PAC - Ledger Trial Balance

Overview

The TASS.web Parent Accounts ‘Ledger Trial Balance’ program allows you to generate a report providing details per account of all transaction aged in the terms specified.

The report includes the following headings:

Parent Code | Parent Name | Last Payment | *Ageing Options | Balance

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 TASS.web 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 Options

Choose the 'destination' of the report. This can be to:

Export to Adobe® PDF
Export to Microsoft Excel®,
Export to Microsoft Word®
Screen with hyperlinks - best if you need to 'drill-down' to further information.

Two separate types of reports can be generated:

Summary Report: shows the totals for each Parent Account.
Detailed Report: shows a breakdown of charges and credits in addition to the totals.
Note when ‘Detailed Report’ is chosen, the checkbox options explained in the following table cannot be selected.

Additional checkbox options are also available 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
Include Phone Details	Tick to include the Parent’s phone details as listed on the ‘Address’ tab of the Parent Account record.
Include Accounts with zero balance	By default, accounts will zero balances will not be included on the report. Tick this option to include zero balances. Note that the 'Balance greater than ..' field on the General tab must be $0.00 or a negative amount in order for zero balances to display.
Print Credit Accounts only	Tick to show only Parent Accounts which have a negative balance owing. Note that the 'Balance greater than ..' field on the General tab must be $0.00 (or a negative amount) in order for credit balances to display.
Print Debit Accounts only	Tick to show only Parent Accounts which have a positive balance owing.
Print A/C's with Leaving Students only	Tick to include only Parent Accounts which have a child where the 'Next Year' flag is ‘Leaving’.
Print A/C's with Enrolled Students only	By default, Parent Accounts which have a student with the status of ‘Enrolled’, ‘Current’ or ‘Non-Current’ display. Tick this to include only Parent Accounts which have a child with the status of ‘Enrolled’.

Ageing Options

Select from the 'Ageing Options' radio buttons to list Parent Account balances aged into:
'Billing Period'
'30 - 90 Days'
'30 - 180' Days'

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

The billing periods set up in TASS.web 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.