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Downloading GL & TB from SAP S/4 HANA

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 SAP S/4 HANA, 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 SAP S/4 HANA system.
  • Navigate to the General Ledger section.
  • Click on Display Line Items in General Ledger.

 

Step 2: Set Report Parameters

  • Select the appropriate ledger for your accounting method from the Ledger drop-down menu (Default 0L).
  • Select All Items from the Status drop-down.
  • Select Date Range from the Posting Date drop-down and enter the appropriate date range for the accounting period you wish to see.

 

Step 3: Configure Columns

  • Click the Settings cog icon on the right-hand side of the screen.
  • In the Columns tab, select the following columns by clicking the tick box next to each:
    • G/L Account
    • G/L Account Long Name
    • Journal Entry
    • Journal Entry Date
    • Journal Entry Item Text
    • Journal Entry Type
    • Journal Entry Created By
    • Posting Date
    • Amount in Company Code Currency

 

Step 4: Generate and Export the Report

  • Click the Go button to run the report.
  • Once the report has run, click Export to Spreadsheet to the right of the screen.
  • Export the report in (.CSV), (.XLSX), or (.XLS) file format.
  • 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 SAP S/4 HANA system.
  • Navigate to the Reports or Financial Reports section.
  • 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).
  • Choose the accounting basis (accrual or cash), if required.
  • Ensure 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

  • Click Run or Generate to view the report.
  • 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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