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Transactions Validation

This article applies to:Excise


This document applies to all license types.  Content last updated 1/31/2019.
Help Center documentation is confidential and proprietary to Avalara clients.

► A WalkMe tutorial is available for this topic.

Transaction Validation is a set of pre-determined rules to prevent invalid data from being passed to the return generation.

Identify validation errors

When your file import is completed, the number of Critical Schedule Errors will display in the Tax Session grid.  Use Transactions Validation to determine and correct errors.  Here is how to view your errors (the next section discusses how to correct them):

  1. There 3 paths to the validation errors - choose which ever is most convenient:
    • Click Tax Filing > Transactions Validation from the menu
    • Click on the tax session grid row, then on Transaction Validation
    • After importing, click the Validation link in the Avalara - Schedule Transactions Import Detail 
      Schedule Transactions Import Detail.png
  2. Error Breakdown tab shows which validation rules caused an error, and the number of records affected.  In this example, it is rule Id 90766 affecting 4 records.  
    • When you have no errors, the error breakdown graph box display will be empty.
    • Error Level - critical or warning.
      • Critical must be fixed in order to generate a return.  
      • Warning allows return generation, but you should verify that the items flagged will pass when your file is submitted to the jurisdiction.
    • Report Line - the line number in the results will be one less than on your import file if the template contains a header header row.  The header row counts as the first line.  
    • Rule ID - Identifies the rule in Maintenance > Schedule Validation Rules.
    • Error Message - the message from the schedule validation rule.
  4. Click Filter by Rule to see all records affected by one validation rule.
  5. Click the Open in Query Wizard button to view additional columns for the records you have filtered in the grid.
  6. Click any row in the Results grid to open the individual schedule transaction record showing the required fields.

Correcting validation errors

There are 3 ways to correct validation errors.  

  • Manually update your records
  • Import a corrected data file
  • Mass change using Schedule Query Wizard

Manual update

  1. Click on a row in the results grid to bring up an individual record.
    • Your missing or invalid data fields are listed here.  You can update the fields here as well.
    • If your Schedule Code on the record was missing or invalid, manual entry will prompt you to select the new code from a valid list before opening the record. 
  2. Edit and save the record in the manual entry screen to correct the error.  
    • Fields marked with an asterisk (*) are required information.
    • In this example, two errors show as critical having the same report line.  For instance, the Carrier and the Carrier FEIN are populate the same line on the manual entry form, but are each a separate value.  Selecting a new carrier from the table for one record will correct both errors, since both values share one table record.

Import correction

  1. Correct the field indicated in the validation grid error on your Excel file.
    • Import the file again.
    • If necessary, repeat the procedure until Return Status in the grid is Passed with 0 Critical Schedule Errors.

  2. Import a corrected data file, mass change or manually update your records to correct, and then run the Transaction Validation again.  You are finished when Transactions Validation grid contains no records.
  3. Click on the tax session and then Transaction Validation after the changes to confirm your errors are corrected. The validation will also run again automatically when you generate a new return.

Mass change

  1. Click Tax Filing > Transactions Validation or click on the tax session grid row, then on Transaction Validation.
  2. Use the built-in filters to isolate records with errors in common.
    1. ​If you have multiple error messages, click Filter by Rule..
    2. Select a Rule Id error to fix.
    3. If necessary, use the filters on the column headers to further narrow down your selection.
    4. Click the Open in Query Wizard button.
    5. Mass change your records using the schedule query wizard. 
      • Click here for mass change steps.
      • As you correct records, they will disappear from the Validation Results grid.
    6. When this set of records is changed, return to Tax Filing > Transactions Validation and select the next set of records for query.
      • The records you have just changed will not appear in the validation results, only the records that still have errors will be available to select.

See Schedule Query Wizard documentation or take the WalkMe tour for steps in using mass change.

 Validation status indicator

Each record in has a field named Status Ind, that contains a value of V if the record has passed validation, and N if it has not passed.  Use the Query Wizard to see the status indicator.


Override validation rules

You can override the Error Level to include records that would otherwise not pass the normal jurisdiction rules.  Click here to learn how to edit and maintain validation rules.

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