Trial Balance Report Overview

The Trial Balance Report is an accounting-focused report used to review general ledger (GL) activity and balances within GrainWorx. GrainWorx includes a fully integrated general ledger (GL) system that automatically creates accounting transactions, maintains account balances, and supports data export.
Some customers use the GrainWorx GL as their primary accounting system, while others export GL data to an external accounting platform. This is most common for:

Larger organizations with multiple systems
Companies with multiple branch offices that report into a centralized accounting system

The Trial Balance provides a high-level snapshot of financial activity for a selected period and is often the first report accountants review.

Accessing the Trial Balance Report

Navigate to:
Accounting → Trial Balance
When running the report, you define the accounting period and optional filters.

Filter Options

You can filter the Trial Balance by:

Date Range (required)
GL Account Number
GL Subtype
Office
Settlement Office

Hide Zero Amounts

Enabled by default
Hides GL accounts with no activity
Significantly reduces report size (for example, from 40+ pages to fewer than 10)

Most users leave all filters at their default values and simply select a date range before running the report.

Understanding the Trial Balance Layout

For each GL account, the report displays:

GL Account Number
GL Account Name
Beginning Balance (as of the report start date)
Debits
Credits
Change (net activity for the period)
Ending Balance

Debit and Credit Behavior

Debits increase the account balance
Credits decrease the account balance
The Change column reflects the net of debits and credits for the period

Interactive Drill-Down Capabilities

The Trial Balance Report is fully interactive.

Viewing GL Transactions

Clicking on a debit or credit amount opens a detailed list of all GL transactions that make up that total.
The total shown in the transaction list matches the amount selected in the report.

Transaction Details

Each GL transaction includes:

Debit entry
Credit entry
Transaction Date (when the GL transaction was created)
Posting Date

In most cases, the transaction date and posting date are the same. However:

Future-dated transactions may be created
Reversals may post to a prior date

Transaction Integrity & Editing Rules

Most GL transactions in Grainworks are automatically created
These transactions generally cannot be modified, except for non-impacting fields such as:

Dates
Events
Amount descriptions

This protects accounting accuracy and audit integrity.

Drilling Down to Source Records

Each GL transaction includes a reference number showing which record created it.
Clicking the reference (via the three-dot menu) allows you to:

Drill directly into the originating record
For example, view the ticket that generated the GL transaction

This provides full traceability from financial data back to operational records.

Manual Journal Entries

In addition to system-generated transactions, GrainWorx supports manual journal entries.

Selecting New opens a journal entry screen
All GL fields are available for manual input
Used for:
- Adjustments
- Corrections
- Special accounting entries

Two-Sided GL Structure

GrainWorx uses two-sided GL transactions:

Every transaction has a debit and a credit
Accounts always remain balanced
Users do not need to manually ensure debits equal credits

This eliminates common balancing errors found in single-sided GL systems.

Trial Balance Totals & Balancing

At the bottom of the Trial Balance:

Total Beginning Balances should normally equal zero
- If not, it typically indicates an initial balance adjustment
Total Debits and Total Credits for the period:
- Always match
- Result in a net change of zero
Ending balances reflect beginning balances plus period activity

This confirms that the general ledger is in balance for the selected period.

Who Uses This Report

The Trial Balance Report is typically used by:

Accountants
Accounting managers
A small number of authorized GrainWorx users per company
(often 1–4 users, depending on company size)