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Upload & Share: Supported files and sizes

The file types, reports and file sizes Upload & Share accepts

Upload & Share accepts the reports your clients export from their accounting system. Use this page to check a file before it is shared, so it is accepted first time.

Supported file types

  • Excel: .XLSX and .XLS
  • CSV: .CSV

Files exported directly from an accounting system will generally be the best structure for processing.

The following are not supported:

  • PDFs. Export the data from your accounting system as Excel or CSV instead.
  • Images, Word, PowerPoint and Zip files.
  • Excel binary (.XLSB) and macro-enabled (.XLSM) workbooks. Export the data from your accounting system as .XLSX, .XLS or .CSV instead.
  • Password-protected files. Remove the password protection, then upload the file again.

Supported reports

  • General Ledger (GL)
  • Trial Balance (TB)
  • Accounts Receivable (AR): open and detailed
  • Accounts Payable (AP): open and detailed

Reports outside General Ledger, Trial Balance, Accounts Receivable and Accounts Payable are not supported.

File size limits

File size must not exceed 3.73GB. Size limits apply whether you upload through the website or the API.

Limit Website API
Maximum size per file 3.73GB 3.73GB
Files per upload One file per report type (for example one General Ledger and one Trial Balance), sent together Multiple files, up to 25 for the same report type
Maximum total per upload 3.73GB for all the files in one upload together Just under 4GB for the whole upload

For example, through the API you can send four quarterly General Ledger files plus one Trial Balance in the same upload.

If you are uploading two reports in the same share, give them different file names. Two files with the same name will be rejected.

What each report must contain

You can upload your extracts directly to Validis as long as they carry the minimum mandatory data. If a required column is missing, Validis cannot process the report.

Report Description Mandatory data
General Ledger (GL) A comprehensive accounting report listing all financial transactions at a specific point in time. It systematically records, categorizes, and summarizes all financial activities across accounts, including assets, liabilities, equity, revenue, and expenses. The general ledger provides the foundational data for financial statements, such as the balance sheet, income statement, and cash flow statement
  • Account Name
  • Account Code
  • Transaction date
  • Transaction Number/ Reference
  • Transaction Balance

Additional

  • Transaction Description
Trial Balance (TB) An accounting report that lists the balances of all general ledger accounts at a specific point in time. The trial balance includes asset, liability, equity, revenue, and expense accounts, displaying their balances before adjustments.
  • Account Name
  • Account Code
  • Account Balance
Full Accounts Receivables Ledger (AR) A financial report that provides a detailed record of all transactions related to accounts receivable, including invoices issued, payments received, credits, and outstanding balances for each customer. It serves as a subsidiary ledger to the general ledger, tracking receivable balances at an individual customer level.
  • Debtor Name
  • Transaction Date
  • Transaction Balance
  • Transaction Number/ Reference
Full Accounts Payables Ledger (AP) A financial report that provides a detailed record of all transactions related to accounts payable, tracking amounts owed by a business to its suppliers or vendors. It serves as a subsidiary ledger to the general ledger, maintaining individual supplier accounts and summarizing outstanding obligations.
  • Creditor Name
  • Transaction Date
  • Transaction Balance
  • Transaction Number/ Reference
Detailed Aged Receivables/ Open Items A financial report that provides a breakdown of outstanding accounts receivable balances by transaction at a specific point in time. It includes specific details for each debtor, such as transaction numbers, transaction dates, due dates, and amounts outstanding.
  • Debtor Name
  • Transaction Date
  • Transaction Balance
  • Transaction Number/ Reference
Detailed Aged Payables/ Open Items A financial report that provides a breakdown of outstanding accounts payable balances by transaction at a specific point in time. It includes specific details for each creditor, such as transaction numbers, transaction dates, due dates, and amounts outstanding.
  • Creditor Name
  • Transaction Date
  • Transaction Balance
  • Transaction Number/ Reference

Once your reports are ready

Follow the guide for the reports you are sharing.

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