Overview
The Accounting Balances dataset gives you a month-by-month history of every general ledger (GL) account balance in CORE. Use it to build charts and dashboards that track how balances change over time, compare cash and accrual positions, and analyze activity by class and cost pool.
Each row shows the balance of one GL account, for one class, on one accounting basis (Cash or Accrual), as of the end of one calendar month. Monthly balances are available back to January 2024, and one additional row per account, class, and basis always reflects today's live balance.
Dataset Structure
Accounting Balances is a snapshot-based dataset. Rather than keeping one live record per account, it stores one record for each combination of:
- GL account (for example, Accounts Receivable)
- Class (for example, New York Office, or Unclassified)
- Accounting Basis (Cash or Accrual)
- Period End Date (the last day of each month, or today's date for the live row)
Because every account appears twice per period once for Cash and once for Accrual always filter on Accounting Basis before building a chart. To avoid combining balances across months, also filter on Period End Date, or set Is Latest to True to show current balances only.
Important: Accounting dates, not transaction dates, determine which period an amount falls into.
Balance Sheet vs. Profit & Loss accounts
- Balance Sheet accounts (Assets, Liabilities, Equity) carry a cumulative balance forward from month to month. For example, if Accounts Receivable ends March at $42,000 and $8,000 of new invoices post in April, April's balance is $50,000.
- Profit & Loss accounts (Income, Cost of Goods Sold, Expenses, Other Income/Other Expense) reset to zero at the start of each fiscal year, so their balance is fiscal year-to-date. Fiscal years follow your company's fiscal calendar in CORE.
Retained Earnings updates once, at the start of each new fiscal year, when the prior year's net income closes into it. It does not include the current fiscal year's net income, which remains on the individual Income and Expense accounts until year-end. Entries posted directly to Retained Earnings appear in the month they post.
Class
Class is applied to individual transactions, not to accounts, so one account can have activity in several classes in the same month. The dataset returns one row per class that has activity. Transactions without a class appear under Unclassified. Add the class rows and the Unclassified row together to get the account total.
Which accounts are included: Active accounts are always included, even with a zero balance. Inactive accounts are included only if they have historical activity; inactive accounts with no history are excluded.
Fields
| Type | Column | Description |
|---|---|---|
| Category | Account Name | Full name of the account |
| Category | Account Description | Optional description of the account |
| Category | Account Display As | Alternate display name, if different from the name |
| Category | Account Number | Account code in the chart of accounts |
| Category | Account Category | The financial statement category the account belongs to — Assets, Liabilities, Equity, Income, Cost of Goods Sold, Expenses, Other Income/Other Expense, or Non-Posting |
| Value | Account Category Sort | A number that sorts categories in standard financial statement order (1 = Assets through 8 = Non-Posting) |
| Category | Account Type | The account type assigned in CORE |
| Category | Sub Account of | The parent account this account rolls up into, if any |
| Category | Account Bank Number | Bank account number (masked) |
| Category | Account Currency | Your company's base currency |
| Category | Account Custom Fields | Up to 20 Account custom fields associated with this account |
| Category | Cost Pool | The cost pool assigned to the account |
| Category | Trust Liability | The linked trust liability account (Bank accounts only) |
| Category | Tax Line | The tax line used for tax reporting |
| Category | IRS Form 1099 Category | The 1099 category assigned to the account |
| Category | Account Status | Whether the account is active or inactive |
| Category | Restrict Posting to Parent Account | Whether users can post directly to the account |
| Category | Starting Balance Date | The as-of date of the opening balance entered when the account was set up |
| Category | Starting Balance Type | Whether the starting balance is a debit or a credit |
| Value | Starting Balance | The opening balance amount entered at setup |
| Category | Class | The class applied to the underlying transactions; Unclassified for transactions with no class |
| Category | Period End Date | The last day of the month, or today's date for the live row |
| Value | Calendar Year | The calendar year of the period |
| Value | Calendar Month | The calendar month number (1–12) |
| Value | Fiscal Year | The fiscal year the period belongs to, based on your fiscal calendar |
| Value | Fiscal Period | The month number within the fiscal year (1 = first fiscal month) |
| Category | Is Latest | True for the live, as-of-today row; False for month-end rows |
| Category | This FY/Last FY | Labels the row as belonging to the current or prior fiscal year (for example, FY2026); other rows, including the live row, show Other |
| Category | This Year/Last Year | Labels the row as belonging to the current or prior calendar year; other rows, including the live row, show Other |
| Category | Accounting Basis | The basis the row's amounts are calculated on: Cash or Accrual |
| Value | Account Balance | The closing balance at period end. Cumulative for Balance Sheet accounts; fiscal year-to-date for Profit & Loss accounts |
| Value | Monthly Debits | Total debits posted in the period |
| Value | Monthly Credits | Total credits posted in the period |
| Value | Monthly Activity | The net change in the balance during the period, positive when activity increases the account's normal balance |
| Value | AR Component | Helper field for the current balance of A/R accounts. Used in Aggregate Formulas. |
| Value | Bank Component | Helper field for the current balance of Cash accounts. Used in Aggregate Formulas. |
| Value | Current Liabilities Component | Helper field for the current balance of Current Liability accounts. Used in Aggregate Formulas. |
| Value | Income | Helper field used to identify the Monthly Activity of Income and Other Income accounts. |
| Value | Expense | Helper field used to identify the Monthly Activity of Expense and Other Expense accounts. |
| Value | TTM Income Component | Helper field used to identify the sum of Monthly Activity for Income and Other Income accounts for the trailing 12 months. |
| Aggregate Formula | Cash Ratio (GL) | Your cash position relative to current liabilities |
| Aggregate Formula | Days Sales Outstanding | The average number of days it takes to collect payment after a sale |
| Aggregate Formula | Profit | Net income across the selected period |