journal Details

Including "journal details" significantly increases the document length and process time well beyond what normally would be expected for most reports. This version not only includes the account balances and also lists every transaction document that led to each journal entry during the period and for the account range specified.

In the case of either the "with Journal Summary" or "Journal Details" versions, it's a good idea to either preview (F8) the report or save it to a file (PDF, etc.) before deciding to print what could be a very long report. Prior to processing, this report estimates the size in pages and will warn the user via a task list warning.

Please note, with release 11.6.2 or later, a new column "Budget YTD," has been added that displays the budget total from the beginning of the fiscal year up-to the selected cycle.

Selection

Users can optionally run the trial balance for a particular cycle or account range. When the trial balance is run by cycle, it is acceptable to expect that debits and credits will balance. The same is not true when running a trial balance using account ranges. When limiting the account range and the debits and credits don't balance (equal), you should not assume that a problem exists. This option is really just provided to allow users to print a list of account balances or details for specific accounts (or ranges of accounts).

G/L Department

Financial Statements and reports may allow users to designate departments for inclusion (or exclusion). If you make no selections, all departments (consolidated) are included by default. Limiting financial statements to specific departments can result in that statement appearing out of balance. There is no requirement for transactions to "balance" at the department level, and this should not be expected. Departments are often used to indicate that an account belongs to a specific branch location; however, they may be used for other reasons as well. Departments can be mapped to a specific branch by assigning offsets to each location in Parameters. User security can prevent access to any branch location. You may not be able to run or view an complete financial statement when departments are linked to a branch your user doesn't have permission to access.

Companies with the software are given a choice of four (4) account formats for use with their ledger. Three (3) of these account formats include a department segment (4-digits). The department is the 2nd segment (left to right) of the account number (when used). There are four (4) different account number formats available (shown below):

Filter On

Filters apply conditions to the data for inclusion (or exclusion) when the report document generates. Use the radio button to designate the selected filter option.

None

"None" includes all accounts regardless of balance.

Exclude Zero Balance Accounts

If selected, this filter excludes zero balance accounts.

Sort By

No "sort by" selections provided for this report.

Totals

No "totals" selections available provided for this report.

Print and Output Options

Most reports share the same common print control. This allows the report to be either printed or saved as a file. When printing, a user can select either 1 or 2 printers and can also set the number of copies for each. When saving as a file, you can select from a number of different types (PDF, Microsoft Excel®, HTML, and TIFF). Neither printing nor saving as a file are required. These would only be done if you wanted to save a copy of the report and data for a given point in time. Certain types of activity and changes can affect data, including what is commonly viewed as "history," so anytime a "snapshot" at a particular point in time is desired, having a saved or printed copy is suggested. Reports are often also used for inquiry purposes. In many of these cases, viewing a report is sufficient. Printing and saving are optional unless you have a reason to do them.

The Process (F12) function is used to either print the report or generate a report file. We suggest using the Preview (F8) function prior to printing or saving to ensure that the report results match what you want to print or save. You can also use the Viewer to print a report and allows you to choose to print only selected pages from a report.

1st Printer and # Copies

The drop down control next to the label "1st Printer" provides a listing of available printers. An available printer is a printer that is either installed on your local machine or a server accessible printer if you are connected via Remote Desktop services (aka. Terminal Services). The default selection is the backroom printer assigned to the current station (if any). The listing of printers may contain devices that are specialty types, such as label printers, etc. that are not suitable for printing reports. This printer is only used if the "Print Report" check box is checked and the number of copies is greater than zero (> 0). The application does not print the report until you choose Process (F12).

2nd Printer and # Copies

The drop down control next to the label "2nd Printer" also provides a listing of available printers (see above). This allows you to print a report at two (2) separate locations if desired. Even if a selection is made, the second printer is only used if the "Print Report" check box is checked and the number of copies is greater than zero (> 0). The application does not print the report until you choose Process (F12).

Print Report

This check box determines whether printing is to be done if the user chooses Process (F12). The default selection is checked (true).

Save In

This is a text area with a Browse button that allows you to select a location where a report is to be saved as a file. Choose the Browse button to select an accessible file location. This might be on a local machine or a shared network location of some sort.
The application does not save your report as a file until you choose the Process (F12) function and only if you select the Output to File check box. Directory and file permissions can prevent you from saving files in some locations. It's best to choose a location you'll remember such as your "Documents" or "Desktop" locations.

Filename

This area allows you to set the file name you want to save the file with. The extension will automatically be set based on your selection from the "Type" drop down control. Saving (as a file) is not done until the user chooses Process (F12) and is only done if the "Output to File" is checked.

