The trial balance sign convention should be checked before an export is imported into a report or working spreadsheet. One system may display separate debit and credit columns while another uses signed balances. A negative number does not by itself prove an incorrect entry or a loss.

Accounting records, calculator and glasses on a desk
Illustrative photograph by Cht Gsml.

Identify the export format

Record the company, period, currency and report settings. Check whether balances are opening, movement or closing figures and whether the export includes separate debit and credit columns.

Ask the system provider or accountant what the sign represents. Keep the original export unchanged and retain the column definitions used for the import.

Map the accounting meaning

Create a small mapping test covering an asset, liability, income and expense account. Compare the original debit or credit meaning with the destination report.

Do not multiply every negative figure by minus one merely to make a spreadsheet look familiar. An indiscriminate reversal can turn liabilities into assets or reverse income and expenses.

Example: liabilities appear as negative balances

The source uses debit-positive and credit-negative amounts, while a management report expects liabilities to display as positive amounts in their own section. Give the accountant the mapping and presentation formula. Preserve the underlying ledger meaning rather than changing the actual postings to suit the report layout.

Reconcile before using the output

Check account totals, trial balance agreement and the destination statement sections. Trace any exceptions to sign rules, account mapping or duplicated columns. Keep the accepted transformation and reviewer explanation with the output so it can be reproduced. A balanced import alone does not prove that each balance has reached the correct financial statement line.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: IRAS official guidance.

Help with your company records

For accounting, bookkeeping and related compliance support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.