How To Read/Use The Trial Balance Selection Criteria Window

The table below explains the fields that appear in the Trial Balance – Selection Criteria window.

  • To display this window from the SAP Business One Main Menu, choose Financials > Financial Reports > Financial > Trial Balance
  • Or, choose Reports > Financials > Financial > Trial Balance
Field Description/Activity
BP Select this checkbox to include business partners in the report.
 From…To… Define a range of business partner codes to be included in the report.Leave these fields blank to include all business partners
Customer Group Click  and choose the required customer group.Select the All option to include customers from all groups and None to include no customers in the report.
Vendor Group Click  and choose the required vendor group.Select the All option to include vendors from all groups and None to include no vendors in the report.
Properties Choose to open the Properties window and use the business partner’s properties as selection criteria.
G/L Accounts Select to include G/L accounts in the report.
Find To find special account/s, choose this button and specify the account code. SAP Business One will display an X next to this account automatically.
Level Choose the Level of the account display in the table.If you choose Level 1 here, the table will display the highest level titles for the accounts. If you select a row in the table, you actually select all the accounts that appear under this title.
Account Displays codes and names of G/L accounts.SAP Business One will display the data according to the chosen level in the drop–down list in the right section of the table.
Date, From… To… Click  and choose whether you want to display the report according to posting date, due date or document date range.Then, define the required range in the From … To.. fields. In these fields, click   to define a range of posting periods.
Display in Report You can select the following options to display in the report:

  • Accts with Balance of Zero – if this checkbox is not selected, accounts with balance of zero will not be displayed in the report.

The selection of this box may change the report’s total.

When displaying the opening balance from the start of the fiscal year, the debit and credit sides might not be balanced because a certain G/L account or business partner has a journal entry prior to the selected date range, however in the selected posting period it has a zero balance. The G/L account or business partner is displayed in the trial balance but the offset account in its journal entries might not have a zero balance and therefore the amount will be displayed only for one of the accounts.

  • Foreign Name – to display the foreign names defined for G/L accounts in Financials ® Chart of Accounts ® Account Details ® Foreign Name.

When this checkbox is selected, only foreign names will be displayed, there fore nothing will be displayed in case of accounts for which the foreign name was not defined.

  • External Code – to display external codes defined for G/L accounts in Financials ® Chart of Accounts ® External Code.
  • Opening Balance for Period – Select this option when you need to differentiate between the balance of the selected posting period and the balance of the previous periods. As default, the checkbox is cleared. When a date range of a current posting period is selected, you can select this checkbox to display the bookkeeping balance prior to the selected date range in a separate column, O.B. Once you select this checkbox the following options appear:

○     OB from Start of Company Activity – select this option to display the opening balance accumulated since the company’s activity started.

○     OB from Start of Fiscal Year – select this option to display the opening balance accumulated from the start of the current fiscal year.

  • LC/SC and Foreign Currency – select to display amounts in local currency and foreign currency. When the option System Currency is also selected, the amounts will be displayed in system currency and foreign currency.

For multi currency accounts and business partners, if all the journal entries were recorded using the same foreign currency, the trial balance will show the actual foreign currency balance. Otherwise, **** will be displayed instead of the amounts.

  • System Currency – select this checkbox to display amounts in the System currency only.
  • Local and System Currency – select this checkbox to display amounts in the System and Local currencies
Template Click  and select the template according to which the balance sheet will be displayed. To define new template from the SAP Business One Main Menu, choose Financials ® Financial Report Templates.
Annual Report, Quarterly Report, Monthly Report
  • Select Annual Report to calculate the trial balance for the entire year.
  • Select Quarterly Report to calculate the trial balance separately for each quarter.
  • Select Monthly Report to calculate the trial balance separately for each month.
Periodic Report Select this option to display the report according to the posting periods included in the defined date range.
Add Journal Vouchers Select this option to include in the report transactions that are recorded in journal vouchers but are not yet saved in the database permanently. These are transactions recorded in journal vouchers with status “Open”.
Ignore Adjustments Select to exclude adjustment journal entries from the balance calculation made in the report.
Add Closing Balances By default, the checkbox is not selected.

  • Select this checkbox to include period-end closing journal entries in the report. In this case, all profit and loss accounts that were closed by the period-end closing process will show a zero balance.
  • When this checkbox is not selected, period-end closing journal entries will not be included in the report. That is, all profit and loss accounts that were closed by the period-end closing process will show the G/L account balance prior to the closing process.
  • Select this box to include period-end closing balances of the selected posting period only.
  • Period-end closing journal entries of posting periods prior to the selected period will be included in the Opening Balance column.
  • In Italy, Spain, France and Portugal localizations you can transfer also the balances of Balance Sheet accounts from one fiscal year or period to another. In these localizations the period-end closing process is different than described above. Therefore, the effect of this box on the report is different.
Revaluation Choose to open the Trial Balance Revaluation window. After the revaluation is made, the option next to this button is selected.
Expanded Choose to open the Expanded Selection Criteria window, where you can use a project range and a profit center range as selection criteria for this report.
Select All Select to include all G/L accounts and business partners in the report.

 

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