What to export, and what each report must contain, before you share your data
Upload & Share lets you send your accounting data as files you have already exported from your accounting package, without connecting the package itself. Check the points below before you start, so your data is accepted first time.
Before you start
- You have exported the required reports from your package.
- Each report is in .CSV, .XLS, .XLSX or .XLSB format, and no larger than 500MB.
- Reports are in the accounting package’s native format, properly structured, include all required fields, and are free from formatting errors that could lead to upload issues.
- If your package is not in the list, select Can’t find your accounting package? - Add it here and enter the name yourself.
File requirements
The portal accepts the following.
- Formats: .CSV, .XLS, .XLSX and .XLSB
- Size: up to 500MB per file
- Files per upload: one file per report through the portal
Two things are not accepted:
- PDFs. Export the data from your accounting system as Excel or CSV instead.
- Password-protected files. Remove the password protection, then upload the file again.
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 |
Additional
|
| 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. |
|
| 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. |
|
| 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. |
|
| 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. |
|
| 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. |
|
Once your reports are ready
Follow the guide for the reports you are sharing.