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Add or Import Transactions

This article applies to:Avalara AvaTax

To reconcile differences between the data in AvaTax and your accounting software, we recommend adding or importing transactions that are in your accounting software but missing in AvaTax. Transactions in AvaTax are modeled after documents (invoices, credit memos, and returns), and those documents can have one or multiple lines of data. Add transactions to AvaTax one at a time or import multiple transactions at once using an .xls, .xlsx, or .csv file.

Your accounting software may not automatically update manual adjustments after reconciliation. Make sure the transactions in your accounting software match your transactions in AvaTax so that these updates are reflected in both places.

The instructions below apply to your company's sales. If you want to add purchases for consumer use tax, see manage consumer use tax.

Need help importing? Check out our best practices for importing transactionsManage your transactions after adding them.

Add a transaction

Add a transactionHoverTT.png to AvaTax by defining a document and inputting one or more lines.

To add a transaction:

  1. On the Transactions tab, select a Company.
  2. Click New.
  3. Add addresses:
    1. Click Origin.
    2. In the Origin dialog box, type or select an address, click Validate, and then click OK.
    3. Click Destination.
    4. In the Destination dialog box, type or select an address, click Validate, and then click OK. If no address is entered, the origin address is used for the destination address. If you're an SST seller, you must enter a street address.
  4. On the Document tab, complete the required fields at a minimum.
  5. The following optional fields appear on the Transaction Document tab:
    1. On the Lines tab, click Add New Line.
    2. At a minimum, complete the following fields for the new line:
      • Amount
      • Quantity
      • Line No
    3. If you're an SST seller, you must also complete the following fields for the new line:
      • Item
      • Item Description
      • Tax Code (unless you've already completed tax code mapping in AvaTax)
    4. You may enter separate addresses for each line using the origin and destination hyperlinks, which opens windows identical to those used for the origin and destination addresses of the document. 

      AvaTax supports up to 15,000 lines in a single tax document. Upload multiple documents at once by using batch or API functionality. Batch functionality enables a combined line total of 100,000 lines. The API enables a combined line total of 15,000 lines.
  6. Click Add.
  7. Click Calculate Tax in the left sidebar. If you make any additional changes, click Calculate Tax to recalculate tax after each change. The results of the tax calculation display at the bottom of the Document tab and inside each line, including information about the:
    • Tax amounts
    • Tax rates
    • Jurisdictions

      If you've selected Tax Override, then the total tax amount displays the tax override amount entered for this transaction. In such cases, the tax calculated for this transaction will be ignored by AvaTax.

      If you're an SST seller with a status of Volunteer, you can't use custom codes or tax overrides.
  8. Click Save as Uncommitted or Save as Committed.

Import multiple transactions

Import transactions in either Excel (.xls or .xlsx) file format or comma-separated values (.csv) file format. The following templates use the correct column headings. For help importing transactions, use the import transaction help file.

New transactions can be recorded or existing transactions can be updated (unless they've been locked during the liability worksheetHoverTT.png approval process in preparation for filing tax returns forms). When importing updates to existing transactions, the end result is the same as if you'd made an adjustment manually in AvaTax.

Typically, there are two different reasons to import transactions into AvaTax:

  • You don't have a direct integration between your accounting software and AvaTax.

  • You have a direct integration between your accounting software and AvaTax, but you need to add transactions that are in your accounting software and not in AvaTax.

Use an .xls, .xlsx, or .csv file to upload multiple transactions directly into AvaTax and/or to upload multiple documents at once. Importing transactions this way doesn't update information within your accounting software. Batch importing allows a combined line total of 100,000 lines in each import file, with each tax document within the file being limited to 15,000 lines.

Format the import transactions template

In the import file, you must have one row for each line to be imported for a particular document. For example, a three-line item invoice requires three unique rows to record the entire document. Each row includes both document level information (document date, document number, customer code, etc.) and invoice line information (line number, item code, item amount, etc.).

You must use the column heading labels exactly as shown below in the import file. The individual data fields must conform to the type and size restrictions listed in the table. The Use column tells whether a column is required in the import file.

Column Column Heading Type (Size) Use Description
A ProcessCode Integer (1) Required The process to apply to the document.

SST sellers: Use only codes 3 and 4.

