Trial Balance Report in Qoyod
What is a Trial Balance?
A trial balance is a report that displays all of the company’s accounts with the balance of each account at a specific point in time, and shows:
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Account name
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Balance nature (debit or credit)
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Balance amount
Its purpose is not for analysis, but rather:
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To verify that accounting entries are correct and balanced
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To provide a quick picture of account balances on a specific date
If total debits = total credits → the accounting system is sound.
When should I use a Trial Balance? And when should I not?
Use a trial balance if you want to:
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Verify that accounts are balanced
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Know the balance of each account on a specific date
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Conduct a quick review before preparing financial statements
Do not use a trial balance if you want to:
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See detailed movements of a specific account → use Account Statement
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Know the accounting entry for each transaction → use Journal
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Analyze profits or losses → use Income Statement
How do I access the Trial Balance?
From the sidebar menu:
Reports → Trial Balance
How does the system determine which figures appear in the Trial Balance?
A very fundamental rule (pay attention):
The trial balance is based on the date the accounting entry was created
and not on:
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The payment date
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Or the allocation date
The Qoyod system operates on an accrual basis only.
This means:
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An invoice affects the balance when it is issued
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A credit/debit note affects the balance immediately upon saving and approval
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Allocation does not change the figures in the trial balance
Impact of Closing the Financial Year on the Trial Balance
When closing the financial year using the Financial Years feature:
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The system creates a closing entry
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This:
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Transfers all revenues and expenses
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To the profit account that was selected
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The Result:
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Revenue accounts = zero
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Expense accounts = zero
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Net profit or loss appears in the profit account
Very Important:
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If you extract the trial balance through the last day of the year (the closing day) → revenues and expenses will appear as zero
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If you want to see balances before closing → extract the report one day before the closing date
Can I extract a trial balance for a closed year?
Yes, provided that:
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You select a period that precedes the closing entry date. If you extract it within the last day of the financial year, revenue and expense accounts will appear as zero and net profit or loss will appear in equity.
Can an account appear with a negative balance? The account balance will appear as either debit or credit. If the account balance is negative, it will appear as an unnatural number, meaning if the cash account is negative, the balance will appear as credit on the trial balance.
Do credit and debit notes affect the Trial Balance?
Yes, they affect immediately upon saving and approval
and do not wait for:
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Allocation
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Or refund
Can I extract a Trial Balance for a specific account only?
Yes, by using filtering.
Available Filter Options in the Trial Balance
First: Time Period
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From date → To date
Second: Account Level
This determines the level of detail:
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Show account type only
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Level 1 through Level 7
The higher the level:
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The more details
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And the more accounts appear
Third: “Filter Type” in the filter options in the Trial Balance
You can filter the report by:
1) Additional Fields (previously added to business documents)
For example:
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Sales Representative Name
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Vehicle Type
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User Name
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Building Number
You select:
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The field name
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Then the value (for example: Ahmed, Mercedes)
2) Filter by Parties:
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Customers
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Suppliers
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Employees
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Projects
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Products
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Branches and Warehouses
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Fixed Assets
You can choose one filter type
but more than one value (for example, more than one customer, supplier, employee, project, product, branch, fixed asset, or more than one value from additional fields)
Showing Detailed Accounts
When you enable the option:
“Show detailed accounts (customers, suppliers, employees, and fixed assets)” in the filter options
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Each customer or supplier appears by their name
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Instead of just a consolidated account (Receivables / Payables).
After enabling, you must click “Search”
If the number is large, a “View More” button will appear. Click it to show all data.
Why does an “Unspecified” item appear under Customers or Suppliers?
The reason:
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A manual entry was recorded on the Receivables or Payables account
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Without specifying a party (customer / supplier)
Solution:
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Review the Account Statement
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Edit the entry
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Specify the correct party
Opening Balance: Why does it sometimes appear as a movement?
