> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/trial-balance/trial-balance.md). # Review your trial balance See the debits, credits and balance of every account in your chart of accounts, add and edit accounts, set how each account type is signed, and export the trial balance. The Trial Balance page shows your production's chart of accounts with the debits and credits coded to each account. Owners, Super Admins and Managers open it from **Trial Balance** in the sidebar. {% hint style="info" %} If your production uses a chart of accounts, **Trial Balance** shows in the sidebar. If your company uses chart of accounts import, the **Import a chart of accounts** link shows at the top of the page. {% endhint %} ## Read the accounts table The table is a tree. Select the arrow on a row to open it. * Account rows are your accounts. Subaccounts sit under the account they belong to. * Under each account are the transactions with a line coded to it, newest **Issued At** date first. Any with no **Issued At** date come at the top. A transaction row shows the vendor in **Name** and the line's amount in **Debit** or **Credit**. | Column | What it shows | | ----------- | --------------------------------------------------------------------------------------------------------------------------------------------- | | **Code** | The account's code. | | **Name** | The account's name. On transaction rows, the vendor. | | **Type** | **Asset**, **Liability**, **Equity**, **Revenue** or **Expense**. | | **Balance** | Debits minus credits, or credits minus debits for types where credits are positive (see [Configure account types](#configure-account-types)). | | **Credit** | Everything credited to the account, its subaccounts included. | | **Debit** | Everything debited to the account, its subaccounts included. | All amounts are in US dollars. Every transaction coded to an account counts, whatever its approval status. To code transactions to accounts, see [Code transactions](/transactions/transactions/code-transactions.md). The pinned **Total** row at the top adds up the **Balance**, **Credit** and **Debit** of the top-level accounts. When you search with **Quick filter...** or filter a column, it adds up only the top-level accounts still showing. ## See the trial balance on a date 1. Select **As of date** above the table. 2. Choose a date. Pointing at the question mark next to the field shows "Transactions after this date will not be included in the displayed trial balance." A transaction counts on its **Issued At** date. One with no **Issued At** date counts only if it was added before the as-of date. To see every transaction again, select the X in the field. ## Review a transaction 1. Open an account row to see its transactions. 2. Select the eye button at the end of a transaction row. The transaction opens in a side panel next to the table. Select the X at the top of the panel to close it. See [Review and edit a transaction](/transactions/transactions/edit-a-transaction.md). ## Edit an account To change a code or name: 1. On an account row, select the **Code** or **Name** cell. 2. Type the change. 3. Press Enter, or select another cell. To change a type: 1. On a top-level account row, select the **Type** cell. 2. Choose the new type. Changes save right away. A subaccount gets its type from the account above it when you add it, so you can't change **Type** on a subaccount. Changing a top-level account's type also changes the subaccounts directly under it, but not the subaccounts below those. When an Expense account is linked to a budget line item (it was created from the line item, or it was added to a budget when you created it), changing its code or name changes the line item too. ## Add an account 1. Select **Add**, then select **New Account**. To add a subaccount, you can instead select the **...** menu at the end of an account's row, then select **Add Subaccount**. That account is filled in as the **Parent**. 2. In **Add Account**, use **Parent** to choose the account this one goes under. For a top-level account, leave **Parent** empty, deleting any account already in it. 3. Choose a **Type**. When you've chosen a **Parent**, the type is taken from it and can't be changed. 4. If the type is **Expense** and the production has more than one budget, choose a **Budget**. 5. Enter a **Code** if you want one, and a **Name**. 6. Select **Save**. **Save** stays greyed out until the account has a **Type** and a **Name**, and a **Budget** when one is asked for. A new Expense account is also added as a line item to the **Budget** you chose. It goes under its parent's line item when the parent has one. {% hint style="info" %} Line items you add to a budget on **Budget & Cost Report** also appear here as Expense accounts. {% endhint %} ## Delete an account 1. Select the **...** menu at the end of the account's row. 2. Select **Delete**. 3. In **Delete Account**, select **Confirm**. When you delete an account: * Its subaccounts are deleted with it. * Transactions coded to it stay, but their lines no longer have that account. Code them again to another account. * If it's an Expense account linked to a budget line item, the line item is deleted too. If that line item has sub-items, the account isn't deleted and "Failed to delete account" appears. Delete the line item's sub-items on **Budget & Cost Report** first. {% hint style="warning" %} Deleting an account can't be undone. {% endhint %} ## Configure account types Each account type has a setting that decides whether debits or credits count as positive in **Balance**. If credits are positive, debits are negative, and the other way round. 1. Select **Configure Account Types**. 2. For each type, set the switch to **Debits are +** or **Credits are +**. 3. Select **Save**. It's greyed out until you change a switch. Until you change them, **Asset** and **Expense** are set to **Debits are +**, and **Liability**, **Equity** and **Revenue** to **Credits are +**. The settings apply to the whole production. {% hint style="warning" %} Changing **Expense** also flips the sign of the budget amounts on every transaction in the production, so **Budget & Cost Report** follows the new setting. {% endhint %} ## Export a trial balance PDF 1. Select **Export Trial Balance PDF**. 2. Tick the options you want: * **Include only expense accounts?** leaves out every other type. * **Hide accounts with $0 activity?** leaves out accounts with no amount in any column the PDF shows. An account stays when something under it has activity. * **Include Budget and Variance columns?** adds budget figures to Expense accounts. * **Include ETC and EFC?** appears only when your production's budgets have phases named exactly ETC and EFC. 3. Check the **As of date**. Setting a date on the page fills it in. To include every transaction, clear it with the X. 4. Select **Export**. The PDF shows the production name, and the as-of date when you set one. It has a section for each account type, in the order Asset, Liability, Equity, Revenue, Expense, with Debit, Credit and Balance columns. Each top-level account lists the subaccounts and transactions directly under it, then its own totals in bold. Each section ends with its total, and the last line totals everything. About the budget columns: * They come from the production's first budget, the first tab on **Budget & Cost Report**. * Budget is that budget's phase named Awarded, or its first phase when it has none, plus any Approved Overages phases. Variance is Budget minus Balance. * With **Include ETC and EFC?** ticked, the Expense section shows ETC and EFC in place of Balance, and Variance is Budget minus EFC. * Budget line items with amounts but no matching Expense account are added to the Expense section. Line items match accounts by code, or by name for an account with no code. ## Import a chart of accounts {% hint style="info" %} If your company uses chart of accounts import, **Import a chart of accounts** shows at the top of the page. {% endhint %} Select **Import a chart of accounts** at the top of the page to bring in accounts from a spreadsheet. See [Import a chart of accounts](/trial-balance/import-chart-of-accounts.md). ## Export the table Select **Export** above the table to download it as an Excel file. Only rows that match your filters are included. The file has one sheet for each level of the tree: Sheet 1 holds the top-level accounts, Sheet 2 the rows one level down, and so on. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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