PAC - Ledger Trial Balance

Overview

This program allows you to generate a report providing details per account of all transaction aged in the terms specified.

This report/export has extensive options that can be activated via run-time settings. These settings can be saved as your own report 'Configuration' profiles. A report 'Configuration' that you create can't be accessed by another user and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.

Click here for more information on Saving Configurations.

To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.

The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.

To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.

Enter your runtime options for the program.

To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.

You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.

You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.

General and Parent UD Tab

Use any combination of fields on the 'General' and 'Parent UD' tabs to filter the data produced in the report. An 'Ageing Date' must be entered to generate the report.

Fields that require detailed explanation
Ageing Date	This field will display the date from which the report will be run. Transactions dated after the Ageing Date entered will not be included in calculating account balances. The aging date selected must fall within the range of the dates defined by the billing periods set up for the current year in Finance > Parent Accounts > Setup Information > Parent Accounts Setup.

Print Tab

Sort By

Options to sort the report by 'Parent Code', 'Surname' and 'Parent Type' are available on the left side of the screen.

If 'Parent Type' is selected as the sort option the report will also subtotal by each unique parent type.

Formatting Option

Choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel®, Microsoft Word® or a screen with hyperlinks.

The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information.

Additional checkbox options to 'Include Student Details', 'Include Phone Details', 'Include Accounts with zero balance', 'Print Credit Accounts Only' and 'Print Debit Accounts Only' are also available in this list to enhance the report.

Include All Student Details

Select this checkbox to add a Student Details row to the report under Parent Code & Name. The report will include the following for all students, regardless of enrolment status:

Student Name
Status (Current, Non-Current or Enrolled).
Date of Entry (DOE) / Date of Leaving (DOL) / Entry Year
Year Group / Form Class

Example:

Current Student: Barry Anderson (Current, DOE: 12/06/2019, 10A)

Non-Current Student: Barry Anderson (Non-current, DOL: 31/11/2023, 12C)

Enrolled Student: Barry Anderson (Enrolled, 2026, 1B)

Include Current Student Details

Select this checkbox to add a Student Details row to the report under Parent Code & Name. The report will include the following for current students only.

Student Name
Year Group and Form Class

Example:

Current Student: Barry Anderson 10A

Print A/C's with Enrolled Students only

Tick this checkbox to generate the Ledger Trial Balance report without Current Students and Non-Current Students.

You can also nominate to generate a report including only the parents who have students leaving the school this year (e.g. Year 12s and any other student who has already indicated that they will not be returning next year). This looks to the student record for students who have the 'Next Year' flag = 'L – Leaving'. To run the report for just these parents, click the 'Print A/Cs with Leaving Students only' box.

Two separate types of reports can be generated from this tab. Selecting one of the radio button options can create either a 'Detailed' or a 'Summary' report.

Ageing Options

Select from the 'Ageing Options' radio buttons to list supplier balances aged into 'Billing Period', '30 - 90 Days' and '90 - 180' Days' periods.

Use the 'Billing Period' 'Ageing Option' if you would like to age your parent debtors according to your school's billing terms. Use '30 – 90' or '90 – 180' for a more traditional-aged listing.

The billing periods set up in Finance > Parent Accounts > Setup Information > Parent Accounts Setup must cover the entire year to be able to run this report.

Save this Configuration as

If this field is populated with a value and you click 'GO', the current report/export settings will be saved using the configuration name entered in this field.