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Import or Synchronize Transactions

This article applies to:Avalara TrustFile

Once you've verified your settings, import or synchronize your transaction data so TrustFile can generate returns.

It's critical to include only transaction data from the current filing period in your returns. Data from outside the current filing period is swept forward into the current return, which can cause reconciliation errors. TrustFile doesn't file late or delinquent returns.

Use a connector to synchronize your data

The overall process of synchronizing with TrustFile is pretty much the same across different accounting software.

  1. From the Current Returns page, click Manage in the Transactions and Sources field on the right of the screen.
  2. Select the platform you use, and then follow the instructions in the pop-up window. For many platforms, click Connect and follow the instructions to synchronize data. For platforms without a connector to synchronize data, import your data using a CSV file.
  3. After you connect, click Authorize. You're taken to the log-in screen for the platform to which you're trying to connect. Log in and authorize TrustFile to establish a connection with your platform.

The initial synchronization may take up to several days depending on the platform and the number of transactions. Keep this in mind when planning out your return schedule.

Import transaction data using a CSV file

Use a CSV file to transfer transactions from an accounting software that doesn't have a connector. First, export the data from your accounting software, and then import that data using a CSV file. The initial synchronization may take several days depending on the number of transactions. Keep this in mind when planning your return schedule.

  1. On the Current Returns page, click Manage in the Transactions and Sources field on the right of the screen.
  2. On the Sources tab, click Upload, and then follow the upload wizard. It's best to download the preformatted template to reduce the chance of error.
  3. If this is the first time you've imported data, scroll down the Current Returns page and use the drop-down to verify the forms to file. Click Set Form to save. If you've imported before, the transactions you've imported already appear in a queue to file on a state return.

Export data from your accounting software

The best practice for importing data is to use the import template provided by TrustFile on the upload screen. This ensures the data is imported in a recognized format and ensures the least number of import errors as a result of this process. If you use your own CSV file instead of using a template, the CSV file needs each of the fields shown below. If the upload fails, the TrustFile team must manually map the data, which can take several days.

Review this list to ensure your CSV file matches the way TrustFile processes data.

Order date Determines on which return the transaction appears. If you're using cash-based accounting, and your invoices have different order and paid dates, transactions can be split across filing periods.
Sale price If tax is included in the sale price, TrustFile shows zero sales tax collected for that transaction.
Tax amount TrustFile handles tax only on tangible personal property and assumes all tax collected is sales tax. 
  • TrustFile can't retroactively calculate how much tax to collect for a transaction. For that service, use AvaTax.
  • TrustFile assumes you collect the right amount of tax for a transaction; if the tax amount and the sale price don't match for a particular transaction, TrustFile adjusts the sale amount to match the collected tax.
Ship-to address (with separate fields for street address, city, state, and zip) Determines the tax rate for a transaction and for the jurisdictions to which your tax will be remitted; in some states, your business address is also used.

Manually add a transaction

Add an individual transaction to reconcile errors on a return.

  1. On the Current Returns page, click Manage in the Transactions and Sources field.
  2. On the Sources tab, click Enter in the Manual Entry field.
  3. In the Add transactions manually window, type the details of the transaction, and then click Add Transaction.
  4. A summary of your transaction appears at the bottom of the Add transactions manually window. Click anywhere on the row to expand or collapse the details for that row.
  5. Add as many transactions as you need in this window. Click Generate Return after you're done adding transactions to upload the transaction details to your TrustFile account.

Next steps

Once you've synchronized or imported your data, reconcile your transaction data. If everything adds up, you're ready to file your returns.