0 = Void transaction*

1 = Tax override: A new transaction without tax calculation**

2 = Tax override: Adjusted transaction without tax calculation**

3 = New transaction

4 = Adjust existing transaction

5 = Accrued consumer use tax override: New transaction without tax calculation that provides an accrued consumer use tax amount (typically used for use tax)***

6 = Accrued consumer use tax override: Adjusted transaction without tax calculation that provides an accrued consumer use tax amount (typically used for use tax)***

* ProcessCode 0 requires the DocCode, DocType, and CompanyCode of the existing document to be voided. No other column values are required for a voided transaction.

** For ProcessCode 1 or 2, to override tax, input the tax amount desired in the TotalTax column (column AP). ProcessCodes 1 and 2 can’t be used to add consumer use tax to the liability worksheet. If used for consumer use tax, only tax variance is reported. Use ProcessCode 5 or 6 to report the desired tax instead.

*** For ProcessCodes 5 and 6, to override accrued consumer use tax, input the accrued tax amount desired in the TotalTax column (column AP) and enter 0 in the Amount column (column N).

B DocCode String (50) Required The unique identifier number for the invoice, credit memo, or return.

The number must be unique at the company level.

C DocType Integer (1) Required

The type of document.

0 = Sales order*

1 = Sales invoice

2 = Purchase order*

3 = Purchase invoice

4 = Return order*

5 = Return invoice

6 = Inventory transfer order*

7 = Inventory transfer invoice

* Order document types don't post as committed transactions. Use 1, 3, 5, or 7 to commit a document.

D DocDate Date (10) Required The invoice, credit memo, or return date.

Dates must be in yyyy-mm-dd or mm/dd/yyyy format. Use the date format that most closely resembles the date format used in your accounting software.

For example:

  • 12/30/2012 for mm/dd/yyyy format
  • 2012-12-30 for yyyy-mm-dd format
E CompanyCode Text (25) Optional The company code used by AvaTax.

If CompanyCode is not specified, AvaTax applies the company code as selected during import generation parameters.

F CustomerCode Text (50) Required The code used by your accounting software to identify a customer (e.g. customer ID, customer number, etc.).
G EntityUseCode Text (25) Optional The entity use code used to trigger customer-level tax rules.

Custom codes are supported, as well as the following AvaTax standard codes. Entity use codes for the United States and Canada are different, so the applicable country is shown beside the code.

SST sellers: You must use ECMS or CertCapture to capture exemption certificate information and exempt a transaction.You can't use these codes. Ensure the exemption certificate information is in AvaTax before you import this document.

A = Federal government (United States)

B = State government (United States)

C = Tribe/status Indian/Indian band (both)

D = Foreign diplomat (both)

E = Charitable or benevolent org (both)

F = Religious or educational org (both)

G = Resale (both)

H = Commercial agricultural production (both)

I = Industrial production / manufacturer (both)

J = Direct pay permit (United States)

K = Direct mail (United States)

L = Other (both)

N = Local government (United States)

P = Commercial aquaculture (Canada)

Q = Commercial fishery (Canada)

R = Non-resident (Canada)

MED1 = US MDET with exempt sales tax

MED2 = US MDET with taxable sales tax

H LineNo Text (10) Required The line number of the transaction.

The LineNo value you use for a transaction must uniquely identify each line on the document. The recommended pattern is a sequential numbering of the lines: 1, 2, 3, 4, etc.

I TaxCode Text (25)

Optional (most users)

Required (SST sellers)

The Avalara tax code or custom tax code associated with the item or SKU used on the document line.

TaxCode is not needed if ItemCode (column K) is mapped to a tax code in AvaTax for your company.

SST sellers: Unless the SST certified tax code is mapped to the item code in AvaTax, you must enter it in this field.Otherwise, the transaction line defaults to tax.

J TaxDate Date (10) Optional Optional parameter used to override the date used for sales tax calculation. AvaTax normally uses DocDate (column D) for sales tax calculations.

Dates must be in yyyy-mm-dd or mm/dd/yyyy format. Use the date format that most closely resembles the date format used in your accounting software.

Examples:

  • 12/30/2012 for mm/dd/yyyy format
  • 2012-12-30 for yyyy-mm-dd format

The TaxDate override functionality is typically used on return invoice (credit memo) transactions requiring both a tax calculation date reflecting the original invoice date and a transaction date reflecting the current reporting period.

K ItemCode Text (50)

Optional (most users)

Required (SST sellers)

The item code or SKU identifying the product, service, or charge.

