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How can I add a location code to a transaction that has already been created in AvaTax?

Overview

You have created a transaction in AvaTax Update and found that you need to add a location code to it.

Environment

AvaTax Update

Resolution

  • If the transaction is unlocked and has not been used in a filing, you can edit the transaction on the Transactions tab or you can import your changes using the Transaction Import feature on the Tools tab.
    • When editing the transaction in your AvaTax Update console:
      • Locate the transaction on the Transactions tab in your AvaTax Update console and click on the Doc Code you wish to edit.
      • In the Transaction Detail, click Edit Document Details.
        • avatax update edit document details 2.PNG
      • On the Document tab of the Transaction Adjustment page, enter the Location Code you with to apply to the transaction.
        • This must match exactly to what you have created in Company locations on the Settings page.
          • For WA filers who are looking to apply Marketplace Facilitators to your transactions, please make sure you have a location for each applicable facilitator to select from:
            • Etsy
            • Amazon
            • Walmart
            • avatax update location code transaction.PNG
      • Click Save and Commit to include the transaction in your liability and reports.
      • Select an Adjustment Reason on the same page.
        • If you select Other, please enter a description in the box below.
          • AvaTax update adjustment reason.PNG
      • When importing your changes:
        • Navigate to the Transactions tab in your AvaTax Update console and select Import Transactions.
        • Download the spreadsheet you will need to enter your transaction data in.
          • avatax update download.PNG
          • You will be presented with three files:
            • An example import
            • The import template in XLS format
            • The import template in CSV format
              • You can use either one of the templates to import your transactions.
        • Column A is your process code to tell AvaTax how you want the transaction handled:
          • To make sure that calculation doesn't change on your transaction, you will want to use a process code of 2.
            • This will allow you to edit a transaction that is already in the Admin Console and keep the tax amount you provide.
        • Column AD is your location code.
          • You will have to type in the location code you choose but this has to match exactly to one you have created in the Settings tab.
          • For WA filers who are looking to apply Marketplace Facilitators to your transactions, please make sure you enter a location for each applicable facilitator to select from:
            • Etsy
            • Amazon
            • Walmart
        • Column N is your sales amount.
        • Column AP is your tax amount.
          • Since we don't want AvaTax to recalculate, you will have to manually enter the tax amount that originally calculated.
        • The rest of the columns listed as Required in the Format the import transactions template of Add or Import Transactions will need to be filled in with your transaction information such as Doc Code, Customer Code, and Origin and Destination Addresses.
        • In the spreadsheet, you can enter multiple transactions, each represented with their own doc code on their own line.
        • Once you have finished filling out the spreadsheet and are ready to import your transactions, navigate back to Import Transactions in your AvaTax Update console.
        • You can either drag your import file to the Drag and Drop box or browse for the file.
        • You will be rerouted to the Transaction Import History page to view the status of your import.
          • Once the import is completed, you will want to see a status of Completed with a Result file.
          • If you see the status of Completed with Error, or Error with a Error file, you will need to review the issues, resolve them, and reimport the transactions that failed.
  • If the document is locked and has been used on a return, you will have to create a set of Credit and Rebill transactions.
    • When creating the transactions in your AvaTax Update console:
      • Navigate to the Transactions tab and click New.
      • You will need to create a credit transaction matching exactly to the original transaction but with negative sales amounts.
        • avatax update credit2.PNG
      • Click Save as Committed.
      • Then, create the rebill transaction matching the original transaction with the location code and positive sales amounts.
        • For WA filers who are looking to apply Marketplace Facilitators to your transactions, please make sure you enter a location for each applicable facilitator to select from:
          • Etsy
          • Amazon
          • Walmart​​
        • avatax update credit3.PNG
        • Make sure to Save and Commit so the transaction is included in your filings.
    • When importing your credit and rebill transactions:
      • Navigate to the Transactions tab in your AvaTax Update console and select Import Transactions.
      • Download the spreadsheet you will need to enter your transaction data in.
        • avatax update download.PNG
        • You will be presented with three files:
          • An example import
          • The import template in XLS format
          • The import template in CSV format
            • You can use either one of the templates to import your transactions.
      • Column A is your process code to tell AvaTax how you want the transaction handled:
        • To make sure that calculation doesn't change on your transaction, you will want to use a process code of 1.
          • This will allow you to create a new transaction that is already in your AvaTax Update console and keep the tax amount you provide.
      • Column AD is your location code.
        • You will have to type in the location code you choose but this has to match exactly to one you have created in the Settings tab.
        • For WA filers who are looking to apply Marketplace Facilitators to your transactions, please make sure you enter a location for each applicable facilitator to select from:
          • Etsy
          • Amazon
          • Walmart
      • Column N is your sales amount.
      • Column AP is your tax amount.
        • Since we don't want AvaTax to calculate something different from your original transaction, you will have to manually enter the tax amount that originally calculated.
      • The rest of the columns listed as Required in the Format the import transactions template of Add or Import Transactions will need to be filled in with your transaction information such as Doc Code, Customer Code, and Origin and Destination Addresses.
      • In the spreadsheet, you can enter multiple transactions, each represented with their own doc code on their own line.
      • Once you have finished filling out the spreadsheet and are ready to import your transactions, navigate back to Import Transactions in your AvaTax Update console.
      • You can either drag your import file to the Drag and Drop box or browse for the file.
      • You will be rerouted to the Transaction Import History page to view the status of your import.
        • Once the import is completed, you will want to see a status of Completed with a Result file.
        • If you see the status of Completed with Error, or Error with a Error file, you will need to review the issues, resolve them, and reimport the transactions that failed.

Environment

For more information on adding or importing transactions, please review Add or Import Transactions.

 

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