How to export your General Ledger and Trial Balance ready for Upload & Share
Introduction
This guide explains how to extract the Trial Balance and detailed General Ledger reports from QuickBooks Online in a Validis-compatible format, ready for the Upload & Share journey. The exported files can then be uploaded straight into Validis.
Before you begin, note the following:
- Reports should be exported as .CSV, .XLSX, or .XLS.
- File size must not exceed 100 MB.
- Reports must already contain the required fields, without any manual manipulation after export.
How to extract a General Ledger report
Step 1
Locate the General Ledger report
In QuickBooks Online, select Reports, then Standard Reports. Search for General Ledger in the search box and open the report.
Step 2
Set the reporting dates
Set the date range to Last Financial Year, or to the period you have been asked for.
Step 3
Show the Debit and Credit columns
By default, the report shows a single amount and a running balance. Validis needs the debit and credit values instead, so please change the columns before you export. This is done in two passes, and each must be applied separately.
Select Customise in the top right, then Columns. Scroll down to Select More columns for additional columns, tick Debit and Credit, and select Apply changes.
Now scroll back up to Drag columns to reorder, untick Amount and Balance, and select Apply changes again.
Step 4
Export the report
Select the export icon in the top right, then choose Export to Excel or Export as CSV.
How to extract a Trial Balance report
Step 1
Locate the Trial Balance report
Sign in to QuickBooks Online. Select Reports from the left-hand navigation menu, then type Trial Balance into the search bar and open the report.
Step 2
Set the report parameters
Set the Report period to the end date you need, for example, the last financial year. Choose the Accounting method, either accrual or cash, if that applies to you. All accounts should be included, and zero balance accounts are included by default.
Before exporting, check the report contains the following:
- Account Name
- Account Code, if your QuickBooks Online account uses account codes
- Credit
- Debit
Step 3
Export the report
Select the export icon in the top right, then choose Export to Excel or Export as CSV.
What happens next
With both files exported, you can upload them through the portal. Do not open and edit the files first, as changes made after export can stop them being read.
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