Avalara Consumer Use transaction import template guidelines
Importing transactions to Avalara Consumer Use involves filling out a template to create the import file. To download the template, log in to Avalara Consumer Use and go to Transactions > Import transactions.
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Avalara Consumer Use is an add-on for AvaTax. Adjust transactions in Avalara Consumer Use and then forward them to your AvaTax company to manage reports and returns. |
Import requirements
Keep these guidelines in mind when filling out the template:
- Do not miss the required columns. Ensure to fill all the required fields.
- Do not provide duplicate columns
- Do not provide more than 50 characters in specific fields (see table)
- Do not use special characters in specific fields: < > \ or ;
If any of the following conditions exist, the individual invoices or line items might fail. The rest of the import will be completed.
- More than one row with the same DocCode and LineNumber
- Missing a required field
- Alphanumeric or numeric values in a row where they are not supported (see table)
- Incorrect date format
Guidelines for the "Avalara Consumer Use - Default" template
Column heading | Use | Possible values (character count) | Description |
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DocCode | Required | An alphanumeric code (40) | Unique identifier for the transaction. This typically matches the Invoice number from your business application. |
DocDate | Required | A date in the format yyyy-mm-dd or mm/dd/yyyy | Invoice date. This is used to determine applicable taxability, rules, and rates. |
VendorCode | Required | An alphanumeric code (50) |
The vendor’s unique identifier in your source system. This translates to customerCode in an AvaTax call. |
TaxableAmount | Required | A number |
Total line item amount before discount and tax. This isn't the unit price, which is not specified on the import. |
DestLocationCode | Required | An alphanumeric code (50) |
System either needs a valid DestLocationCode that is known to AvaTax OR a complete DestAddress with DestPostalCode. If LocationCode and address are provided for a new location, Avalara Consumer Use will remember the association. |
DestAddress | Required* | Text or a LocationCode (150) | *Optional, if DestLocationCode is provided. |
DestPostalCode | Required* |
A postal code (11) |
*Optional, if DestLocationCode is provided. |
OrigLocationCode | Required | Text or a location code (50) | Avalara Consumer Use needs a valid OrigLocationCode that is known to AvaTax OR a complete OrigAddress with OrigPostalCode, |
OrigAddress | Required* | Text or a location code (150) | *Optional, if OrigLocationCode is provided. |
OrigPostalCode | Required* | Text or a location code (11) | *Optional, if OrigLocationCode is provided. |
CompanyCode | Optional | An alphanumeric code (25) |
Sub company to which this invoice was originally billed. If empty Avalara Consumer Use will default this to the current company during file upload. |
DocType | Optional | The type of document as represented by a one-digit code (250) |
Defaults to PurchaseInvoice. Expects one of the AvaTax document type enums. Note that this is the original doc type from the host system. When sent to AvaTax, type will always be PurchaseInvoice or InventoryTransferInvoice so that results are recorded correctly. |
LineNumber | Optional | A number (50) |
Optional, but must be populated for all lines for an invoice or all blank. All blank line numbers will be populated with sequential numbers from 1, in order of appearance within the file. |
Cost Center | Optional | Name of the cost center (250) |
Original accounting system cost center to which this invoice or specific line item was charged. Can be used within Avalara Consumer use to identify cost centers that are tax exempt per list provided by customer. |
TaxCalculationDate | Optional | A date in the format yyyy-mm-dd or mm/dd/yyyy |
Defaults to DocDate. This is for exception cases where the invoice date is not the effective date for determination of Consumer Use Tax liability. |
VendorName | Optional | Name of the vendor (250) | Human-readable Vendor name. |
EntityUseCode | Optional | Text (50) |
It is uncommon to get this directly in the feed, unless the source system is one already AvaTax-aware. Will most often be "G" for Resale, or "I" for production/manufacturing. Must be one of the AvaTax enum values for EntityUseCode. |
TaxCode | Optional | An alphanumeric code (25) |
Defaults to "P0000000", which is generic, taxable. One would either specify a TaxCode directly or specify an ItemCode and let AvaTax pull the TaxCode from the Item. When the system sees a new ItemCode, it will collect any available TaxCode for default values in the future. View valid tax codes. |
Purpose | Optional | Text (250) |
Specific use of material or service represented by this line item. Very useful for specific tax handling, especially for invoices expected to be tax exempt. |
ItemName | Optional | An item name (2048) | Human-readable item name. |
ItemCode | Optional | An alphanumeric code (50) |
Recommended for item taxability rules and rates, as well as readability within Avalara Consumer Use. Must be an item code for an item created for this company. These then map to TaxCodes. View related APIs. |
Description | Optional | Text (2048) | Item description. |
Quantity | Optional | A positive number | Recommended. Item Quantity defaults to 1. Useful for visibility within Avalara Consumer Use when allocating. |
Discount | Optional |
A number
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Discount applied against the Amount for this line item. Not used in calculation. |
TaxIncluded | Optional | 0 or blank = Tax not included in Amount 1 = Tax included in Amount |
Boolean. If True the Amount less than the discount is that final line item amount. If False, the Amount + Tax. Note that this defaults to FALSE unless TotalTax is null. The system treats a line with an empty TotalTax amount as tax included. |
TotalTax | Optional | A number |
Tax collected by the vendor and paid on this line item directly to tax authority. Use zero if no tax was collected. Note that when this value is null, the system will treat the line as tax included and back the tax out of the line’s TaxableAmount |
TotalAmount | Optional | A number | Total amount of the line item including tax and discount. |
Ref1 | Optional | Text (250) | Maps to Custom1 within the tool. Provided to allow customer to classify transactions within tool and for purposes of extraction aggregation. |
Ref2 | Optional | Text (250) | Maps to Custom2 within the tool. Provided to allow customer to classify transactions within tool and for purposes of extraction aggregation. |
RevAcct | Optional | Text (50) | Actual customer's accounting system general ledger revenue account number to which this invoice is charged. Also provided for reference within the tool and for extraction. |
DestCity | Optional | A city name (50) | Recommended for reliable addresses. |
DestRegion | Optional | A state or province abbreviation (150) | Recommended for reliable addresses. |
DestCountry | Optional | A country abbreviation (50) | Recommended for clean addresses. Defaults to US. |
OrigCity | Optional | Text (50) | Recommended for reliable addresses. |
OrigRegion | Optional | A state or province abbreviation (150) | Recommended for reliable addresses. |
OrigCountry | Optional | A country abbreviation (50) |
Recommended for reliable addresses. Defaults to US. |
PurchasingAgentCode | Optional | Text (25) |
Host system identifier for the Purchasing Agent for this transaction. Passed into the SalesPersonCode in AvaTax |
PurchaseOrderNo | Optional | Text (50) | The original Purchase Order. Useful for reference within Avalara Consumer Use and for export / reporting. |
Custom1-10 |
Optional | 250 per custom field |
Avalara Consumer Use allows 10 custom fields. They aren't sent to AvaTax. They're useful for classifying transactions for better filtering, allocation, and export. |
DocumentedSalesTax | Optional | A number | Sales tax applied on the transaction at the document level. |