If ItemCode is mapped to an Avalara tax code or custom tax code in AvaTax, the transaction import functionality makes the correct association to trigger system or custom tax rules.

ItemCode is required only if the company indicated in column E (CompanyCode) is participating in the Streamlined Sales Tax Project (SSTP), and the state, indicated in column V (DestRegion) or column AA (OrigRegion), is participating in the SSTP as well.

L Description Text(255)

Optional (most users)

Required (SST sellers)

A description of the document line item.

The invoice-level description is required when TaxCode (column I) is specified, if the company indicated in column E (CompanyCode) is participating in Streamlined Sales Tax (SST) and the tax address is in an SST state. If missing, transaction line defaults to tax.

M Qty Number Optional The quantity of items included on the document line.

Fractional numbers to four decimal places are accepted for Qty (e.g. 2.5678). The default for Qty is 1. Number must be positive even for credits.

Qty is not used as a multiplier for the amount field. Qty is used to calculate the per-item sales amount (unit price) for sales tax caps and thresholds.

N Amount Number Required

The total sale amount (extended amount) for the document line item (quantity * unit price).

Enter the amount as a negative value for return invoices (DocType 5 in column C).

O Discount Number Optional The trade discount allocated to the document line.

The discount decreases the taxable or non-taxable amount. AvaTax handles discounts at the document header level.

However, the transaction import functionality is designed to place discounts at the line level. During transaction import, AvaTax treats discounts in the following manner:

1. Discounts applied at the line level in imported transactions are accumulated for the total document.

2. AvaTax redistributes the total discount by prorating the document discount amount across all the lines that had a discount amount assigned to them.

Tax is calculated based on the “new” prorated discount amount now found at the line level. Any lines on the document that did not have a discount remain at a $0 discount.

P Ref1 Text (50) Optional A user-defined reference.
Q Ref2 Text (50) Optional A user-defined reference.
R ExemptionNo Text (25) Optional The exemption certificate number if applicable.

ExemptionNo generates a sales tax exemption for the document line item to which the exemption certificate is applied. The ExemptionNo is not required unless:

  • Exemption certificate options for the account are set to required.
  • You're an SST seller and therefore are required to use Exemption Certificate Management System (ECMS)- or CertCapture-generated exemption certificate entries to cover exemptions for SST states.

You must enter exemption certificate data into AvaTax before uploading this file for accurate tax calculation.

S RevAcct Text (50) Optional The revenue account for this transaction.

RevAcct is a user-defined reference identifying a general ledger account.

T DestAddress Text (50)

Optional (most users)

Required (SST sellers)

The destination or ship-to street address

Put the LocationCode in this column to identify an address set up in locations in AvaTax. When importing LocationCode, leave DestCity, DestRegion, DestPostalCode, and DestCountry blank.

SST sellers: SST requires a street-level address for accurate tax calculations.

U DestCity Text (35 if PostalCode isn't included) Optional (most users)

Required (SST sellers)

The destination or ship-to city.

SST sellers: SST requires a complete address for accurate tax calculations.

V DestRegion Text (2) Required The destination or ship-to state or province two-character abbreviation.
W DestPostalCode Text (10) Required The destination or ship-to postal code.

Use the:

  • Five digit ZIP Code (12345)
  • Nine digit ZIP+4 Code (12345-6789)
  • Six character Canadian postal code (A1B 2C3)
X DestCountry Text (2) Optional (most users)

Required (SST sellers)

The destination or ship-to country.

SST sellers: SST requires a complete address for accurate tax calculations.

Y OrigAddress Text (50) Optional The origin or ship-from street address.

Put the LocationCode in this column to identify an address set up in locations in AvaTax. When importing LocationCode, leave OrigCity, OrigRegion, OrigPostalCode, and OrigCountry blank.

Z OrigCity Text (35 if PostalCode isn't included) Optional The origin or ship-from city.
AA OrigRegion Text (2) Required The origin or ship-from state or province two-character abbreviation.
AB OrigPostalCode Text (10) Required The origin or ship-from postal code.

