Trial Balance Reports Guide

How to use Trial Balance and Trial Balance Detail to confirm balances, review opening amounts, and prepare reliable month-end and year-end checks in QBM.

Accounting & Closing Reports End-User Guide

Overview

The Trial Balance family is one of the most important accounting controls in QBM. It helps you confirm that total debits and total credits remain in balance and that account balances look reasonable for the selected period.

Trial BalanceHigh-level account balances for a selected date or period.
Trial Balance DetailMore supporting columns for review and investigation.
Main UseMonth-end checks, audit preparation, and balance review before financial statements.
Important: A balanced Trial Balance does not automatically mean every posting is correct. It means the books are mathematically balanced for the selected view.

Reports Covered

Report Menu Path Use It For
Trial Balance Reports > Accounts > Trial Balance Review account balances in one place and confirm overall debit and credit balance.
Trial Balance Detail Reports > Accounts > Trial Balance Detail Review the same balance structure with additional supporting columns for deeper checking.

When To Use Each Report

If You Need To... Use
Check whether the books are balanced and review balances quickly Trial Balance
Investigate balances with more supporting columns before exporting or auditing Trial Balance Detail

Main Filters

Field Or Option What It Means
Date / Date Range Selects the reporting point or period you want to review.
Job Limits the report to a selected project or job when job-based accounting is used.
Show Zero Balance Includes accounts that currently balance to zero. This is useful when you want a complete account list.
Hierarchy Shows accounts in parent and sub-account structure so the chart is easier to review in order.
Dated Includes dated opening-balance style presentation when you want to see balances with opening context.
Format Changes the report layout or column presentation to suit review or printing needs.
Good practice: For closing review, first run the Trial Balance in a clean summary layout. If something looks unusual, then move to the detailed version.

How To Run

  1. Open the required report from the Reports > Accounts area.
  2. Select the correct period or reporting date.
  3. If needed, filter by Job or choose whether zero-balance accounts should appear.
  4. Turn on Hierarchy when you want accounts displayed in their normal chart structure.
  5. Use Trial Balance for a quick review or Trial Balance Detail when you need more supporting information.
  6. Print, export, or continue to the next closing report once balances look reasonable.

How To Read The Results

Trial Balance

  • Review the debit and credit totals first. They should remain in balance.
  • Scan major accounts such as cash, receivables, payables, VAT, income, and expense accounts for unexpected movement.
  • Use hierarchy view if you want to check control accounts together with their sub-accounts.

Trial Balance Detail

  • Use the detailed columns when you need stronger support for audit review, reconciliation work, or management checking.
  • Focus on account description, type, and the debit and credit columns when you are validating where balances are coming from.
  • If the total looks correct but one account looks unusual, move next to account transactions or general ledger review.
Remember: The Trial Balance is a control report. It is normally followed by financial statements, account transaction review, or reconciliation work.

Best Practice

  • Run the report after major posting periods such as month-end, VAT review, payroll posting, and year-end adjustments.
  • Use the same period each time when comparing reports internally.
  • Do not include zero-balance accounts unless you need a full control list.
  • Use the detailed version before escalation to support or audit if you need stronger supporting evidence.