Output to File

This check box determines whether the report will be saved as a file when the user chooses Process (F12). The default selection is not checked (false).

Type

This determines the output format of the report when saved as a file. Choices currently include: PDF (Portable Document Format, .PDF), Microsoft Excel (Spreadsheet, .XLS), Hypertext Markup Language (Web Page, .HTM), or Tagged Image File Format (Fax, .TIF). The 97-2003 version of Microsoft Excel is used since it is forward compatible with newer versions. Free Adobe Acrobat Reader® software is required to access PDF format files. Any browser can be used to open HTML (HTM) files. TIF files is an older image format commonly used with faxing.

Functions

A number of functions are available with reports.

Preview (F8), allows you to preview the report before printing or saving it to a file.

Process (F12), allows you to print, save the report to a file, or transmit it, based on the report settings. These options are available with all reports.
Others, such as those related to saving and scheduling, are available with many but not all reports.

Select (F5)

Use the Select (F5) function to choose and load previously saved report settings. You can save report settings using the Save (F6) function, when applicable (report saving and selection is not provided for all reports).

The "Select Report Settings" dialog box offers a drop down control for report selection. Only public and the user's own private saved reports will be included in the listing. After selection, the report's associated description is displayed below. Click or choose "Accept" to continue and load the selected settings.

Deleting Saved Reports

To delete a saved report, choose the Menu Marker to display a context menu and choose the Delete option to delete the previously saved report settings. The Menu Marker only appears after report selection and if you have permission to delete the report. You can only delete a private report that you created or a public report. User security can restrict the ability to view or access Menu Marker functions. In addition, deletion may be restricted if the report settings are currently used with report scheduling.

Save (F6)

This function is provided for saving the current report settings (selection, filter on, totals, branch, etc.) for future use or scheduling. The ability to save report settings is not provided for all reports. Additionally, users may have to make a change in the report form before this function becomes available (since there is usually no need to save the default or initial settings).

Once all desired settings have been made and you have previewed the report to make sure it's what you need, choose Save (F6) to save your settings for future use or scheduling. Saved reports can be deleted (with certain restrictions) using the Menu Marker found on the Select Report Settings form (accessed by the Select (F5) function). See the "Deleting Saved Reports" section for more details.

Report Name

This defaults to the name of the current report, but can be modified. The "name" will be used for selection in the future.

Description

The description also defaults to the current report's name, but can be modified. This might be used for longer or more descriptive information about the report.

Save As

The "private" and "public" options determine whether your report settings will be available for use by others in your company.

• Private : Private report settings are only visible to the user who created them.

• Public : Public report settings can be accessed by any user with permission to use the current report.

Schedule (F7)

The Schedule (F7) function is used to process a saved report (using previously saved "settings") as a file based upon a defined schedule (once, daily, weekly, etc.). Reports must be saved prior to scheduling so that settings for selection, totals, sort by, etc. are determined in advance. Scheduled reports are processed by application services and are saved as files on the server, not the user's local machine. A built in delay between reports of two (2) minutes (120 seconds) is used by services for processing scheduled reports. So if multiple reports are scheduled for the exact same time of day, it would be normal for there to be a difference in process times. Files with the same name and save location (directory) will be overwritten. The default directories (on the server) for scheduled reports and scheduled user reports are determined by parameters.

Note: this function will only be available (enabled) AFTER and IF a report has been saved and the saved settings have been selected. Some reports do not support saving and scheduling.

Frequency

It's possible to schedule a report to run once or on a more regular basis. Options include the following: once, daily, weekly, monthly, and yearly. The daily and weekly options change the file names used to prevent overwriting report files (continue reading for more information). For additional details regard frequency selections, click here

Start Time

The time of day (Eastern Standard Time) that the scheduler should process this report.

First Occurrence

The current or future date that the scheduled report should begin on. This might be a one time occurrence or it may repeat based on your "timing" selections in this form.

Save Filename

This is the file name that will be used. In certain cases, such as daily processing, the file name is used to indicate a day of the week.

Daily and Weekly Files and Naming Conventions

If a report is scheduled for daily or weekly processing and is being saved as a PDF format, the file name of the report will be automatically adjusted to reflect the day the file is created for. For example, if the report's file name is normally saved as mydailyreport.pdf, is scheduled daily, and run on a Monday, the file name is going to be mydailyreport(1).pdf. This prevents overwriting that would occur should the same file names be used daily. Weekdays are assigned numbers representing the day of the week. Sunday is day zero (0) and Saturday is day 6 (six).

myreport[0].PDF (Sunday's Report)

myreport[1].PDF (Monday's Report)

myreport[2].PDF (Tuesday's Report)

myreport[3].PDF (Wednesday's Report)

myreport[4].PDF (Thursday's Report)

myreport[5].PDF (Friday's Report)

myreport[6].PDF (Saturday's Report)

Copy Pathname

The "Copy Pathname" is optional and allows you to designate a secondary save location for the report. This allows two (2) copies to be retained. The same file name logic as described above is applied.

