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Manage Company Locations

This article applies to:Avalara AvaTax Update

A company location in AvaTax Update is a record of the physical presence of a company or its personnel. If you've added company locations in AvaTax Update and your accounting software, AvaTax Update uses those location codes during tax calculation to report on sales by individual location. Each location is uniquely identified by a location code. AvaTax Update 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 AvaTax Update, set up where you collect tax. If you haven't set up where you collect tax correctly, sales by location aren't calculated accurately. To set up where you collect tax, go to Settings > Manage Where You Collect and Remit Tax.

Once you've set up where you collect tax, add a company location for each location that's registered with a state or any other jurisdiction. Add locations one at a time or import multiple locations at once using an .xls, .xlsx, or .csv file. To add or edit your company locations, go to Settings > Manage Your Locations. To export a .xlsx or .csv file of all your company locations, click Export Locations.

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. Some states with location-based filing require a return form for every location your business has, while others let you consolidate all of your company locations on a single form.

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

If you use an online marketplace, such as Amazon, Etsy, or Walmart: Use location codes to identify these transactions to keep compliant with marketplace fairness laws. Add a company location for each marketplace facilitator you use (for example, one for Etsy and one for Amazon). 

Import company locations

Import company locationsHoverTT.png using an .xls, .xlsx, or .csv (comma-separated values) file. Use the template from AvaTax Update to create this file, for best results. The maximum number of lines allowed in one import file is 100,000.

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. 
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 your company locations

To import your custom tax rules:

  1. Go to Settings > Manage Your Locations
  2. Click Import Locations on the Company Locations page
  3. Download the location import toolkit
  4. Create the import file using the import company locations template from the toolkit
  5. Go back to the Import Your Company Locations page in AvaTax Update
  6. Drag and drop the import file into the import area or click Browse Instead to select the file
  7. The locations are uploaded and appear on the Company Locations page. If you get any errors, use the error file to troubleshoot, and then try again

Troubleshoot file imports

To troubleshoot file imports:

  1. Go to Settings > Manage your locations and click View location import history.
  2. Click the Download icon in the Errors column of the import that you want to troubleshoot. The Error.csv file downloads.
  3. Open Error.csv and view the error message in the last column for each record that failed to import.
  4. Make the necessary corrections to the records, and then delete the last column (the one with error messages).
  5. Save the file with a new name and import it.
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