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Edit a transaction

This article applies to:AvaTax

Edit a transaction if the record in your business application doesn't match the transaction details in AvaTax. For example, changing the document date moves a transaction to a new filing period, and changing the ship to address changes how an item is taxed. 

Keep in mind that editing a transaction in AvaTax doesn't change the information in your business application.


  1. In AvaTax go to Transactions and find the transaction you want to edit. To narrow your search:
    1. Set the date range to the time period the transaction was recorded. 
    2. To further refine your search, select Filters. 
    When you find the transaction, select the link in the Doc Code column.
  2. Select Edit Document Details to change information that applies to the entire transaction. 
    If this button is disabled, it's likely because the transaction is locked—it was already reported on your returns and can't be edited. In this case, add new credit and rebill transactions or amend your returns.

    You can:
    • Change origin and destination addresses.
    • Change detail fields, including: 
      • Document Date
        Change the document date to move a transaction to a different filing period.
      • Discount
        Apply a discount to the entire document.
      • Location Code
        Enter your the location code your business uses to associate a location with this transaction.
      • Entity Use Code
        Set an entity use code so AvaTax can determine whether that type of customer is exempt in the transaction's jurisdiction.
      • Customer Exempt Number
        Set the exemption certificate number if this customer is exempt.
      • Customer VAT Number
        Set the VAT number if the customer has an ID for value added tax.

      Click Additional Information to edit:

      • Salesperson Code
        An identifier for a specific salesperson that your business application might assign.
      • Reference Code
        A user-defined field whose meaning varies by business application. Check your business application documentation for more details.
      • Seller Importer of Record
        For cross-border transactions, sets whether your business is the importer of record.
      • Purchase Order
        If your business application assigns purchase order numbers to transactions, that number appears here.
      • Tax Override
        Select to change specific settings, such as the tax date, or to provide your own tax figures instead of using AvaTax's calculated tax.
        Use tax overrides judiciously. They can throw off the basic tax-calculation formula (taxable sales * tax rate = tax amount) because they reduce the tax amount, but not the taxable amount. As a result, your returns might show unexpected amounts for gross, taxable, or nontaxable sales.

      If you collect special tax types such as beverage alcohol taxes, click Document header attributes to edit:

      • Attribute
        Apply an industry-specific attribute to calculate special taxes.
      • Value
        A user-defined field whose meaning varies by attribute type. Refer to this guide for information about supported attribute values.
      • Unit of Measure
        Attribute-specific units of measure for calculating different tax types. Not required for all attributes.

        Refer to this guide for more information about transaction attribute options.
  3. Make adjustments at the line-item level, if necessary.
    Click the pencil icon next to the line item you want to edit, and make changes to any of the following fields:
    • 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.
       Look up tariff codes or contact your Account Manager if you need this field for international transactions.
    • Discount
      An option to apply any document-level discount to the selected line item. Not selected by default. 

    Select 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 and Reference 2
      These fields are used by some business application to pass information to AvaTax that isn't included in any of the default fields.
    • Advanced Tax Handling
      These options allow AvaTax 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, 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

    When you're finished, select Save Line Item. Then select Recalculate for your changes to take effect.

  4. Select the transaction's status: committed, uncommitted, or void. A transaction must be committed to appear in reports or in your next filed returns.
  5. Select Save.
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