Use the:

  • Five digit ZIP Code (12345)
  • Nine digit ZIP+4 Code (12345-6789)
  • Six character Canadian postal code (A1B 2C3)
AC OrigCountry Text (2) Optional The origin or ship-from country.
AD LocationCode Text (50) Optional The sales location (outlet) for the document line.
AE SalesPersonCode Text (25) Optional The salesperson for the document line.
AF PurchaseOrderNo Text (50) Optional The purchase order for the document line. Can be used to match against single-use exemption certificate entries created in the Exemption Certificate Management System (ECMS).
AG CurrencyCode Text (3) Optional The ISO currency code.

CurrencyCode defaults to USD.

AH ExchangeRate Number (8.6) Optional The conversion rate from CurrencyCode to the company base currency. ExchangeRate is for reference only.

The default value for ExchangeRate is 1.0.

AI ExchangeRateEffDate Date (10) Optional The effective date of the exchange rate.

The default value for ExchangeRateEffDate is the DocDate (column D) value.

Dates must be in yyyy-mm-dd or mm/dd/yyyy format. Use the date format that most closely resembles the date format used in your accounting software.

Examples:

  • 12/30/2012 for mm/dd/yyyy format
  • 2012-12-30 for yyyy-mm-dd format
AJ PaymentDate Date (10) Optional Reserved for future use.
AK TaxIncluded Number Optional TaxIncluded indicates whether tax is included in the amount in column N.

AvaTax calculates the taxable (column AN) and total tax (column AP) amounts from the TaxIncluded value.

0 or blank = Tax not included in Amount (column N)

1 = Tax included in Amount (column N)

AL DestTaxRegion Number (10) Optional Either the four character signature code or up to a 10 character TaxRegionId value. Reserved for future use.
AM OrigTaxRegion Number (10) Optional Either the four character signature code or up to a 10 character TaxRegionId value. Reserved for future use.
AN Taxable Number Output only The computed taxable amount of this document line, based upon the discount (column O), tax rules, and sales tax exemptions.

The taxable value is computed by AvaTax and output in the Results.csv file.

AO TaxType Text (1) Output only The tax rate type applied to the transaction.

E = Excise tax rate

S = Sales tax rate

U = Seller use tax rate

AP TotalTax Number Input or Output The total tax calculated by AvaTax.

For ProcessCode (column A) 1 or 2, use the tax amount desired.

For ProcessCode (column A) 0, 3, or 4, the value is output only. (Required for SST state calculations.)

To distribute a lump sum tax amount across multiple lines, specify TotalTax on the first line and leave TotalTax blank for the remaining lines. If specifying tax per line, you must use 0 to indicate no tax on a line rather than leaving TotalTax blank.

AQ CountryName Text (200) Output only The name of the taxing country.
AR CountryCode Text (2) Output only The code associated with the taxing country.
AS CountryRate Number (8.6) Output only The tax rate associated with the taxing country.
AT CountryTax Number Output only The tax amount calculated for the taxing country.
AU StateName Text (200) Output only The name of the taxing state or taxing province.
AV StateCode Text (2) Output only The code associated with the taxing state or province.
AW StateRate Number (8.6) Output only The tax rate associated with the taxing state or taxing province.
AX StateTax Number Output only The tax amount calculated for the taxing state or taxing province.
AY CountyName Text (200) Output only The name of the taxing county.
AZ CountyCode Text (3) Output only The code associated with the taxing county.
BA CountyRate Number (8.6) Output only The tax rate associated with the taxing county.
BB CountyTax Number Output only The tax amount calculated for the taxing county.
BC CityName Text (200) Output only The name of the taxing city.
BD CityCode Text (10) Output only The code associated with the taxing city.
BE CityRate Number (8.6) Output only The tax rate associated with the taxing city.
BF CityTax Number Output only The tax amount calculated for the taxing city.
BG Other1Name Text (200 Output only The name of the first special tax jurisdiction (STJ).
BH Other1Code Text (10) Output only The code associated with the first special tax jurisdiction (STJ).
BI Other1Rate Number (8.6) Output only The tax rate associated with the first special tax jurisdiction (STJ).
BJ Other1Tax Number Output only The tax amount calculated for the first special tax jurisdiction (STJ).
BK Other2Name Text (200) Output only The name of the second special tax jurisdiction (STJ).
BL Other2Code Text (10) Output only The code associated with the second special tax jurisdiction (STJ).
BM Other2Rate Number (8.6) Output only The tax rate associated with the second special tax jurisdiction (STJ).
BN Other2Tax Number Output only The tax amount calculated for the second special tax jurisdiction (STJ).
BO Other3Name Text (200) Output only The name of the third special tax jurisdiction (STJ).
BP Other3Code Text (10) Output only The code associated with the third special tax jurisdiction (STJ).
BQ Other3Rate Number (8.6) Output only The tax rate associated with the third special tax jurisdiction (STJ).
BR Other3Tax Number Output only The tax amount calculated for the third special tax jurisdiction (STJ).
BS Other4Name Text (200) Output only The name of the fourth special tax jurisdiction (STJ).
BT Other4Code Text (10) Output only The code associated with the fourth special tax jurisdiction (STJ).
BU Other4Rate Number (8.6) Output only The tax rate associated with the fourth special tax jurisdiction (STJ).
BV Other4Tax Number Output only The tax amount calculated for the fourth special tax jurisdiction (STJ).
BW ReferenceCode Text (50) Optional Used to track merchant code for mobility reporting or for user defined use.
BX BuyersVATNo Text (25) Optional The buyer's VAT registration number.
BY IsSellerImporterOfRecord Text (5) Optional

