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Datasets - Balances - Trial Balance

The Trial Balance section is designed to generate a trial balance report which can be filtered by the transaction display types. In addition, you can export journals tagged as 'Export Pending' from this area.


The following fields are required to generate the report:


FieldDetailValidation
DisplayThis field will limit the transactions displayed. See * below for a list of all available display types.Default: Normal
Account TypeFilters the displayed transactions based on where the account originated. Two Options:
Account - Includes all the transactions within all accounts including Reportance generated reporting accounts
Source Account - Only includes transactions from accounts imported into the system
Start DateAutomatically populated as the start date of the dataset.Required (inside date range of the dataset)
End DateAutomatically populated as the end date of the dataset.
Required (inside date range of the dataset)

 

*All available Display types 

Display TypeDescription
Trial Balance
Includes all transactions from all sources
Imported BalancesOnly includes transactions and journals which were imported from the client file
Not Exporting Only includes Reportance generated journals which are marked as 'Not Exporting'
Pending Export Only includes Reportance generated journals which are marked as 'Pending Export'
ExportedOnly includes Reportance generated journals which are marked as 'Exported'
Balancing Only includes Reportance generated journals which are marked as 'Balancing'

Below is a sample of report settings. To generate the report click on the Run Report button.




Exporting Journals tagged 'Pending Export'


If you are processing all journals through Reportance and not directly in the client accounting file you will need to export any pending journals to the client accounting system. 


Exporting a balancing journal will 'tag' all transactions as exported, and store the net balancing journal in the system. It is advisable to do a fresh import from the source system after the balancing journal has been processed because the 'tagged' journals will be excluded from the calculation of the trial balance in future reports to prevent any doubling up of information.

To export a balancing journal, run a Trial Balance report with the display field of 'Pending Export'. After the report has been generated the following option will be displayed: 



The two options for exporting journals are:


Automatically Export Journal (Default) - This will do three things:

  1. Change the transaction from 'Pending Export' to 'Exported' 
  2. Create a balancing journal and post it to the system tagged as 'Balancing' 
  3. Use the API connection to post the journal to the client's accounting system. 

 

Mark as Exported - This will do two things:

  1. Change transaction from "Pending Export" to "Exported" 
  2. Create a balancing journal and post it to the system tagged as "Balancing" 
    Note: A user will manually need to enter these journals in to the client's accounting system. 


Note: You can also export a balancing journal directly from the Journals tab by clicking on the Prepare a Balancing Journal button. This will take you to the Balances section shown above.



Undoing Exported Balancing Journals


If you need to undo a previously committed balancing journal simply navigate to the Journal screen, select the relevant journal and select Undo Balancing JournalThis will remove the balancing journal and change the tag of the associated journals back to 'Pending Export'.




Searching


To search through the generated report start typing in the search field as demonstrated below. This is a live search field so pressing enter is not required. 



For more information on Filtering and formatting generated reports see the knowledge article: Filtering and Formatting within Reportance.



Right-Click Menu


To access the Right-Click menu, use your mouse to right-click anywhere on the generated report to bring up the following menu options:



Note: Exporting via the right-click menu does not update the status of the journal, this needs to be done using the Exporting Journals tagged 'Pending Export' methods described above.



Next article: Datasets - Balances - Ledger


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