Type

This determines the output format of the report when saved as a file. Choices currently include: PDF (Portable Document Format, .PDF), Microsoft Excel (Spreadsheet, .XLS), Hypertext Markup Language (Web Page, .HTM), or Tagged Image File Format (Fax, .TIF). The 97-2003 version of Microsoft Excel is used since it is forward compatible with newer versions. Free Adobe Acrobat Reader® software is required to access PDF format files. Any browser can be used to open HTML (HTM) files. TIF files is an older image format commonly used with faxing.

Add Time-Stamp to File Name

This feature basically makes the report file name unique and prevents any overwriting of the file by a future schedule run (such as in cases where you want to save a monthly copy but not overwrite each month).

Save for User

If a user is selected, the report will be saved in the "users" report directory within a folder matching the user's name.

Notify User

If checked, the user will be notified each time the scheduler processes this report.

How are reports saved and where do I find them?

The path names entered determine the primary, and optional copy, save location(s) of the file on the server within either (1) the report or (2) user report directories specified in Parameters.

"User" reports are created under a folder matching the user's name in the designated "User Reports" directory. For example, if your user name is BOBG and you schedule a report using the "Save for User" option and the "user report" directory in parameters is "C:\SavedReports\Users\," the following path would be used for BOBG's reports:

C:\SavedReports\Users\BOBG\

This directory could then be shared with the user's Client machine either as a shared network location or drive. It is not possible to specify a drive or network location as the path name. Doing so will simply create a directory on the server matching the name you entered.

The client must have any necessary software installed in order to open the file format you specify. For example, a PDF (Portable Document File) file requires Adobe Acrobat Reader software and an Excel (XLS or XLSX) spreadsheet requires Microsoft Office Excel or other software capable of opening the file.

Preview (F8)

The Preview (F8) function can be used to display a report in the Viewer form. Viewing a report is strongly suggested before choosing to either print or process a report as a file since this can be used to both see the printed length in pages and also to check the report format based on the options you have selected. In addition, reports can be printed directly from the viewer itself which also allows for the added benefit of printing only selected page or pages and well as additional options your printer may offer.

Each time preview is selected, the report will be generated which requires a retrieval of data. In some cases, and based on the criteria selected, you may be warned about the quantity of data being retrieved. Often, receiving a message such as this indicates that your report's selection criteria are too broad.

When should I save or print a copy of a report?

Despite the fact that most reports can be run at any time and usually for any period, the data used for reporting is rarely static. Anytime you want or need to retain a "snap shot" at a particular point in time, the only reliable way to do so is by saving the report as a file (PDF, etc.) or printing a hard copy for your records. Later changes such as merging, renaming or renumbering, deletions, and other changes can all affect whether data appears on reports or where it appears in some cases. For example, if you ran a sales analysis for inventory group 11 at the end of the year, and then modified one item in that group to now belong to 62, future reports would no longer show the same total for group 11 or 62. For the most part, changes such as those described here only affect data when viewed in parts rather than as a whole. Using our previous example, viewing total entire sales for all inventory wouldn't be affected by a change to one item's group at a later time.

Using the Viewer

The same viewer is used for both reports and documents. The primary different between viewing a document and a report is that reports don't have document links. Some reports offer dynamic links to documents (within the report) which indirectly provide access to links for those documents. The same viewer window is shared by reports and documents. When more than one report and/or document is viewed (without closing the viewer in between), the prior reports (or documents) can still be viewed by toggling the current document using the "PrevDoc" and "NextDoc" buttons. This is not true when viewing more than one version of the same report or document, however. Although you can change the page size and quantity of pages visible in the viewer (side by side or tiled, for example), you cannot view different documents (or reports) at the same time or side-by-side. The only way to do this would be to open a second viewer from another application session or to save one or more reports/documents prior to viewing and open them as PDF (Portable Document Format) or some other type of file.

For additional information about tools available in the viewer, please click here.

Cancel (F9)

The Cancel (F9) function reloads the current form, clearing any changes.

Process (F12)

The Process (F12) function prints and/or saves the report as a file based on your selections in the Print Options panel.