Unit 8 – Accounting Reports 195
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.
Specify the Group Name – Select the Account Group for which you want to view the report.
Report Date – Specify the date on which you want to view the closing Trial Balance report.
Account to be shown by – Select from the list, whether Accounts Name, Alias or Print Name is to be displayed in the report.
Show Zero Balance Accounts – Specify ‘Y’ in this data field if you want to view those accounts also that have a zero balance in them.
Show Parent Group – Specify ‘Y’ in this data field if you want to view Parent Group of the account in the report. By specifying ‘Y’ in this data field, a Parent Group column will appear in the report. The column will display the name of the Parent Group of the corresponding account.
Enter the required data in the data fields and click the Ok button. On clicking the Ok button, a Trial Balance window appears displaying the Accounts and their debit / credit amount.
Detailed
On selecting the Detailed option, a Trial Balance message box with following three options appears:
All Accounts – Select this option if you want to view closing Trial Balance of all the accounts.
Group of Accounts – Select this option if you want to view closing Trial Balance of a particular Account Group. On selecting this option, report will display only those accounts that fall under the selected Account Group.
Selected Account – Select this option if you want to view closing Trial Balance for selected accounts. On selecting this option, a List of Accounts window appears in which you can select the accounts for which you want to view the report.
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.
Specify Parent Group – Select the Account Group for which you want to view the closing Trial Balance.
Starting Date – Enter the starting date from which the account balances are to be picked for generating the report.
Ending Date – Enter the ending date up to which the account balances are to be picked for generating the report.
Account to be shown by – Select from the list whether the Account Name, Alias or Print Name is to be displayed in the report.
Masters to be Picked – In the list there are three options. The options are:
o All – Select this option if you want to pick all the masters for the report.
196
o Moved – Select this option if you want to pick only those masters for the report that are used in any transaction.
o Moved / Closing Bal – Select this option if you want to pick those masters for the report that are either used in any transaction or have some closing balance.
Split Dr / Cr of Opening / Closing Balances – Specify ‘Y’ in this data field if you want to view debit and credit aspect of opening and closing balances in separate columns.
Show Parent Group – Specify ‘Y’ in this data field if you want to view Parent Group of the account.
Enter required data in all the data fields of the Report Options window and click the Ok button. On clicking the Ok button, a Trial Balance window appears displaying Opening Balance (debit / credit), Debit amount, Credit amount and Closing Balance (debit / credit).
Closing Trial – Hierarchical
Closing Trial – Hierarchical report displays the closing Trial Balance of the accounts with all the accounts arranged as per their hierarchy. First, all the Primary Account Groups are sorted alphabetically and then all the Groups and parties that falls under the Primary group will be sorted alphabetically. On selecting the Closing Trial – Hierarchical option, a Trial Balance message box appears with following two options:
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.
For detailed help on the above two options, please refer to the Closing Trial – Alphabetical option above.
Till now, we have discussed all the Closing Trial reports. After this, all the Opening Trial reports appear in the list. Opening Trial reports display the opening Trial Balance of the accounts. All the Opening Trial Balance reports are similar to their respective closing Trial Balance reports. Hence, for detailed explanation on Opening Trial – Grouped, Opening Trial – Alphabetical and Opening Trial – Hierarchical reports, please refer to the corresponding Closing Trial reports.
