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Add or Import Transactions

This article applies to:Avalara AvaTax

Transactions in AvaTax are modeled after a document (invoice, credit memo, or return) with one or more lines. Add transactions one at a time or import a file to add many records at once.

In order to reconcile any differences, we recommend adding or importing transactions if they are in your accounting system, but missing in AvaTax. Depending on your accounting system, manual adjustments are not automatically updated after reconciliation. You need to make sure that the transactions in your accounting system match your transactions in AvaTax so that these updates are reflected in both systems.

The instructions below apply to your company's sales. If you want information about importing consumer use tax for your purchases, see manage consumer use tax. Need some help importing? Check out our best practices for importing transactions or our importing files - frequently asked questions. When you finish adding your transactions, learn how to manage them.

Add a transaction

Add transactionsHoverTT.png to AvaTax by defining a document and inputting one or more lines. Transactions added in the Admin Console are not added to your accounting, ERP, e-commerce, m-commerce, or POS systems. In order to reconcile any differences, we recommend adding transactions that are in your accounting system, but missing in AvaTax. Depending on your accounting system, manual adjustments are not automatically updated after reconciliation. You need to make sure that the transactions in your accounting system match your transactions in AvaTax so that these updates are reflected in both systems.

How to add a transaction

  1. On the Transactions tab, select a Company.
    AvaTaxCalc-Transactions-SelectTransactionsCompany.png
  2. Click New.
    AvaTaxCalc-Transactions-SelectNewTransaction.png
  3. Add addresses:
    1. Click the Origin hyperlink.
    2. In the Origin dialog, type or select an address and click Validate. Click OK.
      AvaTaxCalc-Transactions-OrigAddress.png
    3. Click the Destination hyperlink.
    4. In the Destination dialog, type or select an address and click Validate. Click OK. If no address is entered, the origin address is used for the destination address.
      AvaTaxCalc-Transactions-DestAddress.png
  4. On the Document tab, complete the required fields at a minimum:
    • Document Code
    • Customer/Vendor Code
    • Document Date
    • Tax Override details (if applicable)

      AvaTaxCalc-Transactions-DocTab.png
  5. The following fields appear on the Transaction Document tab and may be completed:
    1. On the Lines tab click Add New Line.
    2. At a minimum, complete the fields for the new line:
      • Amount

        AvaTaxCalc-Transactions-LinesTab.png
      • Quantity
      • Line No
    3. 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.
    AvaTaxCalc-Transactions-CalcTax.png
  8. The results of the tax calculation are displayed at the bottom of the Document tab and inside each line, including information about the:
    • Tax amounts
    • Tax rates
    • Jurisdictions
      AvaTaxCalc-Transactions-CalcTaxResults.png

      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.
  9. Click Save as Uncommitted or Save as Committed.

Import transactions

Import transactions in either an Excel (.xls or .xlsx) file format, or a Comma Separated Value (.csv) file format. The following templates use the correct column headings. For help importing transactions, use our import transaction help file.

New transactions can be recorded or existing transactions can be updated (unless they have 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 the Admin Console.

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

  • If you have no direct integration link between your accounting, ERP, e-commerce, m-commerce, or POS application and the AvaTax service.

  • If you have a direct integration of the AvaTax service into your accounting, ERP, e-commerce, m-commerce, or POS application to generate sales tax calculations.

Use a batch file to upload transactions directly from the Admin Console. Importing transactions doesn't update information within your accounting software. 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.

 Import transactions recorded webinar

How to format the import transactions template

The imported file requires 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.).

The column headings in the import file must use the labels exactly as shown below. The individual data fields must conform to the Type (Size) and use restrictions listed.
 

Column Column Heading Type (Size) Use Description
A ProcessCode Integer (1) Required The ProcessCode determines the processing option for the document:

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 tax override: New transaction without tax calculation that provides an accrued tax amount (typically used for use tax).

6 = Accrued tax override: Adjusted transaction without tax calculation that provides an accrued 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 that override tax, input the tax amount desired in the TotalTax column (column AP).
  • For ProcessCodes 5 and 6 that override 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

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 which most closely resembles the date format used in your accounting, ERP, e-commerce, m-commerce, or POS application.

Examples:

  • 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, ERP, e-commerce, m-commerce, or POS application 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 in addition to the following AvaTax standard codes. Entity use codes for the United States and Canada are different.

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 used 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 The AvaTax System tax code or custom tax code associated with the item or SKU used on the document line

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

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

Dates must be in yyyy-mm-dd or mm/dd/yyyy format. Use the date format which most closely resembles the date format used in your accounting, ERP, e-commerce, m-commerce, or POS application.

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 a tax calculation date reflecting the original invoice date, and a transaction date reflecting the current reporting period.

K ItemCode Text (50) Conditional The item code or SKU identifying the product, service, or charge.

If ItemCode is mapped to an AvaTax System tax code or custom tax code in the Admin Console (organization tab, items sub-menu), the transaction import functionality makes the correct association to trigger system or custom tax rules.

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

L Description Text(255) Optional A description of the document line item.

The description is required when a TaxCode (column I) is specified, if the company (CompanyCode – column E) is participating in the Streamlined Sales Tax Project (SSTP) and the tax address is in an SST state.

