When uploading transaction data from a custom source, you might find that no matching template exists in Batch Determination. In this case, you can upload a completely new file and use it to create a template for future use.
Uploading your file
- Log in to Batch Determination.
- Click Add Transactions.
- Select Custom Format.
- Click Browse to select your CSV file or drag and drop the file into the box.
- When you see your file on the screen, click Continue.
Matching the columns with Sovos fields
- Match each column of your file with the appropriate Sovos field from the dropdown menu. There are three required fields: Document Number, Organization Code, Ship to Country. Make sure these fields are selected and matched to the appropriate columns, otherwise the file will not be processed.
- If you want to save this file setup as a template for future use, click the Import Template dropdown menu above the first column, then click Save New Template.
- Enter a name for your new template, then click Save Template.
- Select your new template from the dropdown menu.
- Click Begin Processing.
- Once your data has been successfully uploaded, you'll see a success screen with details.
Sometimes the software can't import all of your data, usually due to a formatting problem. When this happens, Sovos will provide an error report to give you specific instructions on how to fix the issue.
Transaction data must be uploaded by the fourth business day of each month. If the data is not uploaded by then, Sovos can’t guarantee that the return will be filed on time in that filing period.
Always use Batch Determination to upload your tax data. Don’t try to add data from the Imports menu in Filing.
Submitting your data for filing
If the data in the uploaded file is final and won’t change, click Save to Database, then click Save for Filing.
You'll see a confirmation banner once your data has been submitted for filing.
The data will show up in Sovos Filing within 24 hours as return(s) waiting to be prepared. You can track the status of these returns in Sovos Filing and read about the filing process in this article.
Deleting your uploaded data
If you don’t want the uploaded data to be processed and don’t want to keep the file for later use, go to Import History. All the files you uploaded in the last 35 days are listed here, and you can delete any files you haven't saved to the database yet. To do this, hover over the file, click on the three dots at the end of the row, and select Remove Import.
Troubleshooting
I’m getting an error message after trying to upload the file.
The uploaded CSV file and the selected import template may not match. The uploaded file needs to have the same number of columns with the same column headers as the template.
The file that I uploaded has more columns than the template.
If there are additional headers in the uploaded file that are not mapped in the template, these columns will be ignored when processing the file. If you want them to be processed, map the additional columns by following these steps.
It takes a while for the report to generate. Is there something wrong?
Large numbers of transactions can take several minutes to process. Hang tight while we import your data.
I made a mistake and need to reupload my file.
Go to Import history. Hover your mouse over the import you want to remove, then click the three vertical dots that appear at the end of the import. Click Remove, then confirm by clicking Remove Import in the pop-up window. Now you can upload your new file.