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Avalara Help Center

Schedule Manual Entry

This article applies to:Excise


This document applies to all license types.  Content last updated 06/09/2016.
Help Center documentation is confidential and proprietary to Avalara clients.

A transaction can be added to an existing tax session using manual entry.  Multiple records can be added this way, but only one at a time.

Create a tax session  

To create a tax session, the jurisdiction, taxpayer type, and beginning/ending period date must be specified.  A tax session cannot be created that is a duplicate of the tax period and sequence.

If you are adding a record to an existing session, skip to the next section Add a record.

  1. Click Tax Filing > Tax Sessions.
  2. Click Add New Record.
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  3. In the Avalara - Create Session window, complete the following fields:
    • Jurisdiction
    • Taxpayer Type
    • Terminal Code (only required for taxpayer type TOR - Terminal Operator Report)
    • Begin Period Date 
    • End Period Date will populate automatically to correspond to the Begin Period Date selected.
  4. Click Create Session. You will see the message "Record inserted".
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  5. Insert another record or close the window by clicking X in the upper right corner.
  6. Your session now appears in the Tax Session grid.

Add a record

  1. Click the grid row of the tax session.
    • The tax session selected must be open, not having a value in the Filed Date column.
  2. Click Schedule Transactions.
  3. From the Schedule Transactions tab, select the schedule code.
    • The Schedule Transactions tab will show your records in the grid after you enter them.
  4. Click Add New Record.
    • If the session has been filed, this button will not show and you will see an error, so you can't add inadvertently add records to a completed session.
  5. Enter the required fields.  They have an asterisknext to the field name.
    • There may also be optional fields on the schedule.  Check with your tax jurisdiction if you aren't sure if you should populate them.
    • Some fields will have a dropdown menu with the valid selections for the schedule.
  6. The Product Code and Mode Code dropdowns are system tables.
    • Click the check box next to Show Only Products for this Schedule.
    • Leaving this box unchecked will show you every product available, for all schedules in this jurisdiction.
  7. The business entity dropdown selections are populated from the Business Entity table.  Required fields will vary between schedules.  In the Step 5 example, only Carrier, Seller and Buyer entities are required.  
    • Buyer
    • Carrier
    • Consignor
    • Position Holder
    • Seller
  8. The Origin and Destination dropdown selections are populated from the Locations table.   
    • Click on the green plus sign (+) next to the location to add it to your table if you don't see it in the dropdown.
    • Click here to learn how a business entity is added.
    • Click here to learn how a location is added.
  9. Use the calendar grid to enter the BOL Date.  The default month selection is for the current period.
  10. Document Number (BOL) and Gallons are free-form entry fields.
    • Gallons only allows numeric characters to be entered.
  11. Click Insert.
    • If the fields you have chosen are invalid for the tax period and schedule, you will receive critical errors.
    • Correct the fields and click Insert again.
    • In the example below, Schedule 3 requires the Origin to be other than TN, and the BOL Date is out-of -period, so the results are critical errors.
  12. When all fields are correct, you will see Record Inserted.
  13. After the record is inserted, the entry box will remain populated except for last 4 fields.  At this point you can enter a record with the same information or edit any of the fields and click Submit, or click the X in the upper corner to close the window without saving.
  14. Click a row in the Schedule Transactions grid to view or edit a record.


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