After transactions have been added or imported to AvaTax Update they can still be edited to make important adjustments, or to void the transaction. If you use Returns, transactions can be edited until they're used in a return filed by Avalara on your behalf, at which point they're locked and can't be changed without amending the return they were used in.
Edit a transaction
Edit transactions if the record in your accounting software doesn't match the transaction data in AvaTax Update. You can make changes that affect a single line item or the entire document.
Edit transactions and line items
Edit transaction details
- On the Transactions page, click the link in the Doc Code column for the transaction you want to edit.
- Click Edit document details.
- Adjust the transaction as desired. You can:
- Change origin and destination addresses
- Change detail fields, including:
- Document Date: The document date is used for both the tax calculation date and the reporting date associated with the document
Discount: Any discount that is applied to the entire document, rather than an individual line item
- Location Code: The location code that your business uses to identify the location associated with this transaction
- Entity Use Code: A code corresponding to the reason you're exempting this customer from sales tax. Setting this allows AvaTax Update to determine if that type of customer is exempt in the jurisdiction where the transaction is happening.
- Customer Exempt Number: The exemption certificate number associated with this customer. This should be empty if the customer isn't exempt.
- Customer VAT Number: If the customer has an ID number for Value Added Tax, put that here
For more options, click Additional information to show more fields you can edit.
- Salesperson Code: An identifier for a specific salesperson that your accounting software might assign
- Reference Code: A user-defined field that is used for different things depending on what accounting software you use. Check your accounting software documentation for more details.
- Seller Importer of Record: Switch whether or not your business is the importer of record for this transaction. If the transaction isn't cross-border, ignore this field.
- Purchase Order: Your accounting software may assign purchase order numbers to transactions. If it does, that number will show up here.
- Tax Override: Check the tax override box to change more specific settings, such as the tax date, or to provide your own tax numbers for the transaction instead of using AvaTax Update's calculated tax.
Adjusting line items
Add, edit, and delete lines on the invoice in the Line Items section.
Adding a new line item
Click Add a line item and fill out the required details, including:
- Total Amount: This is the total cost of the entire line, not the cost per unit
Tax Code: A unique identifier associated with items or tax rules to create custom taxing situations
Discount: An option to apply any document-level discount to the selected line item. Not checked by default.
Click Advanced options to edit more details, including:
- Revenue Account: A general ledger revenue account number that may or may not be filled in depending on what accounting software you use
- Reference 1: Depending on your accounting software, this field may or may not be used
- Reference 2: Same as Reference 1. These fields are used by some programs to pass information to AvaTax Update that isn't included in any of the default fields.
- Advanced Tax Handling: These options allow AvaTax Update to handle specific tax circumstances that rarely come up, such as invoices where the tax is included in the final total from your accounting software instead of being calculated in AvaTax Update, or documents where the tax date is different from the document date
- Customer Exemption Type: If the customer is exempt from paying sales tax, select from the list of standard exemption reasons or type a custom exemption code.
Click Save line item when you're done to add the new item to the transaction.
Editing a line item
Click the pencil icon in the Actions column next to a line item to edit its details. These are the same fields that you see when you add a new line item.
Click Save line item when you're done editing the fields.
Deleting a line item
Click the trash can icon in the Actions column next to a line item to delete it. You can't delete a line item if it's the only line in the transaction.
Saving your changes
Once you've edited a transaction, choose to save and commit the document, or just save it.
Clicking Save and commit saves your changes and also marks the transaction as committed. By default, only committed transactions are included in AvaTax Update reports, and if you use Returns only committed transactions are used to file tax returns.
Clicking Save doesn't commit the transaction, leaving it to be committed at a later date.
When the Adjusting This Document prompt appears, choose a reason why the adjustment is being made and write a short description of the change for your records. Click Adjust transaction to save the edited transaction. Remember that transactions adjusted in AvaTax Update aren't adjusted in your accounting software, so you may need to edit the transaction in your general ledger as well.
Transactions can have three different statuses: committed, saved, or canceled. Committed transactions are the only ones used in most AvaTax Update reports and all Returns tax filings. If you have transactions that have been saved but not committed, bring them into your tax calculations by committing them. Canceled transactions can't be committed.
Committing transactions in AvaTax Update
- On the Transactions page, select the check box next to each transaction you want to commit and click Update status of selected.
- Select Committed from the list of status changes.
- Click Save.
- Refresh the page to see the transaction Doc Status change from Saved to Committed.
Delete a transaction
AvaTax Update saves all of your records for you in case of an audit, so transactions can't be deleted. Cancel the transactions instead.
Cancel a transaction
If there's a transaction in AvaTax Update that isn't in your accounting system (and you've determined it shouldn't be there), cancel the transaction. Canceled transactions don't appear in AvaTax Update reports or on tax returns, though some reports have advanced filtering options to report on canceled documents.
Cancel transactions in AvaTax Update
On the Transactions page, select the check box next each transaction you want to void and click Update status of selected.
- Select Void from the list of status changes.
- Click Save.
- Refresh the page to see the transaction Doc Status change to Canceled.
If you need to void a large number of transactions, you can also use the import template to void transactions in bulk.