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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
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.

Note: A ShipTO error may occur for a location code that starts with zero because Microsoft Excel removes this zero during the import process. To prevent this error, we recommend adding an apostrophe (') to the location code that starts with zero. For example, if the location code is 01234, we recommend you change it to '01234 to prevent Microsoft Excel from removing zero during the import process.

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


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.


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.
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