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Avalara Help Center

Completing the AvaTemplate

The AvaTemplate is an MS Excel file used to report transactions. The AvaTemplate is available to download here: AvaTemplate.xlsx.

Once the template has been successfully populated, it can be uploaded to Avalara VAT Returns.

Tip icon

Tip

The template contains several examples of possible transaction types and helpful comments in the header row to explain the requirements for each column. Hover over the header row in the template to see these helpful tips.

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Important

Please ensure all data has been entered correctly before submitting. Errors in the data or template may cause delays with filing.

Tips for successfully completing the AvaTemplate

The following information will assist with completing the template correctly:

  • Only use the template provided.
  • Save and upload it as an .xlsx file, not .csv.
  • Please do not add new sheets, columns, total rows, or alter the format, structure, or headings of the template. Doing so renders the template incompatible with our system.
  • When entering monetary values, please do not include any currency symbols or other currency denominators, just include the actual numerical value. 
  • Please ensure VAT Numbers do not contain any spaces before, after, or within the number.
  • Please ensure that all columns and cells are correctly formatted, for example if numbers are formatted as text this can cause issues, to check formatting right click on a cell and select format this will allow you to check the correct format is being used.
  • Avoid adding any summary data or additional information after completing the required fields.
  • Please ensure dates are entered in the format YYYY-MM-DD.
  • The invoice date should be the date that the invoice was created, this may be different than the transaction date.
  • Please enter country codes using the appropriate two alphabetic character ISO Standard 3166 code.
  • Please enter currency codes using the appropriate three alphabetic character ISO Standard 4217 code.
  • Please send only one AvaTemplate per month and include all transactions on the same sheet, they should not be split per country or transaction type. The only exception to this would be if there are more than 100 000 rows in the template, we may ask you to split your data into one template per country to ensure the system can process the templates efficiently.
  • Be aware of entering the same invoice number for both an invoice and credit note, this will cause errors.
  • Please ensure you are entering the VAT number in the correct format.
  • Make sure that the transaction types you enter are spelled correctly, misspelling the transaction type will prevent the transaction being recognised.
  • The template contains sample data, before adding your data, please ensure you remove Column Q along with all other sample data.
  • The AvaTemplate is to be filled in from your company’s perspective.
  • When calculating the figures for columns M to P, please ensure you are correctly reflecting your Distance Selling Threshold/Opting Status.
  • Any free shipments with zero value do not need to be included in the AvaTemplate.
Tip icon If you have any problems successfully completing the AvaTemplate, troubleshooting steps are available in the Reviewing Data in the AvaTemplate help article.

AvaTemplate field and heading details

Tip icon

Tip

The AvaTemplate has some helpful comments in the header row to explain the requirements for each column. Hover over the header row in the template to see these helpful tips.

This section will provide further information on the effective use of the AvaTemplate.

Column Name / Heading Details and additional information
Invoice Number

A unique sequential code that is normally automatically issued by your invoicing software and assigned to VAT invoices for sales. 

Or for purchases, the invoice number issued by the party for goods or service you are buying.

This is a mandatory field with a maximum of 100 characters.

Transaction Date

If the tax point of a certain supply of goods/services is different than the invoice date, the system will account for this date as the time of supply. For instance, this date could be the payment date, if a client is using the cash-accounting scheme.

Enter the date as DD/MM/YY (the spreadsheet will reformat this).

This is an optional field with a maximum of 100 characters.

Invoice Date

The date of the invoice i.e. the date of issue.

Enter the date as DD/MM/YY (the spreadsheet will reformat this).

This is a mandatory field.

Currency

The currency the invoice is issued in.

Use the ISO currency code e.g. EUR, GBP. 

This is a mandatory field with a maximum of 3 characters. Please do not insert spaces.

Transaction type

Use the drop-down menu to select the transaction type. This is a mandatory field.

