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Upload and Share Troubleshooting

This guide provides the key formatting and content requirements for uploading reports using the Upload & Share method in Validis. 

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

 

Common Issues to Avoid

  • Only CSV, XLS, or XLSX formats are accepted.
  • Files must open and save as a new Excel workbook without errors. 
  • Remove any password protection.
  • Ensure the file is not corrupted or damaged. (for example, no unexpected errors, shapes/symbols, cells missing data)
  • All mandatory report fields must be present and complete.
  • No hidden sheets in any submitted file.
  • Trial Balance report must contain only one worksheet.
  • General Ledger report can include multiple visible sheets. Each sheet must have the same structure (Identical headings and columns).

 

For more detailed information on how to troubleshoot these issues, here is a list of areas covered in this article:

 

Report Fields

Requires fields for each report type must be provided in their detailed format rather than summaries (except for the Trial Balance). To ensure compatibility with the Upload & Share method, each report must include the following minimum data requirements:

 

Report Required Fields
General Ledger 
  • Account Name
  • Account Code
  • Transaction Date
  • Transaction Amount
  • Transaction Number/Reference (if available)
  • Transaction Description (if available)
Trial Balance
  • Account Name
  • Account Balance
  • Account Code
AR and AP Open Items
  • Invoice Date
  • Customer Name
  • Transaction Amount/Balance
  • Invoice Number and or Invoice Ref.
  • Customer Code/Number (if available)

 

Check column headers

Ensure column headers are present in all reports. Missing headers will prevent the system from correctly identifying the data, resulting in upload failure.

 

Transaction Amount/Balance columns

Ensure balances are consolidated in a single column. Splitting totals or balances across multiple columns can cause upload errors and prevent accurate data processing.

Please verify that the account balances do not contain any extra characters, such as an equal sign "=".

 

Protected Reports

If your report opens in Protected View, click Enable Editing and then save the file before uploading. This ensures the data can be read correctly by the system.

 

Hidden sheets

Occasionally, Excel reports may contain hidden sheets that interfere with the upload process. To check and unhide these sheets:

  1. Press Alt + F11 to open the Microsoft Visual Basic for Applications editor.
  2. In the Project Explorer window, locate any hidden sheets listed under your workbook.
  3. Select the sheet, then in the Properties window, change the Visible property to xlSheetVisible.
  4. Save and close the editor before attempting the upload.

 

Multiple spreadsheets

When exporting reports from your accounting software, additional sheets such as metadata or system-generated summaries may be included.

  • The system will ignore any sheet with 3 columns or fewer.
  • If any additional sheet contains 4 or more columns, the upload will fail.

To avoid issues, review your Excel file and remove or reduce any unnecessary sheets before uploading.

 

 

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