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Amend a Texas Return

This article applies to:Avalara Excise

 

This document applies to all license types.  Content last updated 10/19/2016. 
Help Center documentation is confidential and proprietary to Avalara clients.

Each jurisdiction has their own requirements for amending a filed return. In the example scenario below are guidelines to create a successful amendment for the state of Texas. In all cases, verify that the format is correct for what that state is requesting to be included in your file.  

For each schedule, Texas has a similar schedule for amended returns. Here are two examples of schedules:

  • USA TX SPLD 07151 Texas Schedule of Blended Gallons Sold
  • USA TX SPLD 07152 Texas Schedule of Blended Gallons Sold Amended
  • USA TX SPLD 07170 Texas Schedule of Gallons Exported
  • USA TX SPLD 07173 Texas schedule of Gallons Exported Amended

The original schedules may be used only in sequence zero, and the amended schedules are used only sequence 1 or higher.  

At the time of the original eFile creation, each record is given a unique number in the Sequence Id field that identifies it on the eFile, called a Locator Number.  Do not edit the Sequence Id/Locator Number when correcting records.  

File sequence zero 

These steps must be done before you can create an amendment.

  1. Click Sequence 0 and select File Tax Return.
  2. Confirm the date and click Mark As Filed.
  3. Change the view from Open to All to see the filed sequence.

Create an amended sequence

There are 2 ways to create an amended sequence.  

  • Manual sequence create
  • Using Schedule Query Wizard copy function

Create a sequence manually

  1. Click the grid row for a filed Sequence 0 and then click Create Amendment.
  2. The information displayed on this page is for the original, filed session.
  3. Click the Create Amendment button.

Create a sequence using Schedule Query Wizard copy function

  1. File sequence 0 using the steps above.
  2. Select records using Schedule Query Wizard.
  3. Copy the selected records to the same session beginning and end date.
    • Click here to learn how to use the copy function.
    • The next section addresses which fields  during the copy step.
  4. Sequence 1 will be created, populated with the copied records.

Correcting records

Now that you have created a new sequence, you can correct one or more records that are already filed in the accepted EDI.   Due to the nature of TX reporting, correcting records on the tax return is a separate set of steps from changing it on the eFile.

Copy the records from sequence zero to the amended sequence

Both sets of the following steps are performed in Sequence 0 (zero).

Negate the records for return calculation

This step affects only the tax return totals for your records.  It does not make any corrections to the eFile that is submitted.

  1. Click Tax Filing > Tax Sessions.
  2. Click Sequence 0 from the grid and select Query Session.
  3. Verify that you are in the correct session and sequence, then click Add New Filter or open a saved filter.
  4. Click Add Filter Criteria and narrow down your results to the records that need to be corrected.
    • You may need to do more than one query/copy step.
  5. Click Add Filter and verify the results in the query grid.
  6. Select Copy Records from the dropdown and click Execute Schedule Task.
  7. Click YES to make changes and then click the Fields to Change tab.
  8. Click Add Field to Change.
    • Select Schedule Code and then select the Amended code from the dropdown.
    • Select Correction Type and then type REVERSE_ENTRY for the value.
    • Click the YES button to negate the records.
    • Click Copy.
      • In the above example, we are copying a record from sequence 0 that we will correct in the next steps.  The original schedule code was 06182, and it must be copied to amended schedule code 06183 with correction type of REVERSE_ENTRY to remove the incorrect record from the return calculation.

Change records in eFile

This step affects only the eFile that you submit.

  1. On the same screen, click Add New Filter (or open a saved filter).
  2. Click Add Filter Criteria and narrow down your results to the records that need to be corrected.
    • You may need to do more than one query/copy step.
  3. Click Add Filter and verify the results in the query grid.
  4. Select Copy Records from the dropdown and click Execute Schedule Task.
  5. Click YES to make changes and then click the Fields to Change tab.
  6. Click Add Field to Change.
    • In addition to your own Field selections to correct your records, add:
      • Select Schedule Code and then select the Amended code from the dropdown.
      • Select Correction Type and then type REPLACEMENT for the value.
      • In the above example, we are copying a record from sequence 0 to correct the Carrier Id.  The original schedule code was 06182, and it must be copied to amended schedule code 06183 with correction type of REPLACEMENT.  This new record will replace the filed one in the original EDI.

Adding supplemental records

Before adding records to an existing file, check to see if the jurisdiction allows late loads.  If so, you may want to simply include them in the next month's file.

Additional records can be imported or manually entered. Records omitted from a previously accepted filing are added to the original filing as supplemental.

  1. Mark your original session as filed.
  2. Import or manually enter the records to your amended session.
    • The amended schedule name must be used.
    • If importing, either change to the amended schedule name on the upload file, or use Query Wizard to mass change the records after insertion in the amended sequence.
  3. Set the Correction Type field value to Supplemental.
    • If importing, either set the Correction Type field on the upload file, or use Query Wizard to mass change the records after insertion in the amended sequence.
  4. Do not populate the Sequence Id/Locator Number field when adding supplemental records.  The eFile process will create it.

Remove a record filed in error

To correct a filing by removing a record filed in error, the gallon amount on the original record needs to be replaced with 0 gallons.

  1. Follow the steps in Change records in eFile.
  2. Additionally, set the Net, Gross and Billed gallons to o (zero).
    • Do NOT click the selection to negate gallon fields in this step.
  3. Follow the steps in Negate the record for return calculation.
    • This removes the record from the tax return to show the amended calucations.
  4. Generate the return in sequence 1, and then create the amended eFile.

 

excisehelpcenter@avalara.com

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