Options include:

  • SALE: Sales and credit notes.
  • PURCHASE: Purchases from suppliers within the same country or from suppliers without VAT numbers.
  • IMPORT: Purchases from suppliers outside the EU. Please send import documents to Avalara with the AvaTemplate).
  • FC_TRANSFER: When you have transferred your own goods between two EU member states. Please only fill in the EC sale side of the transactions.
  • EC SALE: When you have sold to another business across border. 
  • EC ACQ: Purchases from VAT-registered suppliers in another country.
  • MOSS SALE: Mini One Stop Shop transactions. We can only process GB-based MOSS transactions. 
  • DOMESTIC REVERSE CHARGE: When a domestic sales transaction is subject to reverse charge.
Country Dispatch

The country from which the goods are being shipped or the country where the service is being enjoyed.

For MOSS transactions this is the country of MOSS registration.

Only use ISO Alpha- 2 country code e.g. GB, DE, FR.

This is a mandatory field.

Country Arrival

The country to which the goods are being shipped or the country where the service is being enjoyed.

For MOSS transactions this is the country of the end consumer.

Only use ISO Alpha- 2 country code e.g. GB, DE, FR.

This is a mandatory field.

Seller Name

The name of the supplier, exporter, or seller. 

For sales enter the name of your own company for which you are reporting.

For purchases enter the name of the supplier you have purchased from.

This is a mandatory field with a maximum of 200 characters.

Seller VAT Number

For sales enter the VAT number of your own company for which you are reporting. For purchases enter the VAT number provided on the supplier's invoice. For MOSS transactions enter your VAT MOSS number. Where an import supplier does not have a VAT number, leave it blank. 

Otherwise, this is a mandatory field. 
Do not insert spaces. 
Max 50 characters. 

Which VAT number to enter?

The VAT number used should be from the country of taxation (the country from which goods were dispatched unless taxing in destination country due to opting or a threshold breach.

For example: 

A sale from GB to FR, with the distance selling threshold to France not breached, you would enter your GB VAT number.

A sale from GB to ES, with the distance selling threshold breached, you would enter your ES VAT number.

Customer VAT Number

Enter the VAT number of your customer if you are making business-to-business sales or purchases.

If the transaction is business to customer or MOSS, enter PRIVATE INDIVIDUAL.

For import, purchase, or EC-Acquisitions transactions, enter your VAT number from the country of arrival here.

Leave this field blank for export transactions. This is a mandatory field for all other transaction types.

Do not insert any spaces in this column. Max 100 characters. 

Customer Name

The name of the customer or importer.

For purchases enter your own company, for which you are reporting. For sales enter the B2B client’s name.

If the transaction is B2C, and you are unable to get the customer name, enter PRIVATE INDIVIDUAL.

This is a mandatory field with a maximum of 100 characters.

Description

Use the drop-down menu to select goods or services.

This is a mandatory field. 

For anything relating to the sale of products (via Amazon or similar websites), this will always be goods.

Taxable Basis

The NET value of the transaction shown on the invoice.

This figure EXCLUDES any VAT.

This is a mandatory field.

Value VAT

The value of VAT charged.

This is the VAT amount stated on the invoice. In case of reverse charge, enter a zero.

This is a mandatory field.

Total

The GROSS sale/purchase price. This is the total amount stated on the invoice. 

This is a mandatory field.

VAT Rate

The VAT rate being charged, expressed as a percentage, this column is automatically populated and does not need to be manually filled.

GTU Code

For Polish VAT returns only.

If your transaction meets certain criteria you need to enter a GTU code here. Only enter the alpha-numeric code, eg GTU_01.

Definitions:
GTU_01  Alcohol
GTU_02  Oil and fuel
GTU_03  Heating oil
GTU_04  Tobacco
GTU_05  Waste
GTU_06  Electronic devices
GTU_07  Vehicles and car parts
GTU_08  Precious and base metals
GTU_09  Medicines 
GTU_10  Buildings and land
GTU_11  Greenhouse gas emission trading
GTU_12  Intangible services
GTU_13  Transport

Please see this page for more detailed descriptions.

Document Code

For Polish VAT returns only. 

If your transaction meets certain criteria you need to enter a document code here. 

The codes are: 7, 13, 14, 15, 16.

Please see this page for more details.

Example index

This column describes the example transaction within the associated row.

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Warning

Please delete this column before submitting the AvaTemplate to Avalara. The AvaTemplate will fail validation if this column is not removed before uploading.

Frequently asked questions about the AvaTemplate

 

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