How to upload your Sales Ledger and Purchase Ledger reports through the portal
Upload & Share lets you send your receivables and payables data straight from files you have already exported from your accounting package, without connecting the package itself.
Before you start, export both reports from your package for the period you have been asked about. The portal accepts CSV, XLS, and XLSX files, up to 3.73GB in total per upload. See Supported files and sizes for the full list. The two files must have different file names; otherwise, the upload will be rejected.
If you are not sure how to export the reports, select How to Download Your Reports on the upload page for guidance.
Where possible, export the files directly from your accounting system and do not edit them first. Consistently structured, computer-generated data processes best.
What your reports must contain
Both reports need to show open items. You can upload these extracts directly to Validis. For Validis to ingest a report, it must include the mandatory data below. If a column is missing, Validis cannot process the data.
| Report | What it shows | Mandatory data |
|---|---|---|
| Detailed Aged Receivables | Outstanding receivable balances, broken down by transaction, at a point in time. |
|
| Detailed Aged Payables | Outstanding payable balances, broken down by transaction, at a point in time. |
|
If your accounting package cannot produce these reports, use the Upload & Share Template, which already has the required columns.
Starting the share
Sign in to your Validis portal. If you share data for more than one company, choose the right engagement from the dropdown next to the Engagements and Groups options first, then select Share Data Now.
The share runs as four steps, shown across the top of the page: Choose Engagement, Select, Share AR & AP Open Items, and Done. The engagement you are working on is named in the top left throughout, and Exit to Dashboard in the top right lets you leave the process at any point.
Choosing your accounting package
On Which accounting package do you use?, start typing the name of your package into the search box and select it from the matches that appear. Commonly used packages are also listed underneath, under Or choose from our most popular list.
If your package is not there, select Can't find your accounting package? - Add it here and enter the name yourself.
Uploading files for a package in the list? If your package is in the list but you want to upload exported files instead of connecting it, don’t select it from the list. Select Can’t find your accounting package? - Add it here and enter the name yourself, for example "QuickBooks Online file upload". Selecting a package from the list will ask you to connect to it.
Once you have chosen, the panel on the right confirms your selection and shows what happens next. Select Next to carry on.
Adding your details and files
On Share your data, everything on the right of the page is required. Work down it in order.
Set the Reporting Date using the calendar picker, choose your Base Currency from the dropdown, then tick I confirm the information provided is accurate and has not been amended prior to upload.
Add your files underneath. Use Upload file under Sales Ledger to pick your receivables report, and Upload file under Purchase Ledger for your payables report. You can also drag a file onto the Drop your file here area beneath either heading.
Each file appears with its name and size once attached. Check that the right report has landed under the right heading, since the two are easy to mix up. To swap one out, select the cross beside it and add the correct file.
When both files are in place, select Next.
If you see a duplicate file error
If you attach the same file under both headings, the page shows Please ensure each document is unique and try again, with Duplicate file names detected underneath.
Remove one of the files and add the correct report in its place. If both reports genuinely have the same file name, rename one of them on your computer before uploading it again.
After you have shared
The Done step confirms your upload is complete and your data has been shared securely. Nothing further is needed from you, and you will be contacted if anything else is required for this upload.
Select View all shared data to check the progress of the upload.
If an upload fails, see Upload and Share Troubleshooting.
If you have data to share for another company, you do not need to start again from the dashboard. Under Share data for another engagement, find the engagement in the list or search for it by name, then select Share data beside it.