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Edit, commit, and cancel transactions

This article applies to:Avalara AvaTax Update

After transactions have been added or imported to AvaTax Update, you can still edit or void them. If you use Returns, you can edit a transaction until it's used in a return filed by Avalara on your behalf. After that, the transaction is locked and can't be changed without amending the return

Edit a transaction

Edit transactions if the record in your business application doesn't match the transaction data in AvaTax Update. You can make changes that affect a single line item or the entire document. 

Edit transactions and line items

Edit transaction details

  1. On the Transactions page, click the link in the Doc Code column for the transaction you want to edit.
  2. Click Edit document details.
  3. Adjust the transaction. You can:
    • Change origin and destination addresses
    • Change detail fields, including:
      • Document Date: The document date is used for both the tax calculation date and the reporting date associated with the document
      • Discount: Any discount that is applied to the entire document, rather than an individual line item

      • Location Code: The location code that your business uses to identify the location associated with this transaction
      • Entity Use Code: A code corresponding to the reason you're exempting this customer from sales tax. Setting this allows AvaTax Update to determine if that type of customer is exempt in the jurisdiction where the transaction is happening.
      • Customer Exempt Number: The exemption certificate number associated with this customer. This should be empty if the customer isn't exempt.
      • Customer VAT Number: If the customer has an ID number for Value Added Tax, put that here

      For more options, click Additional information to show more fields you can edit.

      • Salesperson Code: An identifier for a specific salesperson that your business application might assign
      • Reference Code: A user-defined field that is used for different things depending on what business application you use. Check your business application documentation for more details.
      • Seller Importer of Record: Switch whether or not your business is the importer of record for this transaction. If the transaction isn't cross-border, ignore this field.
      • Purchase Order: Your business application may assign purchase order numbers to transactions. If it does, that number will show up here.
      • Tax Override: Check the tax override box to change more specific settings, such as the tax date, or to provide your own tax numbers for the transaction instead of using AvaTax Update's calculated tax.
    • Add custom attributes to the document header or to individual line items

Adjusting line items

Add, edit, and delete lines on the invoice in the Line Items section.

Adding a new line item

Click Add a line item and fill out the required details, including:

  • Total Amount: This is the total cost of the entire line, not the cost per unit
  • Tax Code: A unique identifier associated with items or tax rules to create custom taxing situations

  • Harmonized Tariff Code: A unique identifier to classify imported goods for customs duty. Not required for most transactions in the US and CA.

  • Discount: An option to apply any document-level discount to the selected line item. Not checked by default.

Click Advanced options to edit more details, including:

  • Revenue Account: A general ledger revenue account number that may or may not be filled in depending on what business application you use
  • Reference 1: Depending on your business application, this field may or may not be used
  • Reference 2: Same as Reference 1. These fields are used by some programs to pass information to AvaTax Update that isn't included in any of the default fields.
  • Advanced Tax Handling: These options allow AvaTax Update to handle specific tax circumstances that rarely come up, such as invoices where the tax is included in the final total from your business application instead of being calculated in AvaTax Update, or documents where the tax date is different from the document date
  • Customer Exemption Type: If the customer is exempt from paying sales tax, select from the list of standard exemption reasons or type a custom exemption code.

Click Save line item when you're done to add the new item to the transaction.

Editing a line item

Click the pencil icon in the Actions column next to a line item to edit its details. These are the same fields that you see when you add a new line item.

Click Save line item when you're done editing the fields.

Deleting a line item

Click the trash can icon in the Actions column next to a line item to delete it. You can't delete a line item if it's the only line in the transaction.

Saving your changes

Once you've edited a transaction, choose to save and commit the document, or just save it.

Clicking Save and commit saves your changes and also marks the transaction as committed. By default, only committed transactions are included in AvaTax Update reports, and if you use Returns only committed transactions are used to file tax returns.

Clicking Save doesn't commit the transaction, leaving it to be committed at a later date. Keep in mind that all transactions, whether committed or not, count against your AvaTax usage.

When the Adjusting This Document prompt appears, choose a reason why the adjustment is being made and write a short description of the change for your records. Click Adjust transaction to save the edited transaction. Remember that transactions adjusted in AvaTax Update aren't adjusted in your business application, so you may need to edit the transaction in your general ledger as well.

Editing transactions in bulk

Edit many transactions at once by exporting the transactions you want to change, modifying them in the spreadsheet file, and importing them back into AvaTax Update.

Export and import transactions to edit in bulk

  1. In AvaTax Update, go to Reports
  2. Run a Sales tax document line export report, which can be found under Transaction reports in the Sales tax document data export category.  Set the filters for the dates and region that you need to adjust, and then download the report.
  3. Download the import toolkit, copy the relevant data from your export report, and make your changes. The column headers between the export and import don't always match exactly, so double check to make sure you're copying the right data.
  4. Save the file containing your changes and import the updated transactions

Committing transactions

Transactions can have three different statuses: committed, saved, or canceled. Committed transactions are the only ones used in most AvaTax Update reports and all Returns tax filings. If you have transactions that have been saved but not committed, bring them into your tax calculations by committing them. Canceled transactions can't be committed.

Committing transactions in AvaTax Update

  1. On the Transactions page, select the check box next to each transaction you want to commit and click Set document status of selected.
  2. Select Committed from the list of status changes.
  3. Click Save.
  4. Refresh the page to see the transaction Doc Status change from Saved to Committed.

Uncommitting transactions

If you have transactions that have been saved and committed, but you need to re-process their tax calculations or remove them from returns for some reason, uncommit them in AvaTax Update. If Avalara files returns on your behalf, transactions that were already used to calculate liability for those returns can't be uncommitted.

Uncommitting transactions in AvaTax Update

  1. On the Transactions page, select the check box next to each transaction you want to uncommit and click Set document status of selected.
  2. Select Unommitted from the list of status changes.
  3. Click Save.
  4. Refresh the page to see the transaction Doc Status change from Committed to Uncommitted.

Delete a transaction

AvaTax Update saves all of your records for you in case of an audit, so transactions can't be deleted. Cancel the transactions instead.

Cancel a transaction

If there's a transaction in AvaTax Update that isn't in your accounting system (and you've determined it shouldn't be there), cancel the transaction. Canceled transactions don't appear in AvaTax Update reports or on tax returns, though some reports have advanced filtering options to report on canceled documents. If you need to cancel a large number of transactions, use the import template to void transactions in bulk.

Cancel transactions in AvaTax Update

  1. On the Transactions page, select the check box next each transaction you want to void and click Set document status of selected.

  2. Select Void from the list of status changes.
  3. Click Save.
  4. Refresh the page to see the transaction Doc Status change to Canceled.
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