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Locations Table

This article applies to:Avalara Excise

 

This document applies to all license types.  Content last updated 06/09/2016.
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► A WalkMe tutorial is available for this topic.

A Location is a point of destination or origin.  There are 2 types of locations:

  • Terminal location, which has a Federal TCN or RCN (Terminal or Refinery Control Name)
  • Non-terminal location, that does not have a TCN or RCN

View Locations

Locations are stored in a table and used to populate the tax schedule.   A location is activated by its effective date, and inactivated by its obsolete date.

  1. Click Maintenance > Locations.
  2. The grid row on the Locations tab displays the records.  Use the filter to narrow down your selection and click on a record to view it.
  3. Complete the steps in Create a Location.

Locked dates 

A locked date means that it has been used in a tax return that has been marked as filed.  This ensures that records used in a filed return cannot be inadvertently edited.

  1. A locked record may not be edited or deleted.
    • It can be marked as obsolete to make the record inactive.
  2. The Locked Date column in the grid is populated with the date when the record is locked.

Mark a record as obsolete

Adding an Obsolete Date to a record makes it inactive.

  1. Click on a record in the grid row.
  2. Type an Obsolete Date or choose one from the calendar button.
  3. Click Update.
    SnagIt0383.png
  4. This record is now inactive.
    • There will no longer be a delete button in the record's window.
    • You can re-activate the record by deleting the obsolete date and updating the record.

Mass change Locations

You can edit the effective or obsolete date of multiple Locations using mass change.  

  1. Click Maintenance > Locations.
  2. Use the grid filter to select the records to change.
  3. Select Modify Effective/Obsolete Dates from the dropdown in the lower left corner of the grid and click Submit.
  4. Enter or select a new Effective Date or Obsolete Date, and click Submit.
    SnagIt0511.png
     
  5. The Scheduled Tasks tab will display the status.

  6. Click on the Locations tab and then on Refresh. All of the records you selected in the grid will be updated with the new values when the task is complete.
    • If you have filters applied to a field that has been changed, you will need to select the new filter criteria to view the record.

Create a non-terminal location

You can create a new location by importing a record containing its information to add it automatically to your table, or by manual entry.  Click here to find out how the import process creates  new and matches to existing locations.

  1. Click Maintenance > Locations.
  2. Click Add New Record.
  3. Fill out the required fields that are marked with a red asterisk.
  4. Click Insert.
  5. Though the remaining fields are optional, it is recommended you supply the information, including the address.

Create a terminal location

Each terminal you report must have its own location record.

  1. Click Maintenance > Locations.
  2. Select the Country and Region/State from the dropdowns.  The default country is United States.
  3. Select the Terminal  (TCN or RCN) from the drop-down.
    • Only the terminals for the jurisdiction selected will display.
    • When the Terminal Code is selected, the address auto fills from the Terminals table.​

       
  4. If your terminal is not in the drop-down list, you can add it manually. The terminal list is automatically updated in quarterly software releases, but it may not be updated yet if it is a new terminal. Follow these steps to add:
    • Click Maintenance > Terminals.
    • Type the terminal information and click Insert.
    • You can now select it from the Locations drop-down in the previous steps.

Location alternates

An alternate sets a relationship between an active location and an obsolete one. Example:

Jones Storage moves from Madison to Springfield.  The locked location for Jones Storage cannot be edited or deleted, so an obsolete date is added to the record.  Jones Storage is then added as a new location, but with a relationship added to the obsolete record, since they are the same company.  The import process will then match Jones Storage, Madison to the active record for Springfield.

  1. Open the new location record and click the Location Alternates tab.
    • The location your are currently editing shows in the window.
      SnagIt0404.png
  2. Click the radio button Select Termed Locations to add a non-terminal location as an alternate.
    • Only locations with an obsolete date will show in this list.
  3. Select the location from the dropdown list and click Add Relationship.
  4. Click the radio button Add Alternate Terminals to select a terminal location as an alternate.
  5. Type in the exact TCN or RCN of the obsolete terminal and click Add Relationship.
    SnagIt0017.jpg
  6. The obsolete alternate record now shows a tab of Primary Location and contains a link to the active record.

     

Maintain Locations tables 

Regular review and cleanup of duplicates in your Locations table is recommended.  Allowing multiple accounts with spelling and punctuation variations may cause incorrect data to be reported on your tax return.   For example, records containing Ft. Lauderdale, Ft Lauderdale and Fort Lauderdale may have the same address, and have multiple  entries in the table for the same location.  

 

excisehelpcenter@avalara.com

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