Introduction
This guide provides general information on how to export Accounts Receivable (AR) and Accounts Payable (AP) reports in a format compatible with Validis Upload & Share. Before following the steps below, please check our Downloading AR/AP for Upload & Share section for a guide specific to your accounting software.
Reports must be exported in either CSV or XLSX format. Ensure the data includes all required fields such as customer/vendor name, invoice number, invoice date, and outstanding balance.
Download a Full Accounts Receivable (AR) Report
Open your accounting software
Log in to your accounting software (e.g., QuickBooks Desktop, Sage 50, Xero, etc.).
Locate the AR report
Navigate to the reporting section and select a report titled:
- Aged Receivables
- Customer Balances
- Receivables Summary
Set report parameters
- Date Range: Include all items as of the current date.
- Detail Level: Select a detailed view with invoice-level data.
- Aging: Choose aging by invoice date if available.
Review the file
Ensure the file includes:
- Customer Name
- Invoice Number
- Invoice Date
- Outstanding Amount
Please remove any blank rows or summary totals before uploading.
Export the report
- Click Export or Download.
- Choose CSV or Excel (XLSX) format.
- Save the file to a location you can easily access.
Download a Full Accounts Payable (AP) Report
Open your accounting software
Log in to your accounting software.
Locate the AP report
Navigate to the reporting section and select a report titled:
- Aged Payables
- Vendor Balances
- Payables Summary
Set report parameters
- Date Range: Include all items as of the current date.
- Detail Level: Select a detailed view with invoice-level data.
- Aging: Choose aging by invoice date if available.
Review the file
Ensure the file includes the following fields:
- Vendor Name
- Invoice Number
- Invoice Date
- Outstanding Amount
Remove any blank rows or summary totals before uploading.
Export the report
- Click Export or Download.
- Choose CSV or Excel (XLSX) format.
- Save the file to a location you can easily access.