Indicates whether seller is importer of record. Transactions for physical goods are taxed differently depending on whether seller is the importer of record or not.

Allowed values:

  • True
  • False

Note:

  • Required field for VAT transactions
  • The import template on a Mac computer tells you to type 0 or 1. Type True or False.
BZ BRBuyerType Text Optional

The type of buyer. Values include:

  • Individual
  • Private business
  • Government entity
CA BRBuyer_IsExemptOrCannotWH_IRRF Text (5) Optional

Whether the buyer is exempt from withholding of IRRF (Imposto de Renda na Fonte). If true, AvaTax won't calculate IRRF withholding on this transaction.

Allowed values:

  • True
  • False
CB BRBuyer_IsExemptOrCannotWH_PISRF Text (5) Optional

Whether the buyer is exempt from withholding of PIS. If true, AvaTax won't calculate PISRF withholding on this transaction.

Allowed values:

  • True
  • False
CC BRBuyer_IsExemptOrCannotWH_COFINSRF Text (5) Optional

Whether the buyer is exempt from withholding of COFINS. If true, AvaTax won't calculate COFINSRF withholding on this transaction.

Allowed values:

  • True
  • False
CD BRBuyer_IsExemptOrCannotWH_CSLLRF Text (5) Optional

Whether the buyer is exempt from withholding of CSLL. If true, AvaTax won't calculate CSLLRF withholding on this transaction.

Allowed values:

  • True
  • False
CE BRBuyer_IsExempt_PIS Text (5) Optional

Whether the buyer is exempt from taxation and withholding of PIS. If true, AvaTax won't  accrue PIS payable and won't calculate PIS withholding on this transaction.

Allowed values:

  • True
  • False
CF BRBuyer_IsExempt_COFINS Text (5) Optional

Whether the buyer is exempt from taxation and withholding of COFINS. If true, AvaTax won't  accrue COFINS payable and won't calculate COFINS withholding on this transaction.

  • True
  • False
CG BRBuyer_IsExempt_CSLL Text (5) Optional

Whether the buyer is exempt from taxation and withholding of CSLL If true, AvaTax won't  accrue CSLL payable and won't calculate CSLL withholding on this transaction.

Allowed values:

  • True
  • False
CH Header_Description Text (5) Optional

The sale description that will be displayed in the Service Invoice for tax in Brazil. (Discriminação do Serviço)

Required field for transactions in Brazil.

CI Email Text Optional Email address for the buyer. The city tax authority may use this email to send the invoice confirmation directly to the buyer.

Import a batch file of transactions

When you import multiple transactions in a batch file, remember:

  • The time to import a file varies depending on the number and type of records imported.
  • The number of lines (or rows) allowed in one file is 100,000, including the header row.
  • Importing transactions doesn't update your accounting software.

To import a file:

  1. On the Tools tab, click Import Data.
  2. On the New: File Import screen, from the Type list, select Transaction Import.
  3. To use the Import Toolkit, click Download, extract the files, and fill in one of the blank templates.
  4. On the New: File Import screen, click Next, and then select the company the transactions are for.
  5. Click Choose File, browse to select the file you want to import, and then click Open. Import files with .xls, .xlsx, and .csv extensions only.
  6. In AvaTax, click Upload. The file uploads and the Import Status screen opens.
  7. If the Status column for the file displays Error, fix your transaction import errors.