How to Generate the Trial Balance Report

Overview:

The Trial Balance Report is an essential accounting tool that displays all general ledger account balances at a specific point in time. It serves as a checkpoint to verify the equality of total debits and credits before preparing financial statements. In QNE AI Cloud Accounting, the Trial Balance is easily accessible, highly configurable, and designed to give you a clear overview of your books’ accuracy.

This guide will walk you through the key steps to generate a Trial Balance and apply it effectively in everyday accounting and audit scenarios.

Scenario:

You are closing the books for the month of July and need to ensure that all journal entries have been properly posted. As part of your pre-closing checklist, you want to run a Trial Balance as of July 31 to confirm that the total debits and credits are balanced and no accounts have been left unreviewed or misclassified.

Procedure:

• In the navigation pane, go to Reporting > Report Center.
  

• Click on the General Ledger tab at the top of the Report Center.
  

• Scroll down and click the expand icon (+) beside Trial Balance to view the available format.
  

• Select the Report Trial Balance.
• Customize the report using the available filters:
  • As of (means the system will include all posted transactions up to and including the specified date)
  • Include or exclude zero-balance accounts
  • Project Filter

    This allows users to filter the Trial Balance by project, making it easier to isolate financial data related to specific projects.

    • All Projects: Displays trial balance data across all recorded projects.

    • No Project: Shows only transactions that are not linked to any project.

    • Main Project: Filters the report to show transactions associated only with parent (main) projects.

    • Sub Project: Displays financial data specific to sub-projects under a main project.

  • Format Type

    This setting controls how the trial balance values are displayed in terms of period comparison or detail level:

    • This Year Only: Shows year-to-date figures for the current fiscal year as of the selected date.

    • This Month vs This Year: Compares the balances for the selected month against the year-to-date total.

    • With Opening and Closing Balance: Displays each account’s opening balance and closing balance.

    • This Month Only: Shows only the activity within the selected month.

• Preview or Inquire the Report

  • Click Preview to view a printable version.

  • Click Inquiry (if available) to view the system's internal report display.
    
    

• Export or Print the Report. Use the available options to export the report (e.g., PDF, Excel) or to print it for quick viewing of all account balances.

Application:

Example:

As the accounting manager, you conduct a monthly financial health check. Before finalizing June’s financials, you need to verify all ledger entries are correct and balanced.

To generate this:

• Select Trial Balance.
  • Set the "As of" date to June 30, 2025
  • Format Type: This Year Only
• Click Preview for a clean, printable version.