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Business Entity and Business Account Matching on Import

This article applies to:Avalara Excise

 

This document applies to Enterprise licenses.  Content last updated 11/30/2015. 
Help Center documentation is confidential and proprietary to Avalara clients.

Use this process in Avalara Returns Excise Pro when adding or matching existing entities using data imported via the Schedule Transactions Import function or an external importer tool.   

Assumption: You are familiar with the manual manipulation of the Business Entity data records in the Maintenance menu, and the functionality of Schedule Profiles as it applies to your company’s import process.

This process used on import does one of the following:

  • Matches an existing Business Entity (BE) and Business Account (BA) from imported data to BE and BA entries already stored in the database.
  • Creates a new BE and/or  BA from the imported data.

Maintain BE tables

Regular review and cleanup of duplicates in your BE tables is recommended because extraneous entries in the BE table increase the time it takes for the matching process to complete. Allowing multiple accounts with variations may cause incorrect data to be reported on your tax return.

Business Entity matching using default settings

  1. In addition to manual entry, the import process can add new entities to the Maintenance > Business Entities table.
  2. The process matches BE table fields in current import data to existing entities.
    • Table entries marked as Obsolete are not taken into consideration unless they are added as Business Entity Alternate.  
    • Use the Relationship option on an active entry to add an alternate.
  3. There are specific conditions that need to be met in order to create a BE.
    • The combination of Custom ID Code, ID Type, ID Code and Legal Name must be unique in order for a BE to be inserted in the table.
    • The required fields to create a BE are ID Type, ID Code and Legal Name.
      • A new BE name that is missing the ID Type or ID Code will not be inserted.
      • There are no default values so only the specific fields populated on the import file will populate the BE entry.
      • If no Effective Date is specified, it will default to the first day of the current filing period. 
  4. A BE can have multiple entries for the same ID Type.
    • For instance, a gas station chain has one FEIN but multiple locations.
    • Different spellings of BE names can result in a duplicate instances of the same entity.
    • Examples of allowing duplicate instances:
      • Smith & Company has the same FEIN as Smith and Company.
      • If both entries are to be allowed, the Custom ID Codes must be made unique.
      • Additional variations of the same name must also have a unique Custom ID Code.
    • An entry is created under Admin > System Activity Viewer > History Log noting that a duplicate was generated.
      • Click the row Data File Import.
      • Filter the resulting grid for status Warning.
  5. You may delete any BE added by the matching process up until the Tax Session is marked as Filed.
    • Mark the Tax Session as Filed to lock the BE entry.
    • When any subsequent returns on this session are run, they will use this locked entry.
  6. The Schedules Profile tab on the BE entry allows for specific matching conditions.
    • Select All Schedule Profiles from the drop-down menu.
    • The selected BA will display when Selected Schedule Profiles is selected from the drop-down menu.
    • These conditions will be applied on the next data import operation.
  7. For examples of use, see import data examples section below.

Business Account matching

  1. Only specific fields in the import record populate new entries.
    • The Business Type and License Number are populated from the ID Code and ID Type during the import.
      • Buyer ID/Buyer ID Code.
      • Carrier ID Type/Carrier ID Code.
      • Consignor ID Type/Consignor ID Code.
      • Position Holder ID Type/Position Holder ID Code.
      • Seller ID Type/Seller ID Code.
    • The default enters an asterisk (*) in the field to apply the BA to all jurisdictions.
    • The Business Subtype default is None. 
      • The Business Subtype field is available only to jurisdictions for which it is required.
  2. If the Effective Date of the BA is not user specified, the parent BE date is applied.

Business Entities alternates

  1. Alternates for a BE that are created by you are taken into consideration in the matching process.
    • If the matched BE is an alternate with an effective master BE, the master record is used instead of the matched record.
    • If no alternate is found and the BE matched is effective, it is used.

Import data examples

Data from the import file, using the Carrier as an example:

SnagIt0064.png

Import this data using the default options:

  1. Type the Default ID Type/ID Code as FEIN 999999999.
  2. Immediately terminate business entities: unchecked.
  3. Insert Unmatched.
  4. Override Matching Priority Assignments: unchecked. 

These 4 BEs will be created:

SnagIt0065.png

  • All records Effective Date was set to the first day of the month for this reporting period.
  • Records 1 & 2 have no other changes.
  • Record 3 has the IdType set to FEIN because of Option 1.
  • Record 4 also has the IdType set to FEIN and the IdCode set to 999999999 because of Option 1.

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