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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 sales tax data that TrustFile for Accountants can use to generate sales tax returns.

Manage data

On the Companies page, choose a company for which you'd like to enter data and click Manage connectors in the company widget to go to the Sources page for that company. On the Sources page, choose one of the import methods listed below.

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

Use a connector to synchronize data

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

  1. On the Companies page, find the company for which you'd like to enter data, and click Manage Connectors in the company widget.
  2. On the Sources tab, select a platform, and then follow the instructions in the pop-up window. For many platforms, click Connect and follow the instructions to synchronize data.
  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 for Accountants to establish a connection with the 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 in 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 an 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. From the Companies page, find the company for which you'd like to enter data, and click Manage Connectors in the company widget.
  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. Make sure the date is formatted as MM/DD/YY or MM/DD/YYYY
  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 data before, the transactions you've imported appear in a queue to file on a return.

Export data from an accounting software

The best practice for importing data is to use the import template provided by TrustFile for Accountants on the upload screen. This ensures the data is imported in a recognized format and ensures the least number of import errors. If you use your own CSV file instead of using a 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.

Review this list to ensure your CSV file matches the way that TrustFile for Accountants processes data:

Order date

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

Make sure the date is formatted as MM/DD/YY or MM/DD/YYYY

Sale price If tax is included in the sale price, TrustFile for Accountants shows zero sales tax collected for that transaction.
Tax amount 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 collect the correct amount of tax for a transaction; if the tax amount and the sale price don't match for a particular transaction, TrustFile for Accountants 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 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 Companies page, find the company for which you'd like to enter data, and click Manage Connectors in the company widget.
  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 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.