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Presentation of Balances

This page describes the Presentation of Balances setting in the Nominal Ledger.

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The Presentation of Balances setting allows you to specify how Debit and Credit values will be displayed in Nominal Ledger reports i.e. whether they will be displayed as positive or negative figures.

Internally, Standard ERP treats a Credit entry as a value that is to be subtracted from an account balance, while a Debit entry is to be added. Assets and expenses are therefore stored in a Standard ERP database as positive values, while liabilities, equity and incomes are negative.

However, it can be confusing for figures such as incomes to be shown as negative in reports. To address this issue, you can use the Presentation of Balances setting to specify how balances and other figures will be printed in reports. Using this setting, you can reverse the sign of each type of Account, so that, for example, incomes will be shown as positive values.

On occasion, you may wish to exchange data with other accounting systems using conventions other than your default method. It is not unusual for the board, the bank, auditors, and tax authorities to request different presentations of the company's figures. You can solve this easily by changing the Presentation of Balances setting. You can do this at any time, e.g. between printing two reports of the same kind.

To open the Presentation of Balances setting, ensure you are in the Nominal Ledger and double-click (Windows/macOS) or tap (iOS/Android) 'Presentation of Balances' in the 'Settings' list. The following window will appear:

The window contains a set of check boxes, arranged into three columns each with five rows. The five rows represent the five Account Types, and the three columns represent various reports, as follows:
Column 1
Balance Sheet, Profit & Loss, Accumulated Monthly P/L Report export

Column 2
Trial Balance report and export, Nominal Ledger report

Column 3
Monthly Balances export
A ticked check box indicates that a value will be presented with the sign opposite to the internal representation. A check box that is not ticked means that the standard sign will be used (Debits will be presented as positive, Credits as negative).

In the example shown in the illustration, values for Assets and Expenses will always be presented with the standard signs. Income, Equity and Liabilities will be presented with the opposite sign in the Balance Sheet and the Profit & Loss report, and with the standard sign in other reports.

Tick the check boxes in the window to select your settings.

Confirm your changes by clicking [Save] (Windows/macOS) or by tapping √ (iOS/Android), or revert to the previously saved setting by clicking [Cancel] the close box (Windows/macOS) or by tapping < (iOS/Android).

Note that changing the sign of a figure changes more than the display of that figure in reports. It also changes how that figure will be used when calculating the other figures in the report. For example, if you change a positive figure to a negative, that figure will now be subtracted when calculating report totals when previously it would have been added. For this reason it is recommended that the check boxes in column 2 should all be ticked or not ticked. If only some of the check boxes in column 2 are ticked, the Trial Balance report will not balance.

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Settings in the Nominal Ledger:

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