You can easily export the trial balance by following the steps below:
Steps to Extract a Trial Balance Report
1. Open the Reports page: From the sidebar menu, select “Reports”
2. Select “Trial Balance” from the list of available reports
3. Specify the required time period: Enter the start and end dates in the fields at the top of the page (example: from 2026-01-30 to 2026-04-30)
4. Set filter options (optional):
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Level: Choose the desired display level (from Level 1 to Level 7 or show account type only), where each level displays deeper details of accounts
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Filter Type: If you want to display data according to a specific filter, the available options are (custom fields defined in the system, customers, suppliers, employees, projects, products, branches and inventory, fixed assets)
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Filter Options: Select the value, i.e., supplier name, customer name, or project name, after choosing the desired filter type in the previous field.
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You can specify one or multiple accounts to display only those, through the “Please Select” field located below the “Filter Type” field. When you select an account, only that account will appear in the report, and you can select more than one account at the same time.
5. Enable the “Show Detailed Accounts” option if you want to display details of customer accounts (debtors) or supplier accounts (creditors) or assets or employees, through the toggle button located above the “Search” button
6. Click “Search” to display the report, or “Reset” to clear the filters and start over
7. Export the Report: Click the “Export” button below the report and choose the appropriate format (Excel or PDF)
Columns Displayed in the Report
The trial balance report displays data in 9 main columns divided as follows:
1. “Account” Column
Displays the account number and name, and accounts are organized hierarchically (tree structure) according to the chart of accounts sequence, example:
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Main Levels: 1 – Assets, 4 – Revenue, 5 – Expenses
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Subcategories: 13 – Non-current Assets, 51 – Direct Costs, 52 – Administrative and General Expenses
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Detailed Accounts: such as 120101 – Furniture, 5102 – Salaries and Wages, 5116 – Fuel
2. Opening Balance (two columns: Debit / Credit)
Shows the account balance at the beginning of the specified period, distributed as:
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Debit: Opening Debit Balance
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Credit: Opening Credit Balance
3. Movement (two columns: Debit / Credit)
Shows the total accounting transactions (entries) that were recorded on the account during the specified period:
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Debit: Total debit amounts recorded on the account
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Credit: Total credit amounts recorded on the account
4. Net Movement (two columns: Debit / Credit)
Shows the difference between debit and credit movements on the account during the period, and the value appears on the appropriate side (debit or credit) based on the nature of the difference.
5. Closing Balance (two columns: Debit / Credit)
Shows the account balance at the end of the specified period after adding the opening balance to the net movement:
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Debit: Closing Debit Balance
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Credit: Closing Credit Balance
How to Read the Report
Subtotals: The report displays a subtotal for each group of accounts on a separate line, such as “Total 1201 – Property, Plant and Equipment” or “Total 51 – Direct Costs”, which makes it easy to read the totals of each classification without manual calculation.
Final “Total” Row: Appears at the bottom of the report and contains the total of all accounts in the four main columns (opening balance, movement, net movement, closing balance). The total debit should equal the total credit in each column, which reflects the balance of accounting entries.
Important Alert: If the total debit does not match the total credit in any column, this indicates an error that requires review, such as archiving some accounts in the chart of accounts. You should go to the dropdown menu and click on Accounting, then Chart of Accounts, then click on the Archive Accounts option from the top options.
Additional Notes
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Make sure to specify the dates correctly to obtain accurate data
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Choosing a higher level (such as Level 7) displays more detailed information, while lower levels display summaries
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Use the “Show Detailed Accounts” option when you need to track the balances of a specific customer or supplier or fixed asset, or to display all customer and supplier names with their balances
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Cells containing 0.00 mean there is no movement or balance in that column for the specified account
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The report can be exported in Excel format for editing and analysis, or PDF for printing and archiving
