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Downloading GL & TB from Netsuite

Reports must be in the accounting packages' native format, properly structured, include all required fields, and be free of formatting errors that could cause upload issues.

Introduction

  • This guide will help you download the General Ledger (GL) and Trial Balance (TB) reports from NetSuite, ensuring the data meets Validis' upload requirements.
  • Reports should be exported in (.CSV), (.XLSX), or (.XLS) file format.
  • File size must not exceed 100 MB.
  • Reports must already contain the required fields without manual manipulation.

 

How to Extract a General Ledger Report

Step 1: Locate the General Ledger Report

  • Log in to your NetSuite system.
  • Navigate to Reports > New Search.
  • Select Transaction.
  • On the next screen, select Create Saved Search.
  • Please note:
    • NetSuite has limits on the number of rows that can be retrieved per report.
    • Saved searches do not have row limitations like reports, so we recommend creating a saved search.

 

Step 2: Set Report Parameters

  • On the Criteria tab, select the following options:
    • Posting
    • Account Type
    • System Notes: Type

 

Step 3: Configure Columns

  • In the Results tab, ensure you select columns that contain the following:
    • Account Name
    • Account Code
    • Transaction Date
    • Transaction Number/Reference
    • Transaction Balance
    • Transaction Description (Optional but recommended)

 

Step 4: Generate and Export the Report

  • Select Save & Run.
  • When the results screen loads, we recommend exporting to CSV because NetSuite Excel exports are XLS (not XLSX) files, which have a 65,536 row limitation.
  • In the footer of the report, click the icon of the export file format you need. (.CSV), (.XLSX)
  • Save the report securely for upload to the Validis portal.

 

How to Extract a Trial Balance Report

Step 1: Locate the Reporting Section

  • Log in to your NetSuite system.
  • Navigate to Reports
  • Search for or select Trial Balance from the report list.

 

Step 2: Configure Report Parameters

  • Set the date range to match your reporting period (e.g., monthly, quarterly, year-end).
  • Column -you can switch the columns displayed in the report.
    • Debit/Credit -to display two columns, with debit and credit balances, for each account
    • Total -to display one column with the balance of debits and credits for each account
  • Ensure that zero balance accounts are included, if available.
  • Verify the report contains these fields:
    • Account Name
    • Account Code
    • Account Balance

 

Step 3: Generate and Export the Report

  • In the footer of the report, click the Export button.
  • Check that all expected account balances are included.
  • Export the report in (.CSV), (.XLSX), or (.XLS) file format.
  • Save the report securely for upload to the Validis portal.

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