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Import or Synchronize Transactions

This article applies to:Avalara TrustFile for Accountants

Once you've added companies and verified your settings, provide the transaction data TrustFile for Accountants uses to generate sales tax returns.

Use one of the following methods to add your transaction data to TrustFile for Accountants:

  • Synchronize transaction data if you have accounting software that connects to TrustFile for Accountants
  • Import transaction data using a CSV file if your accounting software doesn't connect to TrustFile for Accountants
  • Manually add a transaction if you need to add individual transactions to TrustFile for Accountants

If transactions that shouldn't be included in your filing sync to TrustFile for Accountants, delete the transactions from TrustFile for Accountants.

Keep in mind that:

  • TrustFile for Accountants doesn't calculate taxes.
  • TrustFile for Accountants doesn't file late or delinquent returns. It's critical you include only transaction data from the current filing period in returns. TrustFile for Accountants sweeps data from outside the current filing period forward into the current return, which can cause reconciliation errors.

Synchronize your accounting software data with TrustFile for Accountants

To synchronize accounting software transaction data with TrustFile for Accountants:

  1. In TrustFile for Accountants, on the Companies screen, find the company for which you'd like to enter data, and click Manage Connectors in the company widget.
  2. Click Data Sources. The Data Sources screen opens.
  3. Click the name of your accounting software, fill in the fields, and then click Connect.
  4. Follow any additional on-screen instructions to connect, and then click Authorize. The login screen for the accounting software with which you're synchronizing data opens.
  5. Log in and authorize TrustFile for Accountants to establish a connection with the platform.

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

Import transaction data in a CSV file

Use a CSV file to transfer transactions from accounting software that doesn't connect with TrustFile for Accountants. First, export the data from your accounting software, and then import that file into TrustFile for Accountants.

Export data from your accounting software

To minimize import mistakes and ensure the data is imported in a recognized format, put the data you export from your accounting software into the import template provided by TrustFile for Accountants on the upload screen (Manage Connectors > Data Sources > Upload). Delete the example transaction in the template, but retain the column headings.

If you use your own CSV file instead of using the template, the CSV file needs each of the columns below. If the upload fails, the TrustFile for Accountants team must manually map the data, which can take several days, in addition to upload time. We strongly recommend using the provided template.

Use this information to make sure your CSV file and the information in it are formatted correctly for TrustFile for Accountants:

Column heading Description
order_id The unique identifier number for the invoice, credit memo, or return.

The number must be unique at the company level.

date

Date of the transaction. Format the date as MM/DD/YY or MM/DD/YYYY.

Determines which return the transaction appears on. If you're using cash-based accounting, and invoices have different order and paid dates, you can split transactions across filing periods.

sales The sales price of the transaction. To make sure your tax is filed correctly, enter the sales price before shipping and taxes. If you include tax in the sales price, TrustFile for Accountants shows zero sales tax collected for that transaction.
tax

Sales tax collected on the transaction. TrustFile for Accountants handles tax only on tangible personal property and assumes all tax collected is sales tax.

  • TrustFile for Accountants can't retroactively calculate how much tax to collect for a transaction. For that service, use AvaTax.
  • TrustFile for Accountants assumes you collected the correct amount of tax for a transaction; if the tax amount and the sales price don't match for a particular transaction, TrustFile for Accountants adjusts the sales amount to match the collected tax.
description A description of the transaction.
shipping Shipping fee charged on the transaction, if any.
shipping_tax Tax collected on the shipping fee.

origin_line1, origin_line2, origin_city, origin_state, origin_zip

The origin address of the transaction. In some states, your business address is used to determine the tax rate for a transaction and the jurisdictions to which tax will be remitted.
shipping_line1, shipping_line2, shipping_city, shipping_state, shipping_zip The ship-to address for the transaction. Determines the tax rate for a transaction and the jurisdictions to which tax will be remitted.

Import a CSV file into TrustFile for Accountants

To import a CSV file with transaction data into TrustFile for Accountants:

  1. On the Companies screen, find the company for which you'd like to enter data, and click Manage Connectors in the company widget.
  2. Click Data Sources. The Data Sources screen opens.
  3. Next to Files, click Upload, follow instructions in the upload wizard, and then:
    • If this is the first time you've imported data, scroll down the Current Returns page, verify the forms to file, and then click Set Form.
    • If you've imported data before, the transactions you've imported appear in a queue to file on a return.

The initial synchronization may take several days, depending on the number of transactions. Keep this in mind when planning your return schedule.

Manually add a transaction

Add an individual transaction to reconcile errors on a return.

To manually add a transaction:

  1. On the Companies screen, find the company for which you'd like to enter data, and click Manage Connectors in the company widget.
  2. Click Data Sources. The Data Sources screen opens.
  3. Next to Manual Entry, click Enter. The Add Transactions Manually window opens.
  4. Fill in the details of the transaction, and then click Add Transaction. A summary of your transaction appears at the bottom of the window.
  5. Click anywhere on a summary row to expand or collapse the details for that row.
  6. Add as many transactions as you need in this window, and then click Generate Return to finalize the transaction details.

Next steps

Once you've uploaded or synced data, reconcile the data and troubleshoot any discrepancies. If everything adds up, file your returns.