The rule:
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Any entry before the report start date → appears as an opening balance
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Any entry within the period → appears as a movement
Example:
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Entry dated 31-12-2023
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Report from 01-01-2024 → opening balance
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Report from 31-12-2023 → movement
Within the filter options, there is an important feature called Inspection in the Trial Balance report
Within the filter options in the Trial Balance report, there is an important feature called Inspection.
This feature does not change the figures, but it breaks down the number and explains to you exactly where it came from.
What does the Inspection feature do?
The Inspection feature allows you to review the details of the amounts that make up any figure shown in the trial balance, instead of just seeing a total number without explanation.
Through it you can know:
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The value of each customer individually
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The value of each supplier
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Details by branches
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Or warehouses
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Or products
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Or projects
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Or employees
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And in the final stage: the documents themselves (invoices, vouchers, entries)
In other words:
Inspection takes you from a consolidated number → to its detailed breakdown.
How do you use the Inspection feature step by step?
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Go to Reports
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Select Trial Balance
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Specify the required period and click Search
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Enable the Inspection option from the top options
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After enabling Inspection:
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Click directly on any number shown in the trial balance
(opening balance, movement, or closing balance)
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What happens after clicking the number?
A detailed window will open showing you the number broken down according to the following sequence (depending on the nature of the account):
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First: breakdown by Party
(customer / supplier / employee) -
Then: breakdown by Project or Product or Branch
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Finally: display of the documents that made up this number
(sales invoice, purchase invoice, receipt voucher, payment voucher, manual entry…)
Does the Trial Balance include VAT?
Yes.
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The tax account appears as a separate account within the balances
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At the value actually recorded as of the report date
Currency in the Trial Balance
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The report displays only the company’s base currency
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Currency differences do not appear separately
Can a Trial Balance be unbalanced?
No.
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The system prevents saving any unbalanced entry
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If an imbalance appears → it’s usually a technical issue and requires support
Format of data displayed in the Trial Balance report
When you open the Trial Balance report in Qoyod, a table appears with several columns.
Each column has a clear function as follows:
1️⃣ Account Name
This column shows:
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The accounting account name (for example: Cash, Bank, Customers, Revenue…)
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And may display under it:
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Customer names
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Or Supplier names
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Or Employee names
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Or Assets
if the “Show detailed accounts” option has been enabled
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Purpose:
Know exactly which account carries this balance.
2️⃣ Opening Balance (Debit / Credit)
This section shows the account balance before the start of the selected period.
How does the system determine it?
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Any entry dated before the report start date
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Is consolidated here as an opening balance
Example:
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Report start: 01-01-2025
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Cash balance before this date = 10,000
→ appears in the opening balance (debit)
Important Note:
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If the account is new or has no entries before it
→ the opening balance will appear = zero
3️⃣ Movement (Debit / Credit)
This section shows all movements that occurred during the selected period only.
It includes:
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Sales invoices
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Purchase invoices
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Receipt and payment vouchers
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Manual entries
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Credit or debit notes
(as long as the entry date is within the period)
Example:
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During the period:
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Receipt of 3,000
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Payment of 1,000
→ shown as:
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Debit movement = 3,000
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Credit movement = 1,000
Purpose:
Know what happened to the account during the period only, without the past.
4️⃣ Net Movement (Debit / Credit)
This column calculates the difference between:
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Debit movement
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And credit movement
Calculation Method:
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If Debit > Credit → net movement is debit
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If Credit > Debit → net movement is credit
Example:
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Debit movement = 3,000
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Credit movement = 1,000
→ net movement = 2,000 (debit)
Purpose:
Know whether the account increased or decreased during the period? And by how much?
5️⃣ Closing Balance (Debit / Credit)
This is the most important figure in the report.
How is it calculated?
Closing Balance =
Opening Balance + Net Movement
(taking into account the nature of the account, debit or credit)
Complete Example:
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Opening Balance: 10,000 debit
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Net Movement: 2,000 debit
→ Closing Balance = 12,000 debit
This balance:
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Is what appears in:
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The Balance Sheet
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Or is carried forward to the next period
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And is what the accountant relies on to make decisions
