Unit 8 – Accounting Reports 193
credit balances indicates arithmetic accuracy of the records. It summarizes the account information in a tabular format. To prepare the Trial Balance, the debit and the credit balances are written in two separate columns, which are placed right next to each other, while the account name is written in the Name of Account column.
On selecting the Trial Balance option, a list of reports is displayed. The list displays various formats in which you can view the Trial Balance report. Various options in the list are:
Closing Trial – Grouped
Closing Trial – Alphabetical
Closing Trial – Hierarchical
Opening Trial – Grouped
Opening Trial – Alphabetical
Opening Trial – Hierarchical
In the Closing Trial reports, you can view the closing Trial Balance of a month or of a particular date and in the Opening Trial reports, you can view the opening Trial Balance of a month or of a particular date. Let us start discussing various formats of Trial Balance reports starting with Closing Trial – Grouped option.
Closing Trial – Grouped
Closing Trial – Grouped report displays the closing Trial Balance of all the Accounts / Account Groups. The report displays Group-Wise bifurcation of amounts. On selecting this option, a Trial Balance message box appears with the following two options:
Month End – Select this option to view closing Trial Balance for a particular month.
As on Date – Select this option to view closing Trial Balance as on a particular date.
On selecting any of the above option, a Trial Balance message box with following two options appear:
Primary Groups – Select this option to view closing Trial Balance for all the Primary groups i.e.
the groups that are at the top most level and do not fall under any other group.
All Groups – Select this option to view closing Trial Balance for all the Account Groups. It will display only those Account Groups under which directly an account is created.
On selecting any of the above option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.
At End of – Select the month or specify the date for which you want to view the closing Trial Balance.
Show Zero Balance Groups – Specify ‘Y’ in this data field if you want to view those groups also that have a zero balance in them.
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Show Sub Group Balances – Specify ‘Y’ in this data field if you want to view bifurcation of amount of a group. By specifying ‘Y’ in this data field, separate balances of sub groups falling under a Group will also be displayed.
Enter the required data in the data fields of the Report Options window and click the Ok button. On clicking the Ok button, a Trial Balance report appears displaying Account / Accounts Group and the debit / credit amount. Given here is a screenshot of Closing Trial – Grouped report.
Figure 8.2 Trial Balance
Closing Trial – Alphabetical
Closing Trial – Alphabetical report displays the closing Trial Balance of the accounts with all the accounts arranged in an alphabetical order. On selecting the Closing Trial – Alphabetical option, two options are displayed. The options are:
Balances Only – Balances Only report displays only the debit / credit amount of the accounts.
Detailed – Detailed report displays the opening balance and closing balance of the account along with the debit / credit amount.
Let us discuss both the options one by one.
Balances Only
On selecting the Balances Only option, a Trial Balance message box appears with the following options:
All Accounts – Select this option if you want to view report for all the accounts.
Group of Accounts – Select this option if you want to view report for a particular Account Group. The report will display only those accounts that fall under the selected Account Group.
