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Schedule multiple returns

This article applies to:Avalara Returns for Accountants

Schedule returns for your clients by submitting a filing calendar for each return form that you file on behalf of the client. A filing calendar identifies a single return, and includes all of the information you need to file the return. This includes the filing frequency of the return (monthly, quarterly, semi-annually, or annually), the form to be submitted, and the filing method. 

Returns for Accountants provides a guided filing calendar wizard that helps to save you time by submitting multiple filing calendars for a client at once.

Before you begin

  1. Consult with the client to determine where they are registered to collect tax.
  2. Collect company and filing information in the event you are setting up the client's company for the first time or updating a current company or filing request. It is recommended that you monitor your client's account monthly to make sure their filing information is current.
  3. Obtain location codes for location-based reporting; this is reflected in the company transactions.

Steps

  1. In Returns for Accountants, select the Filing calendars tab.
  2. Select the Filing calendar creation wizard button to begin adding filing calendars.
    The Create filing calendars menu opens.
  3. On the Create filing calendars menu, enter the following information:
    • Company name: Select from a list of available companies
    • Legal entity name: This is automatically populated with the name of the company you've selected, but you can edit it if necessary
    • EIN: The number the client uses to do business within the U.S. Call the IRS Business and Specialty Tax Line if there are questions about the client company's Taxpayer ID Number
    • Address: Select from a list of the company locations. If you need to add a new company location, go to Filing calendars > Locations.
    • Requested effective date: Select the effective date of the filing calendars.
      • For example, if you want the first returns to be January returns filed in February, enter an effective date of 01/01/20xx.
      • You can adjust the effective date for individual filing calendars in a later step.
    • Create nexus if missing: If you select this, nexus is automatically enabled for the jurisdictions associated with the filing calendars that you add.
      • Select one of the following Nexus types:
        • Sales or sellers use tax: Nexus is created with the sales or sellers use tax nexus type, which means that sales tax is calculated on intrastate (in-state) sales and sellers use tax is calculated on interstate (out-of-state) sales.
        • Sales tax: Nexus is created with the sales tax nexus type, which means that sales tax is calculated on all transactions for the state.
      • Because you can select only one Nexus type, you may need to edit the nexus type setting for some states after you've finished adding filing calendars.
      • If the region has optional local nexus (for example, home rule cities in Colorado), nexus is also enabled in all of the local jurisdictions.
  4. Select Next.
  5. Select the regions where you need to add filing calendars, then select Next.
  6. For each of the regions listed, enter the following information:
    • Form: Select the return form your client is required to file.
      The FrequencyEffective date, and Filing method fields are prepopulated based on the form you select, but you can adjust any of those fields.
    • Frequency: Select the client's required filing frequency.
    • Effective date: Select the effective date of the filing calendar.
      This should be the first day of the month of the first filing period you want to file. For example, to schedule an annual return for 2021, enter an effective date of 1/1/2021.
    • Location code: If the return is specific to a single company location, select the location code from a list. Otherwise, leave this field blank.
    • User name: If you've selected the electronic filing method, enter the e-filing username.
    • Password: If you've selected the electronic filing method, enter the e-filing password.

      Tip icon

      Tip

      If you need to add another filing calendar, select the icon and then select the country and region.

  7. Select Next.
    • If there are any errors, the impacted rows are highlighted in red and the error messages are displayed in the Validation message column. Review the messages and make any necessary adjustments. The error message and red highlighting are removed when the error is resolved.
    • For example, you'll receive an error if you select the electronic filing method but don't provide a user name and password.
    • Select Next again after resolving any errors.
  8. For each Form listed, enter the requested information.
    • The Required column indicates if the information is required to save the filing calendar.
    • The information requested for each filing calendar varies depending on the jurisdiction, but generally includes information such as:
      • Local Tax ID/Permit Number: Registration number provided by the local jurisdiction
      • Registration ID: Registration number provided by the state
      • State-related questions: Questions relating to unique state situations
      • Prepayments: Often required when the client's business exceeds a liability threshold; for more information, see Add recurring prepayments and prior payments.
      • Deduction breakout: Clients may request that deductions be itemized on returns.
  9. Select Save when you're done.

The filing calendars are sent to the import queue to be processed, which can take a few minutes. Go to Filing calendars > Filing calendars to see if the filing calendars have been added, or go to Hello, username > Imports to check the status of the import process.

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