Upload data files to My DOR

The Data Upload feature enables businesses that use electronic accounting systems and software programs the ability to load tax return data into the excise tax return, without data entry work.

The file uploaded is either generated using a text editor (such as Notepad) in a comma delimited format saved as a .txt file, or as an Excel file saved in a .csv format.

Getting the data ready for upload

Tag: Each line of data must have a descriptor that indicates the kind of data included in the line. Examples include: account information, tax and deductions.

Order: After each tag, the data must be in a formatted order.

Below is an example of a data upload for retailing, sales tax and local sales tax.

The first line of data is account information, and the Tag is Account.

# ACCOUNT Account ID Period Preparer Email Phone
ACCOUNT 501777540 082002 Joe Taxpayer joe@customer.com 360-123-4567

The next lines of data is tax data, and the Tag is Tax.

# TAX Line code Location code (0 for non-local) Amount  
TAX 2 0 22222.02 #(Retailing)
TAX 1 0 22222.02 #(State Sales)
TAX 45 3200 10000.00 #(Local)
TAX 45 3210 20222.02 #(Local)

The next lines are for deductions, and the Tag is Ded.

# DED Line code Deduction code Amount Explanation (Other Deductions Only)
DED 02 01 2000.00  
DED 01 01 2000.00  

If you need assistance setting up the format for data upload, contact us at 360-705-6709.

Note: Do not include the dollar sign or any commas for dollar amounts. Any line or string of information that starts with a # sign does not get included in the data upload.

If a tax rate has changed for a line code within the same reporting period, it should not be uploaded. Instead, you must manually enter it on the return. Data upload is limited to reporting one rate per line code and defaults to the later rate for the period. 

When the data is complete, the file should be saved. If it is an Excel document, it should be saved in a CSV format.

Steps to upload the data file

  1. From the excise tax return, choose Upload a file on the Select Taxes screen.
  2. Click Choose File and locate the file you intend to upload.
  3. The upload process will begin automatically once the file is selected.
  4. A message will be displayed upon completion of the upload.
  5. If there is an error in the formatting, there will be an error message.
  6. If the file is without formatting errors, “No errors were found. Your upload was successful” will display.
  7. All tax classifications within the file are automatically added to your return. You may add additional classifications on the Select Taxes page. For example, some people only upload local sales tax and manually enter the Retailing and other B&O taxes.
  8. The upload data process is complete. Click Next in the lower right corner and complete the return. Error checks will take place on each page of the return.

For complete listings of all Tags and formatting see the data upload instructions.