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Avalara Help Center

Set up TrustFile Defaults

This article applies to:Avalara TrustFile for Accountants

Once you've added companies, verify your settings. Company address settings are particularly important because TrustFile for Accountants uses them to report on tax. This is also the time to add any additional users that may need access to TrustFile for Accountants.

Manage account settings

Access your account settings through the dropdown menu.

TFO4A-SettingsTFO4A.gif

Once you select an option, move on to another settings screen using the tabs at the top.

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Users settings (add a user)

From the Users settings tab, manage your user name and password. Avalara never automatically displays passwords. To change your password, manually enter your current password and type a new one.

On this tab, manage any other users who need access to TrustFile for Accountants. When we say "user," we're referring to other staff in your organization that need log-in access to TrustFile for Accountants. Keep in mind, all users can do the following:

  • Add and disable all other users
  • Access all company information and edit all company records
  • File on behalf of all companies
  • Purchase additional filing credits

If you're managing multiple companies for different clients, do not set up your clients as users, as this provides them access to other clients' transaction data.

Also access the Users settings from the dashboard by clicking Manage Staff.

TFO4A-ManageStaff.png

Add a user

If you're managing multiple companies for different clients, do not set up your clients as users, as this provides them access to other clients' transaction data.

  1. Go to SettingsUser Settings, and then click Add Staff.
  2. Type the user's name and email address. The user selects a password when they confirm your invitation through email.

Disable a user

  1. Toggle the switch in the row for the user's account you wish to disable.
  2. Disabled users are hidden. Click Show Disabled Staff to view all disabled staff.
    TFO4A-DisableUsers.png
  3. Disabled users can't access TrustFile for Accountants. To re-enable a user, click Show Disabled Staff, and toggle the switch in the row for the user's account you wish to enable.

Your company

On the Your Company tab, change or update your company name, phone number, and business address. These are your company's or firm's settings, not settings for companies for which you are filing returns.

Payment settings

Before we go any further, let's make a quick distinction.

  • Remittance accounts fund companies' sales tax liabilities.
  • Credits fund the Avalara sales tax returns service. One credit is used for each filed return.

View remaining credits and your credit purchase history on the Payment settings tab. The balance of your filing credits may be used to file and remit sales tax returns for any company.

Purchase credits

Purchase credits from the Companies page.

TFO4A-PurchaseCredits

After clicking Buy, a window appears telling you how many credits you need and how much they cost.

Manage companies

View a summary of companies' details, including how many returns you have filed for each company.

On the Manage Companies tab, click the company name to access the Company Dashboard. From there you can manage the company's settings.

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Disable a company

To disable a company, toggle the switch in the row for the company you wish to disable. A disabled company doesn't appear on the dashboard, but the transaction data for the company is archived and kept intact. Simply flip the switch back to re-enable the company.

Manage company settings

Before you enter transaction data for your companies, it's important to verify all company settings are correct, especially company addresses.

  1. Click a company name on the Companies page.
  2. On the Company Dashboard, select an option from the Settings drop-down.
    SettingsMenu.gif

Company settings

The items on the Company Settings tab affect how TrustFile for Accountants reports sales tax. By default, TrustFile for Accountants uses the company's business address as the default origin and destination address. TrustFile for Accountants uses the default address when a transaction doesn't have an origin address or destination address. Changing these addresses changes the way TrustFile for Accountants reports sales tax.

Change or view the following company information on the Company tab:

  • Company information
    • Company name
    • Label
    • Federal Employer Identification Number (FEIN)
  • Contact information
  • API token
  • Business address
  • Default address (ship from address
  • Default destination address

Payment & Remittance

View, add, and delete company remittance accounts on the Payment & Remittance tab:

  1. To add a remittance account, click Add a Payment Account and provide the appropriate banking information for that company. The account funds the liability owed to the state for the corresponding sales tax return prepared by TrustFile for Accountants.
  2. To delete a remittance account, click the Garbage icon.
  3. View transactions that have debited your remittance accounts in the Remittance Transactions window. If you need more credits to file returns, purchase them here without having to return to you Companies page.

TFO4A-PurchaseCreditsClient.png

Next steps

Now that you've verified your settings, start importing or syncing transaction data.