PRINT TRIAL BALANCE REPORT
Use this screen to print a condensed report of all account balances. Normally, you print and review the Trial Balance report before you close each accounting period. During Costpoint implementation, print the Trial Balance after initializing project and non-project beginning balances to determine that the general ledger is in balance and that account balances were properly initialized.
The Trial Balance report retrieves account balances from the FS_SUM table, which stores balances by fiscal year/account/organization combinations. There is only one line in the FS_SUM table for each fiscal year/account/organization combination. Each record contains individual fields that summarize the beginning balance, period 1 amount/hours, period 1 amount/hours, and so on. For a detailed listing of each posting for a particular account, you can use GL_POST_SUM, along with GL_DETL.
The Trial Balance report is an essential part of the system audit trail. You may want to retain a copy of it with your other period closing reports.
You can apply
organizational security to this screen. Use organizational security to
grant or deny rights for individual users to view or update information
for specific organizations. For more information about organizational
security and how to apply it, see the related topic on Organizational
Security.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Accounts
Option
Use this drop-down list to select the range of accounts to include. Valid options are:
-
All — Select this option to include all accounts. The Start and End fields are disabled for this option. This is the default.
-
One — Select this option to include only one account and then enter that account in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of accounts. Enter the beginning account for the range in the Start field and enter the ending account of the range in the End field.
-
From Beginning — Select this option to include a range of accounts that begins with the first of all the available accounts and ends with the account that you enter in the End field. The Start field is disabled for this option.
-
To End — Select this option to include a range of accounts that begins with the account that you enter in the Start field and ends with the last of all the available accounts. The End field is disabled for this option.
Start/End
Enter, or click 
to select, the starting and/or ending accounts for the range of accounts to be included on the report. Depending on your selection in Option, one or both of these fields may be inactive.
(Select By)
(Select By)
Select a selection and grouping option from the drop-down list. Valid options are:
-
Organization — Select this option to generate the report by organization.
-
Reference 1 — Use this option only if Reference 1 is used in data entry.
-
Reference 2 — Use this option only if Reference 2 is used in data entry.
-
Alternate Reporting — Use this option to generate the Trial Balance report for alternate reporting structures. You define alternate reporting structures by using Reference 1 as an alternate structure. Accounts and organizations are linked to the reference numbers in the Org Account Reference Structure table. Costpoint uses that table to assign account balances to the correct components of the alternate structure.
-
Reorganization — Use this option to generate the report by reorganization. Reorganization structures are stored in the Reorganization Organization Link table.
Option
Use this drop-down list to select the range of selection values to include. Valid options are:
-
All — Select this option to include all selection values. The Start and End fields are disabled for this option. This is the default.
-
One — Select this option to include only one selection value and then enter that value in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of selection values. Enter the beginning value for the range in the Start field and enter the ending value of the range in the End field.
-
From Beginning — Select this option to include a range of selection values that begins with the first of all the available values and ends with the value that you enter in the End field. The Start field is disabled for this option.
-
To End — Select this option to include a range of selection values that begins with the value that you enter in the Start field and ends with the last of all the available values. The End field is disabled for this option.
Start/End
The values entered in these fields vary depending on the type of values you choose to select by and your selection in Option.
Enter, or click to select, the starting and/or ending IDs for the range of selection values you want to include on your financial statements. Depending on your selection in Option, one or both of these fields may be inactive.
Accounting Periods
Fiscal Year
Enter, or click to select, the fiscal year for which you want to generate the Trial Balance.
Period
Enter, or click to select, the accounting period for which you want to generate the report. The End Date field displays the ending date of the selected period.
Sort By
1st Sort
Select an option from the drop-down list to indicate how you want to sort the report data. The options are Account or the option you selected in the (Select By) field: Organization, Reference 1, Reference 2, Alternate Reporting, or Reorganization.
Options
Include
Account Level __ and Below
Identify the account level at which you want the report to display data, based on the levels established on the Configure General Ledger Settings screen. The report displays summarized balances that include that account and any related lower-level accounts. For example, if you enter 2, the report displays balances for level 2 accounts, and each of those balances is the sum of the balance for that account and the balances of any related accounts below that level.
Page Break
Select this check box to include a page break after each account. Do not select this check box if you want to print more than one account per page.
Group Level __ and Below
Identify the level of the selection in the (Select By) field (organization level, for example) at which you want the report to display data. The report displays summarized balances that include that level and any related lower levels. For example, if you enter 2, the report displays balances for level 2 organizations, and each of those balances is the sum of the balance for that organization and the balances of any related organizations below that level.
Page Break
Select this check box to include a page break before each new grouping value. Do not select this check box if you do not want page breaks before each new grouping value.
Show
Amounts in Thousands
Select this check box to display amounts in thousands (for example, 10,000.00 displays as 10). If you leave this check box unchecked, the report displays the full amounts.
All Detail
Select this check box to display all detail on the Trial Balance at the Account/Org level (or Account/Ref 1, Account/Ref 2, Account/Alternate Reporting, or Account/Reorg level, depending on your choice in the (Select By) field).
Accounts with No Activity
Select this check box to include accounts with no activity.
Generate the Trial Balance Report
To generate the Trial Balance report, enter the report options you want and then click Print Trial Balance Report on the Action menu.