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Upload a custom import template

If your business application allows you to easily export your transaction information to a spreadsheet, use the spreadsheet format to create a custom import template in Avalara Consumer Use. You can then directly import transactions to Avalara Consumer Use using your existing file format.

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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.

 

Before you begin

Review the format of the Avalara Consumer Use custom import type template

Custom template example.png

The spreadsheet includes the following columns:

  • ACUField: This is the field name in Avalara Consumer Use. Don't change the text in this column.
  • TemplateField: Enter the field name from your data feed or business application export that maps to the ACUField.
    For example, in the image above the InvoiceNumber field an business application export maps to the DocCode field in Avalara Consumer Use. When you upload a file with an InvoiceNumber column, Avalara Consumer Use knows that this is the same as the DocCode.
  • Required: This indicates if the field is required when importing.
    For example, the DocCode, DocDate, VendorCode, TaxableAmount, and TotalTax fields in the image above are required when importing. All other fields are optional.
  • DefaultValue: This indicates the default value for a field when no value is provided.
    For example, in the image above the Cost Center field is set to default to Accounting when the import doesn't specify a different cost center.
  • Notes: This column includes any notes that might be helpful for users when they're preparing an import file.

Steps

  1. In Avalara Consumer Use, go to Transactions > Import Transaction Data.
  2. Select the Upload Import Types section.
    The Upload Custom Import Type screen opens.
  3. Select Avalara Consumer Use - Custom Import Type Template to download the template as a CSV file.
  4. Open the file and prepare the template.
    1. Enter the field names from your business application export in the TemplateFields column. 
      • If you leave the TemplateFields field blank for a row, it isn't included in your finished custom template.
      • If the field name from your business application export matches the ACUField name, enter it in TemplateFields for the row.
      • You must enter a TemplateField value for the following fields:
        • DocCode
        • DocDate
        • VendorCode
        • TaxableAmount
        • DestAddress
        • DestPostalCode
        • OrigAddress
        • OrigPostalCode
    2. Optionally, adjust the fields that are required by changing the value in the Required column.
      • Fields labeled True are required. Imports without values in these fields result in an error.
      • If you want to make a field required, change this to True.
      • Fields that are set to True in the original template can't be changed to False.
    3. Optionally, set a default value for a field in the DefaultValue column.
      This value is used only when a different value isn't specified in the import.
    4. Optionally, use the Notes field to add any information that might be helpful for users when they're preparing an import file.
      You can download a copy of the template definitions file later to view these notes.
  5. Save the file.
  6. On the Upload Custom Import Type screen in Avalara Consumer Use, select or enter an import type name.
    Select an existing import type name from the drop-down menu if you want to replace an existing custom import template. Otherwise, enter a new name.
  7. Enter an import type effective date.
    • When using your custom import template, the transaction document date must be later than the import type effective date.
    • You can also use the import type effective date to make multiple iterations of the same import type.
  8. Drag and drop the finished file into the upload field, or click Browse to select it for upload. Click Upload to start the import.
  9. Select Upload to create the custom import template.
  10. Download a blank copy of the new import template and the template definition file.
    1. Select the Import Transactions section.
    2. Select your custom import type from the Import Type menu.
    3. Select the download icon to the left of the custom import template name to download a blank copy of the template.
    4. Select the download icon to the left of the Import Type Definition link to download a definition file, which tells you which columns are required and includes any notes you entered.

You can now use the custom import template to import transactions.

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