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Transaction Data File Requirements

Learn what transaction information you need to upload files into LumaTax.
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Written by LumaTax IT
Updated 6 months ago

Uploading your client's historical transaction data to LumaTax is essential to generating a complete nexus analysis. 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 analysis. 

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 address or transaction location

**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 the client data file.


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

  • Line details

  • Refunds

  • Marketplace facilitator data

  • Product taxability data

  • Ship-from location data

Available Fields for Mapping: 

Field Category/ Description

Data Type

Required or
Optional

Transaction Detail Fields
Invoice ID Alphanumeric Required
Invoice Date Date Required
Transaction Total Fields
Total Invoice Amount Numeric Required
Tax Collected Numeric Required
Taxable Sales Amount Numeric  Optional
Shipping/ Freight Amount Numeric Optional
Refund Amount Numeric Optional
Discount Numeric Optional
Line Detail Fields (for line level files only)
Item ID/ SKU Alphanumeric Optional
Item Name Alphanumeric Optional
Item Description Numeric Optional
Item Quantity Numeric Optional
Item Price Numeric Optional
Item Discount Numeric

Optional 

Shipping Fields
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 Alphanumeric Required
Location Fields (for over-the-counter sales locations)
Physical location street-1 Alphanumeric Optional
Physical location street-2 Alphanumeric Optional
Physical location city Alphanumeric Optional
Physical location state Alphanumeric Optional
Physical location zip Alphanumeric Optional
Marketplace Facilitator Fields (only used for marketplaces)
Marketplace Facilitator Tax Collected Numeric Optional
Taxability Fields (only used if available from source system)
Exemption Code Alphanumeric Optional
Exemption Reason Alphanumeric Optional
Ship-from Location Fields (only used for warehouse shipments) 
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

Alphanumeric Optional
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