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Reconcile Data and Troubleshoot Discrepancies

This article applies to:Avalara TrustFile for Accountants

The liability report exposes discrepancies between the totals in TrustFile for Accountants and your accounting software. If you notice a discrepancy between gross sales and tax collected in TrustFile for Accountants and the gross sales and tax collected in your accounting system, use the liability worksheet to find and resolve any issues. If there aren't any discrepancies, you're ready to file a return.

Reconcile transaction data using the liability report

Export the TrustFile for Accountants liability report for a breakdown of the sales tax collected by jurisdiction, and then reconcile the transaction data in TrustFile for Accountants with the accounting-system data.

If you synchronize data using a connector, edits or deletions made to data in TrustFile for Accountants aren't communicated back to the accounting software. If the error exists in the accounting software, it may be easier to make the correction in the accounting software. In this case, the updated transaction is communicated to TrustFile for Accountants through the connector.

Export the liability report

  1. To view a liability report, go to the company widget for which you'd like to view a liability report, click Current Activity, and then click File
    TFO4A-LiabilityReport.gif
  2. At the top of the Review and File page is a summary of the tax information in TrustFile. Click View jurisdiction liability report
    1. To export the liability report to a CSV file, click Export to .CSV, and then follow your browser's instructions to get the downloaded file.
    2. For a description of each adjustment, click Advanced adjustments.
    3. To review individual transactions, click View return transactions. The Transactions page displays. Use your browser's back button to return to the liability report.

Troubleshoot data synchronized with TrustFile for Accountants

Software connectors synchronize with — and automatically import — transaction data into TrustFile for Accountants, but TrustFile for Accountants doesn't send data back to accounting software. To investigate differences in your totals, compare the raw data from the accounting software to the transactions in TrustFile for Accountants.

Choose an ecommerce or accounting platform to see connector-specific troubleshooting instructions:

Verify the data transfer

Step 1 describes how to review a CSV file for accuracy. If that's not enough, follow Step 2 for a more in-depth investigation.

  1. Export a CSV file from the accounting software with all transactions for the date range you are filing for. Confirm that the total gross sales and sales tax collected in the CSV are accurate. If they aren’t, you’ll need to troubleshoot the problem in the accounting or ecommerce platform.
  2. If the data in the CSV is accurate, identify any differences between the transactions on the liability worksheet in TrustFile for Accountants and those in the CSV you exported from the accounting system.
    • If the Tax Collected or Gross Sales in TrustFile for Accountants is too low or too high, troubleshoot accordingly. See below.
    • Disregard any transactions with zero tax collected.
    • If some transactions are flagged with errors or issues, confirm that none of these transactions include tax. If they do, edit the transaction to address the problem. Often, transactions are flagged as errors because the addresses are considered invalid by TrustFile for Accountants (usually because they are missing completely or are international or military base addresses).

General troubleshooting

When troubleshooting data issues, keep the following information in mind:

  • You may see a small difference between the Tax Collected and Tax Due amounts due to discounts, prepayments, and form-specific rounding.
  • Transactions marked as errors are excluded and must be replaced or deleted.
  • TrustFile for Accountants can't retroactively calculate how much tax you should collect for a transaction. Consider using AvaTax for sales-tax calculation at the time of the transaction.
  • TrustFile for Accountants assumes you collect the right amount of tax for transactions; if the tax amount and the sale price don't match for a particular transaction, TrustFile for Accountants adjusts the sale amount to match the tax that was collected.
  • Keep track of transactions and returns you've already filed. On the Current Returns page, click the I filed this return checkbox for the appropriate state. That way you see at a glance what your current sales tax liabilities are without having to filter out old transaction data.
    FiledThisReturn.png

Is the Tax Collected or Gross Sales too high?

When you first upload data to TrustFile for Accountants, we assume tax hasn't been paid on the transactions you’ve uploaded, regardless of the transaction date. If the tax collected amount seems too high, you may have uploaded transactions for which tax has already been remitted, or you may have uploaded multiple instances of the same transaction (TrustFile for Accountants doesn't check for duplicates). For example, syncing with a connector and then uploading a CSV from that connector could result in duplicate transactions in TrustFile for Accountants.

Use the troubleshooting tips below for finding and removing transactions that don't belong.

Delete duplicate transactions

Locate duplicate transactions in TrustFile for Accountants by following the steps below:

  1. Select a company, and on the Company Dashboard, click Transactions.
  2. On the Transactions page, click the Order ID column header. This sorts the transactions table by Order ID. Use the Advanced Filtering options to narrow the list of transactions presented on this page.
  3. Review the list and select any duplicate transactions. When you finish reviewing the list and making your selections, at the top of the transactions table, click Delete.

Delete transactions you've already remitted sales tax for

Locate transactions in TrustFile for Accountants for which you've already remitted sales tax by following the steps below:

  1. Select a company, and on the Company Dashboard, click Transactions.
  2. On the Transactions page, use the column headers or Advanced Filtering to sort transactions into an order that is easiest to review.
  3. Review the list and select any transactions that you've already remitted sales tax for. When you finish reviewing the list and making your selections, at the top of the transactions table, click Delete.

Edit or delete transactions outside the current filing period

Check the date range of the transactions you uploaded to ensure that the first transaction date coincides with the first date of the filing period.

  1. Select a company, and on the Company Dashboard, click Transactions.
  2. To sort transactions by date, click the Date column header.
  3. Review the list and select any transaction included on the return that doesn't belong in that filing period.
  4. At the top of the transactions table, choose to either Edit or Delete the transactions.
    • Click Edit to change the date and move the transaction to a different filing period. (Remember that TrustFile for Accountants doesn't support filing returns before the current filing period.)
    • Click Delete to remove the transaction from TrustFile for Accountants.
  5. Continue reviewing and editing the list until only the transactions you expect for the filing period are included.

Is the Tax Collected or Gross Sales too low?

If the tax collected or gross sales amount seems too low, all the necessary transactions may not be in TrustFile for Accountants. Use the troubleshooting tips below for finding and filling in gaps in data.

Keep in mind that transactions flagged with errors are excluded and must be edited or deleted.

Add missing transactions

Determine if any transactions are missing from TrustFile for Accountants using the steps below:

  1. Select a company, and on the Company Dashboard, click Transactions.
  2. On the Transactions page, use the column headers or Advanced Filtering to sort transactions into an order that is easiest to review.
  3. Compare the transactions in TrustFile for Accountants with those from the ecommerce or accounting platform to verify whether all expected transactions are present.
    • If you uploaded transactions using a CSV file, compare the transactions in TrustFile for Accountants to the original CSV file.
    • If you synced transactions using a connector, download a CSV file from the accounting system.
  4. If transactions are missing, either:

Edit or add transactions that should be in the current filing period

Check the date range of the transactions you uploaded to ensure that all transactions you expect for the filing period are present.

  1. Select a company, and on the Company Dashboard, click Transactions.
  2. To sort transactions by date, on the Transactions page, click the column header Date.
  3. Review the list to determine if there are any transactions omitted that you expected to be included.
  4. If transactions are missing, either:

Next steps

Once all the numbers match what you expect, file your returns.