How to lay out your data when your accounting system cannot produce a report Validis accepts
Use the vSupport template when your accounting system cannot export your Trial Balance, General Ledger, Accounts Receivable or Accounts Payable in a format that meets the Upload and Share Requirements. It gives you a standard structure to fill in by hand.
Export your report in whatever format your system offers, then copy the information across into the matching template.
Downloading the templates
There is a separate template for each report type, attached to this article. Download only the ones you need, and keep them as separate files rather than combining them into one workbook.
- vSupport - GL TEMPLATE.xlsx
- vSupport - TB TEMPLATE.xlsx
- vSupport - AR TEMPLATE.xlsx
- vSupport - AP TEMPLATE.xlsx
Each template is a single sheet with the column headings already in place on the first row. Enter your data from the second row down. The tables below explain what belongs in each column.
General Ledger columns
The General Ledger template has eleven columns.
| Column | What to enter |
|---|---|
| No | The transaction number. Use the same number on every line that belongs to the same posting, for example a debit line and its matching credit line. |
| Type | The transaction type as recorded in your accounting system, for example journal, payment, or receipt. |
| Date | The date the transaction took place. |
| A/C Code | The account code the transaction is posted to. |
| A/C Name | The account name the transaction is posted to. |
| Reference | The reference number or text your accounting system attaches to the transaction. |
| Details | A description of the transaction. |
| Amount | The value of the transaction, as a single figure. Do not split debits and credits into separate columns, use positive and negative values in this one column instead. |
| Posted Date | The date the transaction was posted to the ledger. |
| Posted User Name | The user who posted the transaction. |
| Period | The accounting period the transaction falls in. |
Trial Balance columns
The Trial Balance template has three columns.
| Column | What to enter |
|---|---|
| Code | The account code from your chart of accounts. |
| Name | The account name. |
| Net | The account's closing balance, as a single net figure. |
Accounts Receivable columns
The Accounts Receivable template has seven columns.
| Column | What to enter |
|---|---|
| Customer Name | The name of the customer the invoice relates to. |
| Customer ID | Your accounting system's identifier for the customer, if available. |
| Document Number | The invoice or transaction number. |
| Document Date | The date the invoice was raised. |
| Due Date | The date payment is due. |
| Amount | The value of the invoice. |
| Currency | The currency of the amount, for example GBP or USD. |
Accounts Payable columns
The Accounts Payable template has seven columns.
| Column | What to enter |
|---|---|
| Vendor Name | The name of the vendor the invoice relates to. |
| Vendor ID | Your accounting system's identifier for the vendor, if available. |
| Document Number | The invoice or transaction number. |
| Document Date | The date the invoice was raised. |
| Due Date | The date payment is due. |
| Amount | The value of the invoice. |
| Currency | The currency of the amount, for example GBP or USD. |
Please note
The Accounts Receivable and Accounts Payable templates need transaction-level data, one row per invoice or transaction. An aged summary report, which groups outstanding balances into ageing periods as at a given date, will not upload successfully.
Filling in the template
These rules are what the file is validated against during upload, so a file that breaks any of them will be rejected.
- Do not alter, rename, or delete column headings.
- Do not add extra columns or otherwise change the structure of the sheet.
- Complete all required fields.
- Make sure account codes match between the Trial Balance and the General Ledger. A code that appears in one and not the other cannot be reconciled.
- Use the format dd/mm/yyyy for every date, so that the day comes before the month. That applies to Date and Posted Date on the General Ledger, and Document Date and Due Date on Accounts Receivable and Accounts Payable. Dates written the other way round, with the month first, can be read as a different day entirely.
Uploading your completed template
Start a new Upload & Share as normal. When you reach Which accounting package do you use? type vSupport into the search box and select vSupport from the results. Do not pick the accounting system the data originally came from, because the template will not match what that package's reports are expected to look like.