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Transactions - Frequently Asked Questions

This article applies to:Avalara AvaTax

Here are the answers to some of our frequently asked questions about transactions.

What is a transaction?

TransactionsHoverTT.png in AvaTax are modeled after a document (invoice, credit memo, or return) with one or more lines.

A transaction is a record of the:

  • Document and line details needed to process a transaction
  • Results of the transaction, including taxes, sourcing information, and tax codes
  • AvaTax records the history of each transaction for use in liability worksheets and reports.

What is the line limit for a document?

The number of lines on a transaction is limited to 15,000. This refers to the number of unique lines as defined by Line No and not the quantity of items.

How can I view all lines in a document?

You can change the number of lines displayed per page by changing the number in the Lines Per Page drop-down.

To change the page, click one of the following:

  • : Click to go to the next page.
  • : Click to go to the previous page.
  • : Click to go to the first page.
  • : Click to go to the last page.

How do I import with tax included?

When importing transactionsHoverTT.png with tax included, AvaTax still extracts the tax and distributes it to the appropriate jurisdictions. It is necessary to use the proper process code and specify tax is included:

  • Use process code 3:  New transaction with tax calculation.
  • Tax included (column AI):  Enter 1.
This combination tells AvaTax to extract the tax from the total amount of the line and distribute it across the applicable jurisdictions. It will not calculate tax on tax.

How do I resolve address validation errors?

Address validationHoverTT.png errors can prevent tax calculation and invoicing as well as be symptomatic of more complex issues; therefore, it is important to thoroughly investigate address validation errors.The following steps should be used as a guide for determining if the address simply isn't validating in the database or if there is a broader issue at play.

  1. If you are trying to import transactionsHoverTT.png, make sure the address is in the correct column.
  2. Test the address in the Basic Tax Calculator on the Admin Console. Enter the address and click Validate. 
  3. If the address fails, test in the USPS Address Validation Tool.
  4. Verify the address is spelled correctly.

What are the different transaction document types?

TransactionsHoverTT.png can be one of several document types. The following table lists the corresponding document code to use when importing transactions:

Document Code

Document Type

0 Sales order
1 Sales invoice
2 Purchase order
3 Purchase invoice
4 Return order
5 Return invoice
6 Inventory transfer order
7 Inventory transfer invoice
8 Reverse Charge order
9 Reverse Charge invoice

What does the adjusted document symbol indicate?

The adjusted document symbol indicates a transaction has been adjusted. The adjustment reason appears on the document tab of the transaction.

What does the locked document symbol indicate?

The locked document symbol  indicates a transactionHoverTT.png is locked and can no longer be committed, voided or adjusted. Approving a liability worksheetHoverTT.png locks all the documents on that worksheet.

What are document, tax calculation, and status dates?

  • Document date: The date of the document. This is used to determine the period in which the document falls. It is also the default tax calculation date unless specified otherwise.
  • Tax Calculation Date: The date of tax calculation. This can be adjusted independently of the document date on the Admin Console and is particularly useful when backdating the tax calculation date to account for a change in rate between invoice and credit memo.
  • Status Date: The status date is the date of the last modification to the transaction. It has no bearing on which period the transaction falls into, nor on the tax calculation date.

Where does the batch code come from?

AvaTax assigns a batch code to each group of imported transactionsHoverTT.png. The batch code cannot be edited.

What are the different transaction document statuses?

A transactionHoverTT.png can have one of three document statuses as listed in this topic.

  • Committed documents have been successfully posted to the general ledger. Committed documents are displayed by default in AvaTax reports.
  • Uncommitted documents are generally invoices, credit memos, or returns that have been saved but not posted. They can also be transactions that have an error, causing them to fail to move to a committed status. Uncommitted documents aren't displayed by default in AvaTax reports. Use Show Advanced filtering options in reconcile and export reports to filter for uncommitted documents.
  • Voided documents have been canceled or voided. Documents aren't displayed by default in AvaTax reports. Use Show Advanced filtering options in reconcile and export reports to filter for voided documents.

How do I adjust a locked transaction?

A transaction is locked when we file a return associated with that transaction. In order to adjust the transaction, you need to create a credit memo and a corrected transaction. Credit memos should only be created in the Admin Console when the following criteria is met:

  • The credit is already reconciled with your customer
  • The credit has not been created in the Admin Console

In such circumstances, it is appropriate and safe to create a credit in the Admin Console as a document in the Admin Console will not create a document in your accounting system. To create a credit memo, follow these steps:

  1. On the Transactions tab, click New.
  2. On the Document tab, fill out all required fields:
    1. Origin/Destination Addresses
    2. Document Code
    3. Customer/Vendor Code
    4. Document Date
  3. On the Lines tab, click Add New Line. You must add at least one line.  
    1. In the Amount field, type the dollar amount as a negative number.
  4. Click Add.
  5. On the left, click Calculate Tax.
  6. Click Save as Uncommitted or Save as Committed.

What do I do with uncommitted transactions?

If you see a transactionHoverTT.png in the Admin Console​ with a status of uncommitted, it is usually caused by an invoice, credit memo, return, or other transaction document in your accounting system that is saved, but not posted. An uncommitted status might also be caused by a transaction that for some reason didn't process correctly.

To change the status of an uncommitted transaction, you can:

Note:
Uncommitted transactions are not displayed automaticall in AvaTax ​reports.

How do I resolve the error message "company code mismatch"?

This error means that the company code value in column E of the import transactions template is either not in the Admin Console or does not match the company code that you have selected for the import. To fix this, verify the company code matches exactly:
  • Case (upper/lower case)
  • Spaces
  • Symbols