GL Balance Sheet window

GeneralLedgerCS > General Ledger > Reporting menu > GL Balance Sheet window

The Balance Sheet Report provides current data on the financial condition of an organization. Accumulations to assets, liabilities, and equitynet asset accounts are included on this report.

Fund Number (Fund product only)

Enter a fund number to show only accounts in that fund on the report.

Print All Funds (Fund product only)

This drop-down is only active if the Fund Number field is blank. If you want to print one report that displays all the included funds, select Combined from the drop-down. If you want to print a separate report for each fund, select Separated.

Sort by Fund (Fund product only)

This check box is only active if you select Combined from the Print All Funds drop-down and you select a Report Type other than Advanced Detailed. Select this check box if you want to sort the included accounts by fund number.

Ending Period

The report will include information for all periods through the one shown here. You can choose any period in your fiscal calendar, from 1 to 60. The default for this box is the Present Period as shown in your fiscal calendar.

When you enter the Period number, the last date of the Period will appear to the right of the box so that you can verify that this is the period through which you want to include information.

Skip Zero Balance

Select this check box to exclude accounts that have a zero balance for the specified time period on the report. If the accounts have a balance, but not in the time period shown on the report, they will not appear on the report.

Print Account Number

Select this check box if you want to print the account numbers on the report. If this check box is selected, the account numbers will appear on the left side of the page before the account descriptions.

Use Advanced Report Groups

Select this check box if you want to generate a report with an advanced layout. When you select this check box, different options are available from the Report Type drop-down and the Report Group Lookup is enabled.

Report Type

Use the drop-down list to select the type of report and the level of detail you want to appear on the report. The following report types are available:

• Detailed: Prints the balance of each account included in the report. This is the default option.

• Summary: Prints only the account class totals. (Accounting product only)

• Classified: Prints a balance sheet sorted by account class subcategories (report groups). To set up report groups, see Setting Up Account Groups. You must have every account in your general ledger assigned to an appropriate classified report group in order to run this report.

• (Fund product only) Including Encumbrances: Prints a detailed balance sheet with actual and encumbrance amounts included for the specified fund(s).

• Comparative Detailed: Prints the balance of each account selected for both the period you selected in the Ending Period box and the same period for the prior year (Accounting product only) or prior two years (Fund product only).

• Comparative Classified: Prints the Balance Sheet sorted by account class subcategories (report groups) for both the period you selected in the Ending Period box and the same period for the prior year (Accounting product only) or prior two years (Fund product only). You must have every account in your general ledger assigned to an appropriate classified report group in order to run this report. To set up report groups, see Setting Up Account Groups.

• Drilldown: Prints a report that allows you to drill down to view individual transactions. Choose any line on the report for which you want more information and double-click. A new report page will open showing transaction information specific to the line you selected. The ending period for this report cannot exceed period 12/13. You can only print this report to screen.

If you selected the Use Advanced Report Groups check box, the following options are available:

• Advanced Classified: Prints the Balance Sheet sorted by account class subcategories using the layout you select in the Report Group field. You must have every account in your general ledger assigned to an appropriate classified report group in order to run this report. To set up report groups, see Setting Up Account Groups.

• Advanced Comparative Classified: Prints the Balance Sheet sorted by account class subcategories for both the period you selected in the Ending Period box and the same period for the prior year (Accounting product only) or prior two years (Fund product only) using the layout you select in the Report Group field. You must have every account in your general ledger assigned to an appropriate classified report group in order to run this report. To set up report groups, see Setting Up Account Groups.

• Advanced Detailed: Prints the Balance Sheet sorted by the accounts you added to the Advanced Report Group layout, even if the accounts do not have a Group 1 Report Group assignment in the GL Accounts window.

Use Account Filter

Select this radio button if you want to enter a filter to use to print a customized report which includes only those accounts that meet the filter criteria. This option is not available if you selected the Use Advanced Report Groups check box.

Use Advanced Filter

Select this radio button to use an Advanced Filter Code as a filter for the report.

Account Filter

If you selected the Use Account Filter radio button, enter a filter to specify which accounts to include. Only accounts that match the specified filter criteria will appear on the report. Use wildcards (* and ?) to establish the filter parameters. Substitute a (?) for any single character in the account number, or an (*) for any number of characters. For example, to include all four-digit accounts beginning with a 1, enter 1??? in the Account Filter box. To include all accounts that end in 02, enter *02.

If you selected the Use Advanced Filter radio button, type the Code or use the Lookup to enter the Filter Code to use to select the accounts.

Report Group

This field is only available if you selected the Use Advanced Report Groups check box. Type the Report Group Code you want to use for this report layout or open the Lookup to select one.

Print Consolidated Ledgers (Accounting product only)

Select this check box to include information from all companies that have been consolidated with the current company. This check box is not available if you selected the Use Advanced Report Groups check box. Be sure to consolidate your ledgers in the Consolidate Ledgers window before you run the report with this option.

Retained Earnings Account (Accounting product only)

This field only appears if you run the report for period 14 or higher. Enter an account in this field if you want your net income/loss for the previous periods to be incorporated into the Retained Earnings Account amount. If you leave this field blank, the income over expense amount will appear as Net Income/Loss on the report.

Use a custom report

This check box is only available if you defined a custom report for this window in Controller. Select this check box if you want to run a custom report instead of the default report. The drop-down is enabled after you select the check box and you can choose the custom report you want to run.