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Create Reports

This guide helps you explore: 

  • Tax transaction data in the Explorer tab
  • Report fields and parameters, in detail, for AvaTax for Communications reports in the AFC Reports (Legacy) tab
  • How to download reports and retrieve them using the Downloads tab

For more information about AvaTax for Communications reports, see the Report Descriptions.

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Use the Explorer for transactional data

Understand the Explorer report templates

The Explorer templates enable you to quickly generate reports in pre-determined formats. Features of the Explorer:

  • After you supply the parameters (such as date ranges), Explorer locates the data for your report and loads it into easy-to-ready templates.
  • You can preview reports. In preview mode, a portion of the data is loaded so you can quickly determine whether the report is what you expected. You can make parameter adjustments and preview again without waiting for all the data to load.
  • Create your own reusable report templates for customized reporting.
  • Tabs for Preview and Download are provided within the Explorer interface.

 Select the report template you want to use from the dropdown menu. 
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A description of each report template and what contents you can expect is listed below.

Template Name What Does it Contain? Data Columns Available* Notes
Compliance Report Customer Billable Amounts - Summarized, fixed-position customer information reports primarily used for billing purposes:
  • Tax Compliance Amounts - summarized, standard billable tax reports
  • Non-Billable Compliance Amounts - summarized, comma-delimited reports generated for non-billable amounts only
  • Billable Non-Compliance Amounts - summarized, comma-delimited reports generated for non-compliance taxes only.  (These transactions do not require compliance within a jurisdiction.)
  • Billable Amounts Combined with Non-Billable Amounts - reports that contain an aggregate of compliance-related data from multiple files (SSF, NBA, NCA)
Adjustments, Calc Type, Charge Type, City, Company Identifier, Country, County,  Discount Type, Lines, PCode, Minutes, Rate, Sales, State/Province, Source System, Taxable Measure, Tax Amount, Tax Level, Tax Level Desc,  Tax Type, Tax Type Desc  
Transaction Detail Report Contains input and output details for each transaction line item. It contains all the details of the Input file provided by you or your client, combined with tax results.  All available columns.  Also called the Detailed Log Report.

* Reports return all data based upon specified input criteria. You might need to filter on additional fields which are not part of the default "data columns available." To see all available columns, expand Columns

Specify reporting period and transactions

After you select a template, you must specify which transactions you want to include in the report. Your selections here determine your results.

  1. In the Period sectioin, either select a month and year, or select a range of dates.  Note that the date range must not exceed 31 days. 
  2. Make further selections about data to include in the report.

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If you want to... Select this option  
Include transactions for which no taxes were applied.  Include no tax transaction
Report transactions that have been posted or finalized. View Committed Transactions
Report transactions that have not yet been finalized (for example, unfinished transactions such as quotes or sales orders). View Uncommitted Transactions
Report on all transactions View All Transactions

Adjust the columns

To add or suppress the appearance of data columns in your reports:

  1. From the Explorer tab, select a template.
  2. Complete required fields such as Period, plus any optional settings.
  3. Click Columns. Click and drag to and from Available Columns and Selected Columns. The Selected Columns are the ones that appear in your report.

    SelectColumnsExplorer.png
  4. To restore default columns, click Default.
  5. Click Apply to save your changes.
  6. Click Preview or Download to run the report using the selected columns.

Filter your Explorer results 

Filters enable you to use Boolean operators to display data that meets certain criteria. You can add as many filters as make sense for your data. For example, you can display all data columns for charges that are greater than or equal to $.25 with no adjustments. 

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Retrieve reports

 Use the Preview or Download tabs to see your Explorer results. Note that Preview only returns the first 1000 records, enabling you to verify your report format before generating and downloading a complete report.
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Create a custom template 

To create a custom template:

  1. Select a predefined template.
  2. Adjust your settings, selected columns, and filters.
  3. Click Save as Template.   

Your custom template will be available from the Templates dropdown for future use.

Create legacy Avalara for Communications (AFC) reports

Understand the legacy report types

Report types under AFC Reports (Legacy) are as follows. 

Report Name What Does it Contain? Data Columns Available * Notes
Compliance Report
  • Customer Billable Amounts - summarized, fixed-position customer information reports primarily used for billing purposes
  • Tax Compliance Amounts - summarized, standard billable tax reports
  • Non-Billable Compliance Amounts - summarized, comma-delimited reports generated for non-billable amounts only
  • Billable Non-Compliance Amounts - summarized, comma-delimited reports generated for non-compliance taxes only.  (These transactions do not require compliance within a jurisdiction.)
  • Billable Amounts Combined with Non-Billable Amounts - reports that contain an aggregate of compliance-related data from multiple files (SSF, NBA, NCA)
Adjustments, Calc Type, Charge Type, City, Company Identifier, Country, County,  Discount Type, Lines, PCode, Minutes, Rate, Sales, State/Province, Source System, Taxable Measure, Tax Amount, Tax Level, Tax Level Desc,  Tax Type, Tax Type Desc
Custom Sort Report

By using an embedded sort utility, enables you to produce summary-level taxation reports that are sorted and summarized using fields and options that you specify. Enables you to generate specific reports in available base format (utility) and add sort capability on other fields if desired.

