Trial balance and general ledger
The check that everything adds up, and the movement-by-movement detail of every account.
These are the two reports you use to audit your own business: one tells you whether the whole thing adds up, the other lets you follow the trail of a specific peso. Both are available from the Gold plan.
The trial balance
What it's for
The trial balance is the snapshot of all your accounts in a period, with what came in (debits), what went out (credits) and each one's closing balance. At the bottom there's one line that says it all:
Total debits = Total credits. If those two numbers match, your books are balanced.
It is the check an accountant runs before closing the month. Here you have it in one click, at any time.
When I use it
- Before closing a period: it is the natural step before the close.
- When the summary shows a number you didn't expect and you want to see which account it comes from.
- When you want to know, without opening a hundred loans, how much you earned in interest and how much in arrears.
How to read it
Code | Account | Debits | Credits | Balance |
|---|---|---|---|---|
1101 | Cash | RD$52,300 | RD$40,000 | RD$12,300 |
1200 | Loan Portfolio | RD$40,000 | RD$21,500 | RD$18,500 |
3101 | Lender's Capital | RD$25,000 | RD$25,000 | |
4101 | Interest Income | RD$4,500 | RD$4,500 | |
4102 | Arrears Income | RD$1,300 | RD$1,300 | |
Totals |
| RD$92,300 | RD$92,300 | ✅ Balanced |
Balances are always shown in natural magnitude: an income account with a credit balance appears positive, not negative. You don't have to interpret signs.
Which accounts appear
Every active account appears, plus any account that had movement in the period even if you deactivated it afterwards. So an account you used mid-month doesn't vanish from the report, while one you deactivated a year ago and never moved doesn't clutter it.
Filtering by collector
If you work with collection agents, you can filter the trial balance by a collector's till or by the "Owner / office" bucket (what you collected yourself). Every collection an agent makes is tagged with their till automatically.
With a collector filter active, the totals do not have to match each other: you are looking at a slice of the ledger, not the whole ledger. That is normal and expected: for the balance check, remove the filter.
The general ledger
What it's for
If the trial balance tells you how much, the general ledger tells you why. It is the list of every movement, one by one, with its date, its entry and its description.
When I use it
- "Where did these RD$3,000 in Tuesday's cash come from?" Filter by 1101 and you'll see.
- To rebuild the full history of an account in the face of a doubt or a dispute.
- To review everything a collector moved, filtering by their till.
How to use it
- Go to Accounting → General ledger.
- Filter by account (for example, 1101): recommended almost always.
- Optionally filter by collector.
- The list pages itself as you scroll: it doesn't load thousands of lines at once.
When you filter by one account, the general ledger adds two very useful columns: the period's opening balance and the running balance line by line. Without an account filter those columns don't appear (they'd make no sense mixing different accounts).
Edge cases
- A period with no activity? The report comes back empty, with zeros. That's not an error.
- Never closed a period? With no period specified, both reports use the open period containing today's date. If none is open, they come back empty.
- The trial balance says it does NOT balance? This shouldn't be possible: the engine rejects any unbalanced entry before saving it. If you see it, it's a sign of a serious problem: contact support and do not close the period.
Plan and permissions
- Gold or Premium plan (Accounting reports module). On Basic these reports are not available.
- Permission
accounting:read. The owner always has it.