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Balance import
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This article applies to:

  • Product: ONESOURCE Indirect Tax,ONESOURCE Sales and Use Tax Compliance
  • Subject: Import

File specifications for Balance Import

The first step for using Balance Import is to prepare a source file. The system accepts comma-delimited and pipe-delimited .csv files.
important
All records in the balance import source file need to have the identical layout and end with a carriage return line feed.

Entity / Transactions

Field
Length
Description
Entity Code/Number
128
If you import at the workarea level for multiple entities, the entity number needs to match the entity number entered in the system. If you use entity codes and they don't match, you need to create an entity list and entity codes cross-referenced to entity number.
Business Location Code
32
If you report by location, you need to set up business locations in Locations. The business location code needs to match the Business Location Code.
Department Code
64
If you use a department list for reporting purposes, the department code needs to match the Department Code entered in the Department List.
Customer Number
32
If you use a customer list for reporting purposes, the customer number needs to match the customer number entered in the Customer List.
Vendor Number
32
If you use a vendor list for reporting purposes, the vendor number needs to match the Vendor number entered in the Vendor List.
Invoice Number
32
Populating this field for Alaska will invoke computations for maximum taxable or maximum tax amounts. Populating this field for Arkansas will invoke computations for the local tax caps which only apply to consumer use and sales of motor vehicles licensed for highway use, aircraft, watercraft, and manufactured housing. Balance import records should be at the invoice level.
Item Number
32
Populating this field for Arizona will invoke computations for maximum taxable amounts or tiered rates where applicable. Populating this field for Florida will invoke computations for the cap on discretionary sales surtax. Populating this field for North Dakota will invoke computations for the maximum tax amounts (refund cap) where applicable. Populating this field for Tennessee will invoke computations for the single article rates and supplemental state tax. Balance import records should be at the item level.
Description
32
A memo description will flow through to the
Description
 field in
Journal and Ledger
.

Time

Field
Length
Description
Transaction Date
10
MM/DD/YY format
Period Beginning Date
10
MM/DD/YY format
Period Ending Date
10
MM/DD/YY format

Place

Field
Length
Description
Place Code
128


Place Code represents two different avenues of assigning place determination:

  • Tax Area Code
  • Place Code


If you use place codes for place determination, you need to create a place code table and tax areas assigned to the place codes. Place codes are country unique.

Postal Code
16
Currently only United States 5-digit numeric postal codes are valid.
Postal Code Extension
16
Currently only United States 4-digit numeric postal code extensions are valid.
Region
16
Country-State applies for the United States in an US-AA format. Federal and Country-Province applies for Canada in a CA and CA-AA format. AA represents a postal state or province abbreviation.
Country
128
Country Name or Country two-digit abbreviation. Currently only name and abbreviation for United States and Canada are valid.
State
128
Full state name or state abbreviation
County
128
County Name
City
128
City Name
District
128
District Name

Accounting

Field
Length
Description
Tax Type Code
64
System tax type code or user-defined tax type code. User-defined tax type codes require the creation of a Tax Type accounting chart.
Product Type Code
64
System product type code or user-defined product type code. Use of product type codes requires the use of transaction type codes. User-defined product type codes require the creation of a Product Type accounting chart.
Transaction Type Code
64
System transaction type code or user-defined transaction type code. Use of transaction type codes requires the use of product type codes. User-defined transaction type codes require the creation of a Transaction Type accounting chart.
Calculation Code
64
System calculation code or user-defined calculation code. User-defined calculation codes require the creation of a Calculation Code accounting chart.
Tax Code
128
User-defined tax code. Use of tax codes requires the creation of a Tax Code accounting chart.
Credit Flag
1
1 - Indicator that gross on record should be considered as a credit (negative number).

Balance amounts

Field
Length
Description
Gross
15
Numeric
Taxable
15
Numeric
Tax
15
Numeric
Tax Collected
15
Numeric

Exemptions

Field
Length
Description
Exemption Code 1
64
System exemption code or user-defined exemption code. User-defined exemption codes require the creation of an Exemption Code accounting chart.
Exemption Level 1
64
System exemption level code or user-defined exemption level code. User-defined exemption level codes require the creation of an Exemption Level accounting chart.
Exemption Amount 1
15
Numeric
Exemption Code 2
64
N/A
Exemption Level 2
64
N/A
Exemption Amount 2
15
N/A
Exemption Code 3
64
N/A
Exemption Level 3
64
N/A
Exemption Amount 3
15
N/A
Exemption Code 4
64
N/A
Exemption Level 4
64
N/A
Exemption Amount 4
15
N/A
Exemption Code 5
64
N/A
Exemption Level 5
64
N/A
Exemption Amount 5
15
N/A
Exemption Code 6
64
N/A
Exemption Level 6
64
N/A
Exemption Amount 6
15
N/A
Exemption Code 7
64
N/A
Exemption Level 7
64
N/A
Exemption Amount 7
15
N/A
Exemption Code 8
64
N/A
Exemption Level 8
64
N/A
Exemption Amount 8
15
N/A
Exemption Code 9
64
N/A
Exemption Level 9
64
N/A
Exemption Amount 9
15
N/A
Exemption Code 10
64
N/A
Exemption Level 10
64
N/A
Exemption Amount 10
15
N/A

Tax overrides

Field
Length
Description
Country Tax (Override)
15
Numeric. Tax to be used at the country level in lieu of system calculated country tax. Applies to calculation codes using at-level tax overrides or back calculating from tax overrides.
State Tax (Override)
15
Numeric. Tax to be used at the state level in lieu of system calculated state tax. Applies to calculation codes using at-level tax overrides or back calculating from tax overrides.
County Tax (Override)
15
Numeric. Tax to be used at the county level in lieu of system calculated county tax. Applies to calculation codes using at-level tax overrides or back calculating from tax overrides.
City Tax (Override)
15
Numeric. Tax to be used at the city level in lieu of system calculated city tax. Applies to calculation codes using at-level tax overrides or back calculating from tax overrides.
District Tax One (Override)
15
Numeric. Tax to be used at the district level in lieu of system calculated district tax. Applies to calculation codes using at-level tax overrides or back calculating from tax overrides.
District Tax Two (Override)
15
Numeric. Tax to be used at the district level in lieu of system calculated district tax. Applies to calculation codes using at-level tax overrides or back calculating from tax overrides.

Tax levels

Field
Length
Description
Exclude Country
1
Alphanumeric 1 digit code. Indicator to exclude country level from computations for record.
Exclude State
1
Alphanumeric 1 digit code. Indicator to exclude state level from computations for record.
Exclude County
1
Alphanumeric 1 digit code. Indicator to exclude county level from computations for record.
Exclude City
1
Alphanumeric 1 digit code. Indicator to exclude city level from computations for record.
Exclude District
1
Alphanumeric 1 digit code. Indicator to exclude district level from computations for record.
note
  • If a data element's invalid, the balance import record won't import.
  • Length indicates the maximum number of characters allowed for the data element to be valid unless noted otherwise.
  • Fields don't have to be in a set order in the import file.
  • File format's comma delimited or pipe delimited CSV.
  • File name can't contain multiple contiguous spaces.
  • Each record must be terminated with a carriage return line feed.
  • You can use up to 10 sets of exemptions (code, level, and amount) for each balance import record.
  • If Business Location Code's used for place determination and uniqueness is set to State within Locations, the state name or abbreviation must be on the balance import record.

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