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Avalara Help Center

Excise User Accounts

This article applies to:Excise

 

This site is only for Avalara customers licensed for Returns Excise, AvaTax Excise and Government. 
Documentation of operation, usage and release dates is confidential and proprietary information of Avalara, Inc.
Content last updated: April 4, 2022.
 

► A WalkMe tutorial is available for this topic.

Avalara Customer Support creates 1 or 2 Admin (administrator) user accounts for all new customers. Your Admin users then create and manage all authorized users.

New to Avalara Excise?

Follow the steps in Sign in or Forgot password.

All users

Use supported browsers
Current versions of Google Chrome, Mozilla Firefox and Microsoft Edge. 
Don't share user accounts
Your Admin users can create as many authorized users as your organization needs. The user account's email address must be a real person, not a shared email address.
Password change or reset
If you're signed in and want to change it, click your User Name > Change Password.
Don't remember your password? Click the Forgot password? link on the Welcome (sign in) page for a reset. Ask your Admin user for help if needed.
Forgot password? did not help
There are 2 possible reasons:
  • More than 10 sign in attempts has failed.
  • You have not signed in for 180 days or more.

If the Forgot password link does not help, contact your Admin user.

Update your email address
If your work email address should change, click your Hello, User Name > User Profile (Excise username menu) to update it. The user account's email address must be a real person, not a shared email address. 
  • The Excise username menu is available from every page, in the upper right corner.

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Admin users only

Always maintain 2 or more Admin users. Your Admin users:

  • Can help users when Password Assistance cannot (see above)
  • Can create and manage as many authorized users as your organization needs
  • Can modify your own profile in Hello, User Name > User Profile; cannot modify your own user account in Admin > User List.

Enable, Unlock or Reset Password for a user

You cannot modify your own user account in Admin > User List.

  • If you forgot your password, click the Forgot password? link on the Welcome (sign in) screen.
  • If you're signed in and want to change it, click your Hello, User Name > Change Password.
  • User accounts are disabled after 5 sign in attempts with the wrong password. Administrators can also disable user accounts.
  1. Click Admin > User List.
  2. Click the username that you want to manage. (Use the filters to help find it)
  3. Verify that the user account's email address is a real person, not a shared email address. A user account with the Role ZMS_API_SERVICE can have a shared email address. At least one person must monitor this email for important system messages related to password, security, maintenance, etc.
  4. Click Enabled to select (check) it.
  5. Click Update.
  6. The user can now click Forgot password? on the sign in and create a new password.
    1. Click Reset Password.
    2. Click Message approved for sending.
      Don't change the message - it has everything the user needs to sign in. If necessary, you could add your own notes for the user.
    3. Click Send.

Create a new user account

  • Click Admin > User List.
  • Click Add New Record.
     
  • Enter the new User Id
    1. Length: 3 - 128 characters
    2. A-Z, a-z and 0-9
      Note: Upper and lowercase letters are saved but ignored — Name, NAME, and name are treated the same
    3. International and Special characters like ä ô ñ and ! @ # $ % ^ & * ( ) - _ + = [ ] { } and a space can also be used but not as the first or last character
    4. The user name must be unique in the Avalara Identity. For example, if "TaxAnalyst" or "Accountant" is already in use by another customer, you will get the message: "User name is already in use. Please supply a different username."
  • After the user name is accepted, you will see a box titled Avalara-Create User.
  • First Name and Last Name are required.
  • Title and Telephone are optional, and Alternate ID is unused.
  • The user account's email address must be a real person, not a shared email address. A user account with the Role ZMS_API_SERVICE can have a shared email address. At least one person must monitor this email for important system messages related to password, security, maintenance, etc.
  • Check mark the Enabled box. 
  • For All Jurisdictions, choose one of the following:
    • Set per Company - choices can be made after the user has been created
      • Select the Company dropdown on the Jurisdictions tab and then the radio button for View/Edit
    • None All - the user can't see data in any of your companies
    • View All - the user can view all your companies' data within the limits of their Role
    • Edit All - the user can view and edit all of your companies' data within the limits of their Role

Company choose one of your companies from the drop-down list. You can add more companies after the user is created.

  • Select a Role.
  • Click Submit. The user will receive an email with a link to create their password. When this is complete, they can sign into Avalara

Companies access

If your business has more than one company, you can grant or remove a user's access to other companies.

You cannot modify your own user account in Admin > User List.

  1. Click Admin > User List. and filter the list
  2. Click the username that you want to manage. 
  3. Select the Companies tab and move companies between the left column (not user accessible) and the right column (user accessible). There are 3 methods to move companies:
    • Double click a company
    • Drag and drop, one at a time or all selected companies
    • Click an arrow between the columns
      • The first 2 arrows move only selected companies
      • The second 2 arrows move all companies
  4. When your changes are complete, click Update

Reset a user's internal profile settings

Rarely, a user may see unexpected page display problems. If the Browser Support and Troubleshooting page doesn't help, these steps can help.  They will reset internal profile settings to the defaults.

You cannot modify your own user account in Admin > User List.

  1. Have the user sign out.
  2. Click Admin > User List and filter the list.
  3. Click the username that you want to manage. 
  4. Click Reset Profile.

The user can sign in and check the page display.

Disable a user account

Disabling a user account prevents the user from signing in or using Password Assistance to reset their own password.

When disabling a user account, you may want to add a brief comment in the Title, to prevent unintended enabling.

You cannot modify your own user account in Admin > User List.

  1. Click Admin > User List and filter the list.
  2. Click the username that you want to manage. 
  3. Click Enabled to clear (un-check) it.
  4. Click Update.
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