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Avalara Help Center

Add or Import Company Locations

This article applies to:Avalara AvaTax

A company location in AvaTax is a record of the physical presence of a company or its personnel. If you've added company locations in the Admin Console and your accounting software, AvaTax uses those location codes during tax calculation to report on sales by individual location. Each location is uniquely identified by a location code. AvaTax uses the location code to associate transactionsHoverTT.png with a particular location.

A location is a record of the physical presence of a company or its personnel. A location records address information for:

  • Storefronts
  • Main offices
  • Warehouses
  • Other locales
  • Salespersons

Use Type and Category to define your locations. This doesn't affect tax calculations or returns filing.

Many states have unique requirements for reporting sales from registered locations. Before setting up company locations in the Admin Console, set up nexus. If nexus isn't set up correctly, sales by location aren't calculated accurately.

Once you've set up nexus, add a company location for each location that's registered with a state or any other jurisdiction.

If you use Returns: Company locations are required in any state where a specific location is registered to remit taxes. Registered locations have a unique ID number provided by the state to report sales by individual location. 

If you don't use Returns: Company locations are an optional tool to track sales by individual locations for reporting and remittance purposes.

Add locations manually one at a time, or import multiple locations at the same time. For more information, learn how to manage locations.

Add a location

To add a company locationHoverTT.png in order to accurately calculate tax:

  1. On the Organization tab, click the Locations button for a company.
    Picture of the Locations button
  2. On the Locations screen, click New.
  3. On the New: Location screen, complete at least the required fields.
    1. Location Code: The internal code used by a company with multiple retail (brick and mortar) stores or multiple places of fulfillment (warehouses) to uniquely identify the location associated with the transaction. The location code must be the same as the code passed as part of the transaction. Use the information provided by the state DOR. For example, in AZ, use the 3-digit ADOR location number(s) from your Transaction Privilege Tax (TPT) License, located below the address.
    2. Location Description: A text description of the location that may contain information about physical storefront locations, sales personnel, warehouses, etc. Use the information provided by the state DOR.
    3. Type: The type of location.
    4. Select Location, and then select Category. The category is the grouping for the location, depending on the type selected for the location.
      • Storefront (location where you are selling your goods)
      • Main Office
      • Warehouse (location where you are storing your goods)
      • Other
    5. Start Date: The date the location takes effect. Once the location information is saved, the start date can't be edited.
    6. End Date: The date the location expires.
    7. County: The jurisdiction of the location.
    8. Address Information: The address of the location. Click Validate to validate the address.
  4. For some State (Province) choices requiring Additional Location Information, click Next. Otherwise, click Save. If you click Next, AvaTax selects and displays the Tax Jurisdictions for this location.
  5. If you are:
    • Not a Returns client, when asked, “Is this specific location registered with the proper taxing authorities to report sales and use tax?”, accept the default value of No and click Save to complete the process.
    • A Returns client, when asked, “Is this specific location registered with the proper taxing authorities to report sales and use tax?”, provide the requested information associated with this location.
      • If you don't have this information, select No, and then click Save to complete the process. Generally, a good resource for this information is the hard copy return provided by the taxing jurisdiction. The required information can be found in the company location additional information matrix.

Import company locations

Import a large number of predefined company locationsHoverTT.png using the Import Data tool. Import company locations in one of these file formats: .xls, .xlsx, or .csv (comma-separated values). Download the import help file from the Admin Console. The maximum number of lines allowed in one import file is 100,000. Validate the addresses of company locations as they're imported by selecting the Validate Address check box. Validated addresses may not be exactly the same as imported addresses.

Format the company location import template

You must use the column heading labels exactly as shown below in the import file. The individual data fields must conform to the type and size restrictions listed in the table. The table below also indicates, in the Use column, whether a column is required in the import file.

