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General Guidance on Downloading GL & TB for Upload & Share

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 helps you download the General Ledger and Trial Balance reports required to upload your data with Validis.
  • 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

  • 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.
  • Please ensure you select columns that contain the following:
    • Account Name
    • Account Code
    • Transaction Date
    • Transaction Number/Reference
    • Transaction Balance
    • Transaction Description (Optional but recommended)
  • Optionally include or exclude unposted transactions.

 

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 categorized and grouped.
  • Export the report in (.CSV), (.XLSX), or (.XLS) 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 (e.g., 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.

 

Step 3: Generate and Export the Report

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

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