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.

Quantity is not used as a multiplier for the amount field. Quantity 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 – 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 upon 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.

The population of 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 are an SST seller and therefore are required to use Exemption Certificate Management System (ECMS)-generated exemption certificate entries to cover exemptions for SST States.
  • SST sellers are required to use ECMS-generated exemption certificate entries to cover exemptions for SST States.
S RevAcct Text (50) Optional The revenue account for this transaction.

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

T DestAddress Text (50) Optional The destination or ship-to street address

The LocationCode (column AD) can be imported in the DestAddress to identify an address set up in locations in the Admin Console. When importing a LocationCode, DestCity, DestRegion, DestPostalCode, and DestCountry should be left blank.

U DestCity Text (35 if PostalCode isn't included) Optional The destination or ship-to city.
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 The destination or ship-to country.
Y OrigAddress Text (50) Optional The origin or ship-from street address

The LocationCode (column AD) can be imported in the OrigAddress column to identify an address set up in locations in the Admin Console. When importing a LocationCode, OrigCity, OrigRegion, OrigPostalCode, and OrigCountry should be left 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 LocationCode identifies the sales location (outlet) for the document line.
AE SalesPersonCode Text (25) Optional The SalesPersonCode identifies the salesperson for the document line.
AF PurchaseOrderNo Text (50) Optional The PurchaseOrderNo identifies 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.

The 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 for ExchangeRate is 1.0.

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

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

Dates must be in yyyy-mm-dd or mm/dd/yyyy format. Use the date format which most closely resembles the date format used in your accounting, ERP, e-commerce, m-commerce, or POS application.

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 that tax is included in the amount (column N).

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

Use:

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. Reserved for future use.
AM OrigTaxRegion Number (10) Optional Either the four character signature code or up to a 10 character TaxRegionId. 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 TaxType indicates the tax rate type applied to the transaction.

Use:

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.

To distribute a lump sum tax amount across multiple lines, specify the TotalTax paid on the first line and leave TotalTax blank for the remaining lines. If specifying tax per line, then 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) Required

Transactions for physical goods are taxed differently when seller is importer of record or not. Type True or False.

Note: The import template on a Mac computer tells you to type 0 or 1. Type True or False.

BZ BRBuyerType Text Optional Inform the type of Buyer according to Individual, Private Business, Government Entity.
CA BRBuyer_IsExemptOrCannotWH_IRRF Text (5) Optional

Inform  if the Buyer is not subject to withholding of IRRF (Imposto de Renda na Fonte). This will not calculate IRRF withholding in this transaction.

Type TRUE or FALSE

CB BRBuyer_IsExemptOrCannotWH_PISRF Text (5) Optional

Inform  if the Buyer is not subject to withholding of PIS. This will not calculate IRRF withholding in this transaction.

Type TRUE or FALSE

CC BRBuyer_IsExemptOrCannotWH_COFINSRF Text (5) Optional

Inform  if the Buyer is not subject to withholding of COFINS. This will not calculate IRRF withholding in this transaction.

Type TRUE or FALSE

CD BRBuyer_IsExemptOrCannotWH_CSLLRF Text (5) Optional

Inform  if the Buyer is not subject to withholding of CSLL. This will not calculate IRRF withholding in this transaction.

Type TRUE or FALSE

CE BRBuyer_IsExempt_PIS Text (5) Optional

Inform if this Transaction is not subject to taxation and withholding of PIS This will NOT accrue PIS payable and will NOT calculate PIS withholding in this transaction.

Type TRUE or FALSE

CF BRBuyer_IsExempt_COFINS Text (5) Optional

Inform if this Transaction is not subject to taxation and withholding of COFINS. This will NOT accrue COFINS payable and will NOT calculate COFINS withholding in this transaction.

Type TRUE or FALSE

CG BRBuyer_IsExempt_CSLL Text (5) Optional

Inform if this Transaction is not subject to taxation and withholding of CSLL This will NOT accrue CSLL payable and will NOT calculate CSLL withholding in this transaction.

Type TRUE or FALSE

CH Header_Description Text (5) Optional This is the sale description that will be displayed in the Service Invoice for tax in Brazil. (Discriminação do Serviço)
CI Email Text Optional Inform an email address for the buyer. The city tax authority may use this email to send the invoice confirmation directly to the buyer

How to import a file of transactions

To add many records at once, import a file of records using the import file format.

  1. On the Tools tab, click Import Data.

    AvaTaxCalc-Tools-ClickImportData.png
  2. On the New: File Import screen, select the Type of file to import and click Download to download the Import Toolkit.
  3. Click Next.
  4. Select a Company.
  5. Click Browse to select the file to import. You can import files with .xls, xlsx, and .csv extensions. All other files cause an error message to appear.

    AvaTaxCalc-Tools-ImportDataBrowse.png
  6. Click Upload.

    AvaTaxCalc-Tools-ClickUpload.png
  7. The Import Status screen for the selected Company appears, displaying the status of the imported file name along with other information about the imported file.
Notes:
  • The time to import a file varies depending on the number and type of records imported.
  • The number of records allowed in one file is 100,000.
  • Importing transactions does not update your accounting, ERP, e-commerce, m-commerce, or POS application.