Transaction Data File Requirements

Learn what transaction information you need to upload files into LumaTax.
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Written by LumaTax IT
Updated 10 months ago

Uploading historical transaction data to LumaTax is essential to generating a completing sales tax workflows. LumaTax allows you to upload multiple files from disparate source systems to aggregate them into normalized working files. This article will teach you the file requirements for a successful upload. Consider these requirements as you gather source system data files.

Many types of files will automatically map to the fields in Lumatax.  If not, you can save your mapping for future use.

What source system data should I use?
We recommend downloading files from the original source system of the sales transactions. For example, a client may generate sales transactions in Amazon and Shopify and then sync that data to their accounting system for financial reports. In that case, it is best to export files out of Amazon and Shopify for import into LumaTax, instead of using the accounting system reports. General Ledgers do not typically provide the level of detail needed for the most accurate results. 

However, if the client creates their sales transactions directly from invoicing/ sales tools inside their accounting system exclusively, the accounting system data can and should be used. You may not have as many detail fields available in the accounting system's built-in reports, but should be able to generate reports for minimum required fields. 

Examples: Amazon, Shopify, Etsy, eBay, Walmart, QuickBooks, Square, Xero, Sage. Ultimately, any source system that provides a report with at least the required information and format below can be used.

When in doubt, please contact support@lumatax.com for assistance. 

Supported file type:

  • .CSV
  • <250 MB
  • Must be a Plain CSV file (not a CSV exported for Excel)

Requirements:

The .csv file contains invoice or line-level transaction data.

The first row of the file is the column header and includes, at minimum:

  • Invoice ID

  • Invoice Date

  • Total invoice amount **

  • Total sales tax collected

  • Ship-to zip, ship-to state, or physical location state/zip

**Be sure to understand the components of “Total Invoice Amount” and if the total figure includes “Refunds”, “Discounts”, “Tax”, and/or “Shipping” since LumaTax's data mapping tool will provide you with enhanced analysis if you know these attributes of your data file.


For
best results, your file may also include fields containing:

  • Line details

  • Refunds

  • Marketplace facilitator data

  • Taxability and Exemption data

  • Ship-from, Bill-to, and Physical Location data

Available Fields for Mapping: 

Field Category/ Description

Data Type

Required or
Optional

Invoice Headers

Invoice ID Alphanumeric Required
Invoice Date Date Required
Invoice Header ID Alphanumeric Optional
Customer PO Number Alphanumeric  Optional
Document Type Alphanumeric Optional
Product Type Alphanumeric Optional
Company Code Alphanumeric Optional
FOB Point Alphanumeric Optional
Ship Via Alphanumeric Optional

Invoice Header Amounts

Total Invoice Amount Numeric Required
Total Tax Collected Numeric Required*
Total Taxable Sales Numeric  Optional
Total Shipping Numeric Optional
Total Refunds Numeric Optional
Total Discount Numeric Optional
Total Refunded Tax Numeric Optional
Line Detail Fields
Line Total Numeric Required for Line Files
Line Tax Numeric Optional or Total Tax Collected
Line Discount Numeric Optional
Invoice Line ID Alphanumeric Optional
Invoice Line Type Code Alphanumeric Optional
Item SKU Alphanumeric Optional
Item Name Alphanumeric Optional
Item Description Numeric Optional
Item Quantity Numeric Optional
Item Price Numeric Optional
Item Discount Numeric

Optional 

Address Details

Ship-to street-1 Alphanumeric Optional
Ship-to street-2 Alphanumeric Optional
Ship-to city Alphanumeric Optional
Ship-to state Alphanumeric Required
Ship-to zip Numeric Required
Ship-to country Alphanumeric Optional
Ship-from street-1 Alphanumeric Optional
Ship-from street-2  Alphanumeric Optional
Ship-from city Alphanumeric Optional
Ship-from state Alphanumeric Optional
Ship-from zip Numeric Optional
Ship-from country Alphanumeric Optional
Physical location street-1 Alphanumeric Optional
Physical location street-2 Alphanumeric Optional
Physical location city Alphanumeric Optional
Physical location state Alphanumeric Optional or Required if No Ship-to
Physical location zip Numeric Optional or Required if No Ship-to
Physical location country Alphanumeric Optional
Bill-to street-1 Alphanumeric Optional
Bill-to street-2 Alphanumeric Optional
Bill-to city Alphanumeric Optional
Bill-to state Alphanumeric Optional
Bill-to zip Numeric Optional
Bill-to country Alphanumeric Optional
Marketplace Facilitator
Marketplace Facilitator Tax Collected Numeric Optional
Marketplace Facilitator Flag Alphanumeric Optional
Taxability
Exemption Code Unique Values Mapping Optional
Taxable Flag Unique Values Mapping Optional
Customer Details 
Customer ID Alphanumeric Optional
Customer Name Alphanumeric Optional
Customer Code Alphanumeric Optional
Customer Tax Exemption Number Alphanumeric Optional

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