Running Trial Balance Reports

Purpose:  Use this document as a reference on how to run a General Ledger Trial Balance report in ctcLink.  

Audience:  Finance Staff/Supervisors

You must have at least one of these local college managed security roles:

  • ZZ General Ledger Reports

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Trial Balance Report results can be ran as a PDF or downloaded to an Excel format such as a .CSV file. Use the following steps as a suggestion for how to run the Report and review options to narrow down the desired results.  

Running Trial Balance Reports

Trial Balance Report Parameters for Department(s) (Legacy Report GA1335)

Navigation: General Ledger > General Reports > Trial Balance

  1. The Trial Balance search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
  • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA140_TRIAL_BALANCE_GA1335 (Clark, Trial Balance Report 1335).
  1. The Trial Balance page displays.
  2. Enter in the Report Request Parameters:
    1. Ledger 'LOCAL'
    2. Fiscal Year
    3. Desired Period
    4. Include all the Adjustment Periods by using the drop-down menu and the plus icon (13, 131, 132, and 133). 
  3. Select the Refresh button to populate the ChartField Selection criteria.

Four ctcLink Adjustment Periods:

  • PERIOD 13 - All Finance Sub Modules close the fiscal year in Period 12.  Period 13 is only for General Ledger adjustments and year-end entries.
  • PERIOD 131 - GL Adjustments and interagency AR/AP.
  • PERIOD 132 - Due To and Due From Adjustments and VPA Entries. If you need to make changes after Period 131, please work with SBCTC directly and all corrections must be approved by the State Board staff. 
  • PERIOD 133 - Post AFRS including recording Cash/Revenue in State Funds (SBCTC Only).
Trial Balance Report page with adjustment periods of 13, 131, 132 and 133 added
  1. The ChartField Selection criteria populates.
  2. The ChartField Names will automatically be sequenced in random order. Renumber the valid ChartField values to match the sequence numbered listed below:
    • 1 - Fund Code
    • 2 - Appropriation Index
    • 3 - Class Field
    • 4 - Department
    • 5 - Account
  3. Once the appropriate numbering has been entered into the aligned sequence field, select the Sequence column name two times, to reorder ChartField names in ascending sequential order.
  4. Mark the check boxes to produce the desired results;
    • Include CF = Include ChartField
    • Descr = Description of the ChartField Name
    • Subtotal = Subtotal by ChartField Name
  5. Select the Save button, then the Run button.

The following example produces similar Trial Balance results as the Legacy Report GA1335.

Optional to enter a specific value or range.  For example purposes, Department# 21295 has been selected.

Trial Balance Report displaying ChartField names in sequence
  1. The Process Scheduler Request window will open.
  2. Use the drop-down arrow to select the Format to produce desired results. Format options include:
    1. CSV
    2. HP
    3. HTM
    4. LP
    5. PDF
    6. PS
    7. SPF
    8. XML
  3. A Process Instance number will be displayed.
  4. Select the Report Manager hyperlink.
  5. Once the Report Manager page displays, select the Administration tab.
  6. Refresh the page until Status is Posted.
  7. Select the Description report hyperlink to view the report.
  8. The Trial Balance report will open up in a new window.

The example below displays the Process Scheduler Request page results when the pdf format option that was chosen. If you would like to save your results, be sure to save in an Excel format.

Trial Balance Report example showing basic plain text

The example below displays the Process Scheduler Request page results when the. CSV format option that was chosen. If you would like to save your results, be sure to save in an Excel format.

.CSV trial balance report example

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Running Trial Balance Reports. This link will open in a new tab/window.

Trial Balance Report Parameters for the General Ledger (Legacy Report GA1331)

Navigation: General Ledger > General Reports > Trial Balance

  1. The Trial Balance search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
  • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA140_TRIAL_BALANCE_GA1331 (Clark, Trial Balance Report 1331).
  1. The Trial Balance page displays.
  2. Enter in the Report Request Parameters:
    1. Ledger 'LOCAL'
    2. Fiscal Year
    3. Desired Period
    4. Include all the Adjustment Periods by using the drop-down menu and the plus icon (13, 131, 132, and 133). 
  3. Select the Refresh button to populate the ChartField Selection criteria.
  4. The ChartField Selection criteria populates.
  5. The ChartField Names will automatically be sequenced in random order. Renumber the valid ChartField values to match the sequence numbered listed below:
    • 1 - Account
  6. Once the appropriate numbering has been entered into the aligned sequence field, select the Sequence column name two times, to reorder ChartField names in ascending sequential order.
  7. Mark the check boxes to produce the desired results;
    • Include CF = Include ChartField
    • Descr = Description of the ChartField Name
    • Subtotal = Subtotal by ChartField Name
  8. Select the Save button, then the Run button.

The following example produces similar Trial Balance results as the Legacy Report GA1331.

Run control ID Trial balance GA1331
Trial Balance Report Parameters for the Fund Ledger (Legacy Report GA1332)

Navigation: General Ledger > General Reports > Trial Balance

  1. The Trial Balance search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
  • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA140_TRIAL_BALANCE_GA1331 (Clark, Trial Balance Report 1331).
  1. The Trial Balance page displays.
  2. Enter in the Report Request Parameters:
    1. Ledger 'LOCAL'
    2. Fiscal Year
    3. Desired Period
    4. Include all the Adjustment Periods by using the drop-down menu and the plus icon (13, 131, 132, and 133). 
  3. Select the Refresh button to populate the ChartField Selection criteria.
  4. The ChartField Selection criteria populates.
  5. The ChartField Names will automatically be sequenced in random order. Renumber the valid ChartField values to match the sequence numbered listed below:
    • 1 - Account
    • 2 - Fund Code
  6. Once the appropriate numbering has been entered into the aligned sequence field, select the Sequence column name two times, to reorder ChartField names in ascending sequential order.
  7. Mark the check boxes to produce the desired results;
    • Include CF = Include ChartField
    • Descr = Description of the ChartField Name
    • Subtotal = Subtotal by ChartField Name
  8. Select the Save button, then the Run button.

The following example produces similar Trial Balance results as the Legacy Report GA1332.

Trial balance GA1332 run control
Trial Balance Report Parameters for GL Allotment Balances by Fund/Appropriation (Legacy Report GA3233)

Navigation: General Ledger > General Reports > Trial Balance

  1. The Trial Balance search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
  • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA140_TRIAL_BALANCE_GA3233 (Clark, Trial Balance Report 3233).
  1. The Trial Balance page displays.
  2. Enter in the Report Request Parameters:
    1. Ledger 'LOCAL'
    2. Fiscal Year
    3. Desired Period
    4. Include all the Adjustment Periods by using the drop-down menu and the plus icon (13, 131, 132, and 133). 
  3. Select the Refresh button to populate the ChartField Selection criteria.
  4. The ChartField Selection criteria populates.
  5. The ChartField Names will automatically be sequenced in random order. Renumber the valid ChartField values to match the sequence numbered listed below:
    • 1 - Appropriation Index
    • 2 - Fund Code
    • 3 - Account
  6. Once the appropriate numbering has been entered into the aligned sequence field, select the Sequence column name two times, to reorder ChartField names in ascending sequential order.
  7. Mark the check boxes to produce the desired results;
    • Include CF = Include ChartField
    • Descr = Description of the ChartField Name
    • Subtotal = Subtotal by ChartField Name
  8. Select the Save button, then the Run button.

The following example produces similar Trial Balance results as the Legacy Report GA3233.

Optional to enter a specific value or range.  For example purposes, Account Values span 500000 to 5120010 has been selected.

Run Control ID Trial Balance GA3233

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