How to upload your GL and TB reports through the portal
Upload & Share lets you send your accounting data straight from files you have already exported from your accounting package, without connecting the package itself.
Before you start, export your General Ledger and Trial Balance for the financial year you have been asked about. The portal accepts CSV, XLS, and XLSX files, up to 3.73GB in total per upload. See Supported files and sizes for the full list.
Where possible, export the files directly from your accounting system and do not edit them first. Consistently structured, computer-generated data processes best.
If you are not sure how to export the reports, select How to Download Your Reports on the upload page for guidance.
What your reports must contain
Each report must include the following. If any of it is missing, the data cannot be processed.
| Report | Must include |
|---|---|
| General Ledger Report | General Ledger Account Name, Transaction Date, and Transaction Value. |
| Trial Balance Report | General Ledger Account Name and Closing Balance. |
Starting the share
Sign in to your Validis portal. If you share data for more than one company, choose the right engagement from the dropdown next to the Engagements and Groups options first, then select Share Data Now.
The share runs as four steps, shown across the top of the page: Choose Engagement, Select, Share GL & TB, and Done. The engagement you are working on is named in the top left throughout, and Exit to Dashboard in the top right leaves the process at any point.
Choosing your accounting package
On Which accounting package do you use?, start typing the name of your package into the search box and select it from the matches that appear. Commonly used packages are also listed underneath, under Or choose from our most popular list.
If your package is not there, select Can't find your accounting package? - Add it here and enter the name yourself.
Uploading files for a package in the list? If your package is in the list but you want to upload exported files instead of connecting it, don't select it from the list. Select Can't find your accounting package? - Add it here and enter the name yourself, for example "QuickBooks Online file upload". Selecting a package from the list will ask you to connect to it.
Once you have chosen, the panel on the right confirms your selection and shows what happens next. Select Next to carry on.
Adding your details and files
On Share your data, everything on the right of the page is required. Set the Financial Year End Date using the calendar picker, making sure it matches the year end covered by the reports you are about to upload.
Add your files underneath. Use Upload file under General Ledger Report for your GL, and Upload file under Trial Balance Report for your TB. You can also drag a file onto the Drop your file here area beneath either heading.
Each file appears with its name and size once attached. Check that the right report has landed under the right heading, since the two are easy to mix up. To swap one out, select the cross beside it and add the correct file.
When both files are in place, select Next.
After you have shared
The Done step confirms your upload is complete and your data has been shared securely. You don't need to do anything else, and we'll contact you if we need anything else for this upload.
Select View all shared data to check upload progress.
Validis processes the files automatically, and most uploads finish within 20 to 30 minutes. Some files get an extra check by the Validis Managed Service team before they complete. No action is needed from you while this happens.
You will be notified when processing succeeds. If it does not, the upload shows as Failed with the reason, and Validis Support can explain what needs fixing. See Upload and Share Troubleshooting.
If you have data to share for another company, you do not need to start again from the dashboard. Under Share data for another engagement, find the engagement in the list or search for it by name, then select Share data beside it.