Skip to main content
All Systems Operational

General Guidance on Downloading GL & TB for Upload & Share

How to export your General Ledger and Trial Balance from any accounting package

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

Introduction

  • This guide helps you download the General Ledger and Trial Balance reports required to upload your data with Validis.
  • Reports should be exported in .CSV, .XLS, .XLSX or .XLSB file format.
  • File size must not exceed 500 MB.
  • Reports must already contain the required fields without manual manipulation.

Every accounting package names its menus differently, so the steps below describe what to look for rather than exact menu names. For the full list of what each report must contain, see Upload and Share Requirements.

How to Extract a General Ledger Report

Step 1

Locate the General Ledger Report

  • Access the accounting or finance section of your system.
  • Go to the reporting or inquiry area and search for General Ledger or Detailed Transactions.
  • Choose the standard General Ledger or a custom version if available.

Step 2

Set Report Parameters

  • Select the correct company or business entity.
  • Enter the desired date range for transactions.
  • Optionally include or exclude unposted transactions.

Please ensure you select columns that contain the following.

Field Required
Account Name Required
Account Code Required
Transaction Date Required
Transaction Number/Reference Required
Transaction Balance Required
Transaction Description Optional but recommended

Step 3

Generate and Export the Report

  • Run the report and review for completeness and accuracy.
  • Ensure that all key ledger accounts are included and transactions are properly categorised and grouped.
  • Export the report in .CSV, .XLS, .XLSX or .XLSB file format.
  • Store the file in a secure and accessible location for upload to the Validis portal.

How to Extract a Trial Balance Report

Step 1

Locate the Reporting Section

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

Step 2

Configure Report Parameters

  • Select the relevant company or legal entity, if applicable.
  • Set the date range to match your reporting period (for example monthly, quarterly, year-end).
  • Choose the accounting basis (accrual or cash) if required.
  • Apply filters, such as departments or dimensions, depending on the functionality of your accounting package.

Please ensure you select columns that contain the following.

Field Required
Account Name Required
Account Code Required
Account Balance Required

Step 3

Generate and Export the Report

  • Next, generate the report.
  • Check that all expected account balances are included.
  • Export the report in .CSV, .XLS, .XLSX or .XLSB file format.
  • Store the file in a secure and accessible location for upload to the Validis portal.

Once both reports are ready

Follow Upload & Share Journey (GL & TB) to send them to Validis.

Related to

Related articles