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Guidelines for using the import transactions template

This article applies to:Avalara AvaTax Update

When you import transactions to AvaTax Update, you populate a template to create the import file.  Here are a few guidelines to help you fill out the template:  

  • Read the columns descriptions to understand what you need to enter and whether a column is required.
  • Pay attention to the process code (Column A), which determines how the transaction import is processed and what other information is necessary. 
  • Adhere to the character limit for each entry.  
  • Before you import a large number of transactions, try a trial import of a few transactions so you become familiar with the process. 

Import transactions template column descriptions 

Column Column heading Data type (character limit) Is this used for imports? 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 returns. 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 identifying number for the invoice, credit memo, or return.

The number must be unique within its DocType (column C) for all transactions under this company. Document codes with the same DocType must be contiguous.

Overwrite previous transactions with the same DocCode by using a ProcessCode of 2, 4, or 6 (column A).

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 business application.

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 Update. This tells AvaTax Update which company you want the transaction to go to. This is important if you're importing transactions to multiple companies.

If CompanyCode isn't specified, AvaTax Update applies the company code for the company you're in when doing the import.

F CustomerCode Text (50) Required The code used by your business 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. Commonly used for exempt customers.

Custom codes are supported, as well as the following AvaTax Update 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 Exemptions 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 Update 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 (both)

F = Religious

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)

M = Educational (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 (not the line of the import file).

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 Update 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 Update 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 business 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 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 Update, 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, the 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.

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). Example: -100.00

O Discount Number Optional

The trade discount allocated to the document line. Discounts decrease the taxable or non-taxable amount. This is a discount amount, not a percentage.

AvaTax Update handles discounts at the document header level, but imports transaction discounts at the line level. While importing transactions, AvaTax Update adds together all line item discounts to create a total discount for the transaction, and then splits the total discount between all discounted line items. Tax is calculated based on the new amount for each discounted line item.

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 Exemptions- or CertCapture-generated exemption certificate entries to cover exemptions for SST states.

You must enter exemption certificate data into AvaTax Update 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 Update. When importing LocationCode, leave DestCity, DestRegion, DestPostalCode, and DestCountry blank.

This column is required if the company is an SST seller and the transaction's origin state (column AA) or destination state (column V) are part of the Streamlined Sales Tax Project.

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 in US and Canada 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 Update. 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 in US and Canada 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.

If you use an online marketplace such as Amazon, Etsy, or Walmart, enter the location code you set up to keep track of these sales to keep compliant with marketplace fairness laws. Most likely, this is the name of the marketplace facilitator (for example, Amazon).

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 Exemptions.
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 business 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 whether tax is included in the amount in column N.

AvaTax Update 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 Not used 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 Update and output in the Results.csv file.

AO TaxType Text (1) Not used The tax rate type applied to the transaction.

E = Excise tax rate

S = Sales tax rate

U = Seller use tax rate

AP TotalTax Number Optional The total tax calculated by AvaTax Update.

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

For ProcessCode (column A) 0, 3, or 4, the value is Not used. (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) Not used The name of the taxing country.
AR CountryCode Text (2) Not used The code associated with the taxing country.
AS CountryRate Number (8.6) Not used The tax rate associated with the taxing country.
AT CountryTax Number Not used The tax amount calculated for the taxing country.
AU StateName Text (200) Not used The name of the taxing state or taxing province.
AV StateCode Text (2) Not used The code associated with the taxing state or province.
AW StateRate Number (8.6) Not used The tax rate associated with the taxing state or taxing province.
AX StateTax Number Not used The tax amount calculated for the taxing state or taxing province.
AY CountyName Text (200) Not used The name of the taxing county.
AZ CountyCode Text (3) Not used The code associated with the taxing county.
BA CountyRate Number (8.6) Not used The tax rate associated with the taxing county.
BB CountyTax Number Not used The tax amount calculated for the taxing county.
BC CityName Text (200) Not used The name of the taxing city.
BD CityCode Text (10) Not used The code associated with the taxing city.
BE CityRate Number (8.6) Not used The tax rate associated with the taxing city.
BF CityTax Number Not used The tax amount calculated for the taxing city.
BG Other1Name Text (200 Not used The name of the first special tax jurisdiction (STJ).
BH Other1Code Text (10) Not used The code associated with the first special tax jurisdiction (STJ).
BI Other1Rate Number (8.6) Not used The tax rate associated with the first special tax jurisdiction (STJ).
BJ Other1Tax Number Not used The tax amount calculated for the first special tax jurisdiction (STJ).
BK Other2Name Text (200) Not used The name of the second special tax jurisdiction (STJ).
BL Other2Code Text (10) Not used The code associated with the second special tax jurisdiction (STJ).
BM Other2Rate Number (8.6) Not used The tax rate associated with the second special tax jurisdiction (STJ).
BN Other2Tax Number Not used The tax amount calculated for the second special tax jurisdiction (STJ).
BO Other3Name Text (200) Not used The name of the third special tax jurisdiction (STJ).
BP Other3Code Text (10) Not used The code associated with the third special tax jurisdiction (STJ).
BQ Other3Rate Number (8.6) Not used The tax rate associated with the third special tax jurisdiction (STJ).
BR Other3Tax Number Not used The tax amount calculated for the third special tax jurisdiction (STJ).
BS Other4Name Text (200) Not used The name of the fourth special tax jurisdiction (STJ).
BT Other4Code Text (10) Not used The code associated with the fourth special tax jurisdiction (STJ).
BU Other4Rate Number (8.6) Not used The tax rate associated with the fourth special tax jurisdiction (STJ).
BV Other4Tax Number Not used 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: 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 Update 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 Update 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 Update 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 Update 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 Update 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 Update 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 Update 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)
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.
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