The Trial Balance ribbon
To View a Trial Balance
From the Task Bar, select Trial Balance from the Transactions folder. By default the trial balance only contains accounts that have a balance to report in either the current or prior year. To include accounts where there are transactions but the resulting balance is zero, from the ribbon select Include Zero balances. If you enter quantities (often used with the farm formats) click on Include Quantities on the ribbon, this display the quantity columns for the current and comparative year within the trial balance.
To View Nominal Details
To view all transactions associated with a nominal code, click the blue underlined nominal code in the Nominal column. A pop-up grid displaying transactions posted to the selected nominal account will open.
By default, the transactions shown on this grid are read-only.
To edit a nominal code, click in the box next to Edit Transactions at the bottom of the pop-up grid. The amounts are read only, but nominal codes may be selected and changed, however, if you are using Open Integration, or do not have permission, this is not possible. The third party software you are integrating with determines the coding structure and is mapped to CCH Accounts Production accordingly.
If you are not using Open Integration you may edit a nominal directly in the grid or an amount by clicking on the hyperlink in the ID column to open the View Transactions screen and then edit the amount. Many users have this permission switched off to ensure journals are raised in respect of changing any amounts post input or importing of the opening trial balance for the period.
To Print a Trial Balance or Nominal Ledger Report
Click on the drop down arrow on the print icon, choose either Trial Balance or Nominal Ledger.
When Trial Balance is selected the report will be loaded directly in the preview screen, from here you have various options to view or print directly to a printer or click on the Export button (far left) to export to Excel; PDF; Html or Email. There is a further option to Export to Excel to the middle/right of the screen. These options are standard for all reports.
When Nominal Ledger is selected, choose the orientation of the report before previewing/printing. Note: If including Quantities choose Landscape orientation as the Portrait orientation will not include quantities due to insufficient width on an A4 page. The Page break after nominal is useful when printing a selection of nominals which you wish to appear on separate reports.
The report(s) will then be displayed on the preview screen with the same options as described above for the trial balance.
To Filter a Trial Balance
The Filter Trial Balance and Save options on the Ribbon allows you to save Trial Balances using various criteria, for example, the Filter Trial Balance option may be used when seeking to save periodic trial balances to filter the transactions that are to be included in the periodic trial balances.
The dialog will be displayed, depending on the reporting periods which have been set-up. The top panel contains Reporting Periods defined for the client and the lower panel contains the dimensions, e.g. below the dimension has been given the name Branch.
When you initially display a TB all periods and dimensions are included giving the year-to-date position, to change this remove ticks to restrict the figures to those required, e.g. a single period for one department.
Click on the Filter button to apply the filter. Once the required figures are shown you can Close the filter dialog. The “None” option allows you to identify any balances that were not assigned to any dimension during transaction entry, which can be corrected as necessary.
Note that when you filter by dimensions it is possible that the filtered TB will not balance. This is not an error as we do not enforce double entry within dimensions.
To Save a Filtered Trial Balance
When you click Save on the ribbon, the Save Trial Balance dialog appears so that you can Name and add a User defined reference. This User defined reference field relates to the codes that are shown when you edit a format. Codes A to F are reserved by the software; G to Z are available for your use. You may need to create a local format when using codes G to Z.
Clear filter will be displayed once a filter has been applied, and used to clear the filter.
Export for Support
Use this function is you need to send the trial balance into CCH Software Support.
If you are a user of our online bookkeeping software, Twinfield, this button will be active for you to be able to view Twinfield transactions.