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Import Transactions to Avalara Consumer Use

Add your consumer use transactions to a spreadsheet and upload it. Troubleshoot import errors when they occur, or review your import history.

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.

 

Before you begin

Steps

  1. In Avalara Consumer Use, go to Transactions > Import Transaction Data.
  2. Select an import type. Select the download link that appears to download the template.
  3. Copy transaction data from your business application to the template using the import template guidelines at the bottom of this article.
  4. Drag and drop the finished file into the upload field, or click Browse to select it for upload. Click Upload to start the import.

Finished uploads are found at Transactions > Import history. Imported transactions are added to Transactions > Process transactions.

If you receive an error message, refer to the import troubleshooting guide.

Guidelines for the "Avalara Consumer Use - Default" template

Import files will fail if your template has:

  • Duplicate columns
  • Missing required columns
  • Blank rows
  • < > \ or ; in a data cell

Individual invoice or item lines will fail (the rest of the import will continue) if your template has:

  • Multiple rows with the same DocCode and LineNumber
  • Required info missing from a row or column
  • Too many characters in a cell
  • Alphanumeric or numeric values in a row where they aren't supported
  • Incorrect date formats
Column heading Use Description
DocCode Required Unique identifier for the transaction. This typically matches the Invoice number from your business application.
DocDate Required Invoice date. This is used to determine applicable taxability, rules, rates.
VendorCode Required

The vendor’s unique identifier in your source system. 

This translates to customerCode in an AvaTax call.

TaxableAmount Required

Total line item amount before discount and tax. 

This isn't the unit price, which is not specified on the import.

DestLocationCode Required

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* *Optional, if DestLocationCode is provided.
DestPostalCode Required* *Optional, if DestLocationCode is provided.
OrigLocationCode Required Avalara Consumer Use needs a valid OrigLocationCode that is known to AvaTax OR a complete OrigAddress with OrigPostalCode,
OrigAddress Required* *Optional, if OrigLocationCode is provided.
OrigPostalCode Required* *Optional, if OrigLocationCode is provided.
CompanyCode Optional

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

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

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.

CostCenter Optional

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

 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 Human-readable Vendor name.
EntityUseCode Optional

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

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

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 Human-readable item name.
ItemCode Optional

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 Item description.
Quantity Optional Recommended. Item Quantity defaults to 1.  Useful for visibility within Avalara Consumer Use when allocating.
Discount Optional Discount applied against the Amount for this line item.  Not used in calculation.
TaxIncluded Optional

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

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 Total amount of the line item including tax and discount.
Ref1 Optional Maps to Custom1 within the tool.  Provided to allow customer to classify transactions within tool and for purposes of extraction aggregation.
Ref2 Optional Maps to Custom2 within the tool.  Provided to allow customer to classify transactions within tool and for purposes of extraction aggregation.
RevAcct Optional 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 Recommended for reliable addresses.
DestRegion Optional Recommended for reliable addresses.
DestCountry Optional Recommended for clean addresses. Defaults to US.
OrigCity Optional Recommended for reliable addresses.
OrigRegion Optional Recommended for reliable addresses.
OrigCountry Optional

Recommended for reliable addresses. 

Defaults to US.

PurchasingAgentCode Optional

Host system identifier for the Purchasing Agent for this transaction. 

Passed into the SalesPersonCode in AvaTax

PurchaseOrderNo Optional The original Purchase Order.  Useful for reference within Avalara Consumer Use and for export / reporting.

Custom1-10

Optional

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.

 

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