If you work with clients who are not using AvaTax to calculate their taxes, you must add their transactions from an external data source into Returns for Accountants. The easiest way to do this is to use Avalara’s import template or create a custom mapped file. You can also use the import template to adjust any existing transactions, using special process codes that override tax calculations, add tax credits, calculate consumer use tax, or void transactions.
Before you begin
- A single DocCode can't exceed 15,000 line items.
- If you do not prefer to Avalara’s import template, make sure to Create a custom transaction import template in Returns for Accountants.
- If you're adjusting existing transactions, make sure the transactions aren't locked. If the transactions are locked, you'll need to unlock the liability summary before adjusting the transactions.
- Once returns are filed you cannot reuse the same DocCode or adjust transaction.
- Keep in mind that importing transactions doesn't update the transaction information in your clients' business application. To stay synchronized, make sure the transactions in your clients' system match the transactions you imported or adjusted in Returns for Accountants.
Steps to import transactions
- In Returns for Accountants, go to Transactions > Transactions.
- Select the Import transaction batch button.
The Batch Import Transaction window appears.
- In the Batch Import Transaction window, perform any of the following actions:
- If you use Avalara’s import template, you can leave the import format as Avalara Default. To download a new template, click Download default Avalara transaction template, and follow the Guidelines for using the import transactions template.
- If you're using a custom import template, select the name of the file created while importing file.
To map a custom file, go to Transactions > Import File Config. Alternatively, in the Batch Import Transaction window, click on the gear icon.
- Drag or browse to include the file in the Upload item field.
A Company code mismatch message is displayed if the file is missing a company code, or if the company code in the file doesn't match the company you've selected. If you continue with the import, the transactions are imported to the company you've selected.
- If your import file doesn't include the Process code or Document type columns or value, you will have to select a value for both.
- The same process code and document type is used for all transactions in the import file. If you need to select a different process code or document type for some transactions, split the transactions into separate import files.
- Select Upload.
The transaction import file is queued to be processed, and the system will split 40,000 lines per transactions batch.