Column Column Heading Type (Size) Use Description
A CompanyLocationId Integer Required Location record number. This field isn't imported, but is used to identify records.
B LocationCode Text (50) Required Unique location code specific to a company recorded within the organization tab. This value is passed either as a salesperson code, location code, or address code. Use the information provided by the state DOR. For example, in AZ, use the 3-digit ADOR location number(s) from your Transaction Privilege Tax (TPT) License, located below the address.
C Description Text (255) Optional Description for location code. This is useful for identifying a specific location. Use the information provided by the state DOR.
D AddressTypeId Integer Required Type of location.
  • 1 = Location (requires AddressCategoryId of Storefront, Main Office, Warehouse, or Other)
  • 2 = Salesperson (requires AddressCategoryId of Salesperson)
E AddressCategoryId Integer Required Category of location.
  • 1 = Storefront
  • 2 = Main Office
  • 3 = Warehouse
  • 4 = Salesperson
  • 5 = Other
F Line1 Text (50) Required Address line 1 for the location.
G Line2 Text (50) Optional Address line 2 for the location.
H Line3 Text (50) Optional Address line 3 for the location.
I City Text (50) Required City name for the location.
J County Text (50) Optional County name for the location.
K Region Text (2) Required The two-character region (state, province, or territory) ISO code.
L PostalCode Text (10) Required ZIP code or postal code for the location.
M Country Text (2) Required The two-character country abbreviation for the location
  • US = United States
  • CA = Canada
N IsDefault Integer Required Indicates whether to use the default outlet code (Requires type location)
  • 0 = Not default
  • 1 = Default outlet code (only one default per company)
O IsRegistered Integer Required Indicates whether the location is registered with the taxing authority.
  • 0 = Not registered
  • 1 = Registered

If IsRegistered = 1, OutletName and the appropriate CompanyLocationSetting fields become required.

P DBAName Text(100) Optional "Doing business as" name.
Q OutletName Text(100) Optional Outlet name (required if IsRegistered = 1).
R CompanyLocationSettingType1 Integer Optional An integer that indicates what type of location information this represents (e.g., Account Number or Outlet No). See the company location additional information matrix for more information on the values that may appear in this field.
S CompanyLocationSettingJurisType1 Text(3) Optional

Company jurisdiction type. Required field if CompanyLocationSettingType1 field is used.

  • STA=State
  • CTY=County
  • CIT=City

See the company location additional information matrix for more information on the values that may appear in this field.

T CompanyLocationSettingValue1 Text(50) Optional Value for the location information specified. Required field if CompanyLocationSettingType1 field is used.
U CompanyLocationSettingType2 Integer Optional An integer that indicates what type of location information this represents (e.g., Account Number or Outlet No). See the company location additional information matrix for more information on the values that may appear in this field.
V CompanyLocationSettingJurisType2 Text(3) Optional

Company jurisdiction type. Required field if CompanyLocationSettingType2 field is used.

  • STA=State
  • CTY=County
  • CIT=City
See the company location additional information matrix for more information on the values that may appear in this field.
W CompanyLocationSettingValue2 Text(50) Optional Value for the location information specified. Required field if CompanyLocationSettingType2 field is used.
X CompanyLocationSettingType3 Integer Optional An integer that indicates what type of location information this represents (e.g., Account Number or Outlet No). See the company location additional information matrix for more information on the values that may appear in this field.
Y CompanyLocationSettingJurisType3 Text(3) Optional

Company jurisdiction type. Required field if CompanyLocationSettingType3 field is used.

  • STA=State
  • CTY=County
  • CIT=City
See the company location additional information matrix for more information on the values that may appear in this field.
Z CompanyLocationSettingValue3 Text(50) Optional Value for the location information specified. Required field if CompanyLocationSettingType3 field is used.
AA StartDate Date(10) Optional Effective date for the location in yyyy-mm-dd or mm/dd/yyyy format. If not present, defaults to today.
AB EndDate Date(10) Optional End date for the location in yyyy-mm-dd or mm/dd/yyyy format. If not present, defaults to 12/31/2099.

Import a file of company locations

To add many locationsHoverTT.png at one time, import a file of locations. Download the import help file from the Admin Console. For information on the required format for a file of locations, and to learn more about the import process, see company location import format. 

To import a file:

  1. On the Organization tab, click the Locations button for a company.
    inet_earth_clear.png
  2. On the Locations screen, click Import.
  3. On the New: File Import screen, confirm:
    • Company Locations is selected for Type
    • The correct Company is selected for Company

  4. Click Browse to select the file to import.
  5. Click Upload.