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Best Practices for Importing Transactions

This article applies to:Avalara AvaTax

Here are recommendations and best practices for when you import transactions:

  • Try a trial import of a few records to increase your familiarity of the import process before importing larger numbers of records.
  • Adhere to size limitations for each data field. For example, issuing country in the exemption certificatesHoverTT.png import format only allows two characters. Size limitations appear below the import templates in Help.
  • If the import has a status of error, an error file is produced listing the rows that did not import. The reason the row failed to import is identified in the last column. All rows not found in the error file imported successfully. You can delete all rows and columns in the original file that imported successfully and only fix and re-import the rows that caused errors.

Need some help importing? When you finish adding your transactions, learn how to manage them.

Troubleshoot file imports

To troubleshoot an unsuccessful transactionHoverTT.png import, examine the resulting error file from the import status screen.

  1. On the Tools tab, click View Imported File Status.
    AvaTaxCalc-Tools-ClickViewImportedFileStatus.png
  2. On the Import Status screen, click the Error hyperlink in the file column for an imported file. Open Error.csv and view the error message in the last column for each record that failed to import.
    AvaTaxCalc-Tools-ImportStatusError.png
  3. Make the necessary corrections to the records and delete the last column of error messages.
  4. Save the file with a new name.
  5. Import the file.

Delete an imported file

Deleting an imported file does not delete the records imported from the file.

  1. On the Tools tab, click View Imported File Status.
  2. On the Import Status screen, select a Company.
  3. Select the check box next to one or more file names.
  4. Click Delete.
  5. On the Are you sure you want to delete Batch(s) screen, confirm the imported file and click OK.
  6. The imported file is removed from the Import Status List. A message indicating the "The operation completed successfully." displays above the Import Status List.

Reasons to use transaction import

Review the scenarios below to understand when and why you may need to import transactions into the Admin Console.

  1. Transactions exist in the accounting, ERP, e-commerce, m-commerce, or POS application, but do not have tax associated with them. Importing transactions calculates the tax and generates an output file (Result.csv) containing the tax for each transaction. The results from importing transactions would determine the number of invoices without tax.

    CountryTax

    Other1Tax

    StateTax (includes province taxes)

    Other2Tax

    CountyTax

    Other3Tax

    CityTax

    Other4Tax

    The initial credit nets out to the original transaction, and the leftover amount is the new transaction with the appropriate exemption certificate information now applied. This is essentially how the transaction would have shown up if the exemption certificate information was available at the time of the original transaction.

    Note:

    Imported transactions do not update your accounting, ERP, e-commerce, m-commerce, or POS application, regardless of the state of the transaction.

    Importing transactions is not done through any connector. It is a process used to get transactions into AvaTax.

    1. Results can be entered into the accounting, ERP, e-commerce, m-commerce, or POS application either manually or programmatically.
    2. The transaction number used in both the accounting, ERP, e-commerce, m-commerce, or POS application and in AvaTax is the DocCode. Taxes display in TotalTax. Taxes may be broken out by jurisdiction into:
  2. Transactions exist in the accounting, ERP, e-commerce, m-commerce, or POS application, but do not have tax associated with them, and are not committed in AvaTax. Importing transactions calculates the tax, commits the transaction, and generates an output file (Result.csv) containing the tax for each transaction.
  3. Transactions do not exist in the accounting, ERP, e-commerce, m-commerce, or POS application, but do exist in some other application. The output file (Result.csv) from the Transaction import process is used to enter information into the accounting, ERP, e-commerce, m-commerce, or POS application. Transactions imported into AvaTax have either:
    • Tax calculated
    • Tax calculated and the Transaction is committed in AvaTax
  4. Transactions exist in the accounting, ERP, e-commerce, m-commerce, or POS application, but do not exist in AvaTax.
    • This situation can occur if the transmission of the transaction from the connector is interrupted for some reason. This may result in a posted transaction in the accounting, ERP, e-commerce, m-commerce, or POS application that cannot be edited, but the transaction is not yet in AvaTax.
    • Transactions that were calculated before implementing AvaTax can be imported and included in reports, used in returns reporting, etc.
  5. Transactions exist in the accounting, ERP, e-commerce, m-commerce, or POS application, and in AvaTax, but an exemption certificate is received and is not the reflected in the \transaction in either system. To have a proper audit trail, resolve a situation like this by:
    1. Completely reversing the original transaction,
    2. Adding the exemption certificate information,
    3. Re-importing the original transaction.
  6. Consumer use transactions are not entered in the accounting, ERP, e-commerce, m-commerce, or POS application, but are imported to AvaTax. This may be the case if the sales tax is not paid on transactions with a vendor. In this case, consumer use transactions for a period are imported into AvaTax and resolved at one time.

Transaction import error messages

After a file of transactions is imported, some records may result in an error message that you need to troubleshoot. TransactionHoverTT.png import error messages and their probable causes are listed below:

Error Message
Error Condition
AddressNoStreetError The ZIP/Postal Code exists but no streets begin with the same letter in that ZIP/Postal Code.
AddressRangeError The address was found but the street number in the input address was not between the low and high range of the post office database. 
AddressUnknownStreetError An exact street name match could not be found and phonetically matching the street name resulted in either no matches or matches to more than one street name. 
CityError The city name or code was not recognized, check the spelling.
CompanyNotFoundError Company used in the transaction does not exist.
CountryError The country name or code was not recognized. You need to verify that you used the correct AvaTax code for the country.
CurrencyCodeError Currency code is either invalid or missing. Add the correct currency code.
DateError A required date was not submitted or was invalid. To resolve, read document date.
DestinationJurisdictionError No jurisdictions were found for the destination address.
DocStatusError There is a duplicate of a document and therefore cannot be saved. You need to use a unique doc code.
DuplicateLineNoError One or more line numbers are duplicates. All line numbers must be unique within the document. For more information, read line no.
JurisdictionNotFoundError Unable to determine the taxing jurisdictions. To resolve, verify the state abbreviation.
LengthError

The maximum length of a field in the GetTax request is exceeded. Verify maximum length in the Type (Size) column of import transactions formats and transaction record format table.

NonDeliverableAddressError The physical location exists but there are no homes on this street. One reason might be railroad tracks or rivers running alongside this street, as they would prevent construction of homes in this location. 
PostalCodeError The ZIP/Postal Code does not exist and could not be determined by the city/municipality and state/province.
RangeError A value of one field in the GetTax request was not within the required range of values. 
RegionCodeError The two-digit state code was not specified or was invalid. To resolve, verify the state abbreviation.
RequiredError One of the required fields is missing in the GetTax request. For a list of required fields, read import transactions formats and transaction record format table.
SSTItemError SST requires an audit trail of the mapping of item codes (SKUs) to system tax codes. You have to put an item description if you are making it non-taxable. To resolve, read import transactions formats and transaction record format table.
TaxAddressError

Address is incomplete or invalid.
An incomplete or invalid origin or destination address was given. A taxable address must include a (line, city, and region (state)) or a (line and zip) or a (region (state) and postal code). 

TaxIncludedError TaxIncluded is not supported in combination with caps, thresholds, or base rules.
TaxOverrideError Invalid/Wrong Tax Override or TaxOverride is applied in an invalid way. Verify is the state has sales tax and that you have nexus in that state.
TaxRegionError Invalid TaxRegion is provided in the import file. To resolve, verify the state abbreviation.