Adjustments, Billable, Calc Type, Calc Type Desc, Category Desc, Category ID, Company Identifier, Compliance, Country, County, Customer Number, Date, Discount Type, Discount Type Desc, Exempt, Exemption Type, Exemption Type Desc, Gross Sales, Invoice Number, Lines, Locations, Minutes, Net Sale Amount, Net Taxable Measure, Optional, Optional Alpha 1, Optional 4 through Optional 10, Optional Field 1 through Optional Field 10,  PCode, Rate, Refund Uncollected, Sales, Server Date, Service ID, Service Level Number, Service Type, Source System, State/Province, Surcharge, Tax Amount, Tax Level, Tax Level Desc, Tax Log ID, Tax Type, Tax Type Desc, Taxable Measure, Transaction ID
  • The utility is restricted to fields available in the AvaTax for Communications (AFC) transaction log, which can be affected by configuration settings in the EZtax.cfg. 
  • Because the report is generated from data available in the log file, it doesn't include original revenue and has no record of failed transactions. 
No Tax Log Report Contains Transaction/Service data that was processed but did not generate any taxes. Charge, Company ID, Customer Number, Document Code, Optional Alpha 1 field, PCode, Transaction Type, Service Type, Source System  
Reconciliation Report Contains summarized transaction/service jurisdiction information that enables you to produce taxation reports that are sorted and summarized using specified fields and options that you specify. Enables you to generate a specific report in available base format (utility) and add sort capability on other fields if desired. Bundle Id, Bundle Package, Calc Charge, Charge, Company Identifier, End Date, Jurisdiction, Service Type, Source System, Start Date, Transaction Type   
Transactions Detail Report (also called the Detailed Log Report) Contains input and output details for each transaction line item. It contains all the details of the Input file provided by you or your client, combined with tax results.  All available columns.  Known in SOAP and other environments as the Detailed Log Report

*To see all available columns, select AFC Reports (Legacy) in the Customer Portal under Reporting, then select a report type. Expand Columns
For more information about all of these reports, see the AvaTax for Communications Comprehensive Guide to Reports.

Select a report type and date

 Select Reporting, then select AFC Reports (Legacy).

  1. In the Report Type field, select one of the report types
  2. In the Date Range field, either select a month and year, or select a range of dates.  Note that the date range must not exceed 31 days. 
  3. (Optional) Set additional options for the selected report, including:

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  1. (Optional) Save all the settings by clicking Save as Favorite. Be sure to give the report a meaningful name.
  2. Click Execute to run the report.
  3. (Optional) Download the report by clicking Download. This is recommended for large reports. Retrieve the report when results are ready.

Use advanced settings for accurate results

  1.  From the AFC Reports (Legacy) tab, click Advanced Settings
  2. Choose one of the date methods, as described below.
    • Date Method 0 - Gathers all transactions that were sent to the server during the previous month by looking at the start time field for each transaction and generates the compliance files from that data on the first of every month or the requested date.  Used to generate compliance reports.  
    • Date Method 1 - Processes data based on the invoice date. All transactions are gathered have an invoice date of the previous month and generate the compliance files from that data on the first day of every month.
    • Date Method 2 - Processes data based on an optional10 field. The optional10 field is populated with the year and month (YYYYMM format) that the transaction is to appear in compliance files. When the compliance reports are run, only transactions from the previous month are included, based upon the optional10 field.  
  3. Enter Sort By columns. The order of selection determines which columns are sorted first, second, third, etc.
  4. Enter a number in Set Precision to set the number of digits to the right of the decimal for numeric reporting. For example, enter a 2 to display two decimal places as shown in the number 81,532.95.  
  5. Select transactions to include/exclude, according to these criteria:
    If you want to... Select this option
    Leave out of your reporting any transactions that are not billable.  Exclude Non-Billable
    Leave out of your reporting any transactions that are not remittable to tax authorities. Exclude Non-Compliance
    Report transactions that have been posted or finalized. Include Committed Transactions
    Report transactions that have not yet been finalized (for example, unfinished transactions such as quotes or sales orders). Include Uncommitted Transactions
  6. Click Apply to save your settings.
  7. Click Execute to run the report using the current settings.

Include API users

If there are API users mapped to the selected customer, you can include them in the reporting.  

  1. From the AFC Reports (Legacy) tab, select a report.
  2. Complete required fields such as Date Range, plus any optional settings.
  3. Click API Users. Select from the mapped users that appear.
  4. Click Apply.
  5. Click Execute to run the report with the selected API users included.
     

Configure report columns

  To add or suppress the appearance of data columns in your reports:

  1. From the AFC Reports (Legacy) tab, select a report.
  2. Complete required fields such as Date Range, plus any optional settings.Click Columns.
  3. Click and drag to and from Available Columns and Selected Columns. The Selected Columns are the ones that appear in your report.


SelectColumnsExplorer.png

  1. To restore default columns, click Default.
  2. Click Apply to save your changes.
  3. Click Execute to run the report using the selected columns.

Filter your legacy report results

Filters enable you to use Boolean operators to display data that meets certain criteria. You can add as many filters as make sense for your data. For example, you can display all data columns for charges that are greater than or equal to $.25 with no adjustments. 

  1. From the AFC Reports (Legacy) tab, select a report.
  2. Complete required fields such as Date Range, plus any optional settings.
  3. Click Filters. Click +Add Filter to begin adding filters.
  4. For each row in the filter, select an operator (AND or OR), the Field Name (Column) to filter on, the Operation (such as =, =>, or Contains) and the target Value for the field, if applicable.
    FilterReportResultsLegacy.png
     
  5. Click Apply to save your filter.
  6. Click Execute to run the report using your filter.

Retrieve downloaded reports

 

If you opted to download your report, go to the Downloads tab to retrieve it:

  1. From Reporting, click the Downloads tab.
  2. Under actions, click the file folder icon. The file is downloaded in the format you requested (Excel or CSV).

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  3. Click the downloaded filename to open it. 
  4. Save the file to your desired location.
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