Exporting and printing the Trial Balance report

After you have generated the Trial Balance report, you can export it to a file or print it for sharing with your accountant, auditor, or management team.

Before you start

• The Trial Balance must already be generated and visible on screen.
• You need permission to export or print documents from your user role.
• Have a destination folder or email address ready if you plan to share the file.

Steps to export

1. In the Trial Balance report, look for the Export button or menu (usually in the top-right corner). Open in Usystems

2. Select the export format you want:

   • PDF — best for printing and sharing (preserves layout and formatting).
   • Excel (.xlsx) — best for further analysis or manipulation in a spreadsheet.
   • CSV — plain text, compatible with most accounting software.

3. If prompted, choose your export options (page orientation, include headers, etc.).

4. Click Download or Export to save the file to your computer.

5. The file will appear in your Downloads folder with a name like Trial_Balance_2026-07-03.pdf.

Steps to print

1. In the Trial Balance report, locate the Print button (usually in the top-right corner or the Export menu).

2. Review the Print Preview to check formatting and ensure all accounts are visible.

3. If needed, adjust the Page Orientation to Landscape to fit more columns on one page.

4. Set the Number of Copies and choose your printer.

5. Click Print to send the report to your printer.

6. Collect the printed report and store it in your accounting records.

Tips & common mistakes

• Always export the Trial Balance at the end of each accounting period for your permanent records.
• If your Trial Balance is unbalanced, do not print or share it until you have corrected the error.
• PDF is the safest format for sharing with external parties (accountants, auditors) because it is read-only and preserves formatting.
• Excel is useful if you need to do further calculations or create charts based on the Trial Balance data.