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How can I add a location code to a transaction that has already been created in AvaTax?

Overview

You created a transaction in AvaTax and need to add a location code to it.

Environment

Avalara AvaTax

Resolution

If the transaction is unlocked and has not been used in a filing, you can edit the transaction on the Transactions tab or you can import your changes using the Transaction Import feature on the Tools tab.

When editing the transaction in the Admin Console:

  • Locate the transaction on the Transactions tab in the Admin Console and click on the Doc Code you wish to edit.
  • In the Transaction Detail, click Edit.
    admin console edit.png
  • On the Document tab of the Transaction Adjustment page, select the Location Code you with to apply to the transaction.
    • The drop down for location codes contains the Locations you created on the Organization tab.
    • For Washington filers who are looking to apply Marketplace Facilitators to your transactions, please make sure you have a location for each applicable facilitator to select from:
      • Etsy
      • Amazon
      • Walmart
        admin console location code transaction.PNG
  • Select an Adjustment Reason on the same page.
    • If you select Other, enter a description in the box below.
      • admin console adjustment reason.PNG
  • Click Save as Committed.

When importing your changes:

  • Go to the Tools tab in the Admin Console and select Import Data.
  • In the Type dropdown, select Transaction Import, and then select Download to download the spreadsheet into which you need to enter your transaction data.
    admin console download.png
    • You're presented three files:
      • The import template in XLS format
        • You can use either one of the templates to import your transactions.
      • The import template in CSV format
      • An example import
  • Column A is your process code to tell AvaTax how you want the transaction handled:
    • To make sure that calculation doesn't change on your transaction, you will want to use a process code of 2.
      • This will allow you to edit a transaction that is already in the Admin Console and keep the tax amount you provide.
  • Column AD is your location code.
    • You will have to type in the location code you choose but this has to match exactly to one you have created on the Organization tab.
    • For WA filers who are looking to apply Marketplace Facilitators to your transactions, please make sure you enter a location for each applicable facilitator to select from:
      • Etsy
      • Amazon
      • Walmart
  • Column N is your sales amount.
  • Column AP is your tax amount.
    • Since we don't want AvaTax to recalculate, you will have to manually enter the tax amount that originally calculated.
  • The rest of the columns listed as Required in the Format the import transactions template of Add or Import Transactions will need to be filled in with your transaction information such as Doc Code, Customer Code, and Origin and Destination Addresses.
  • In the spreadsheet, you can enter multiple transactions, each represented with their own doc code on their own line.
  • Once you have finished filling out the spreadsheet and are ready to import your transactions, navigate back to Import Data in the admin console.
  • In the Type dropdown, select Transaction Import and then click Next.
  • Click Choose File, select the file you want to upload and click Upload.
  • You will be rerouted to the Import Status page to view the status of your import.
    • Once the import is completed, you will want to see a status of Completed with a Result file.
    • If you see the status of Completed with Error, or Error with a Error file, you will need to review the issues, resolve them, and reimport the transactions that failed.
  • If the document is locked and has been used on a return, you will have to create a set of Credit and Rebill transactions.
    • When creating the transactions in the Admin Console:
      • Navigate to the Transactions tab and click New.
      • You will need to create a credit transaction matching exactly to the original transaction but with negative sales amounts.
        • admin console negative.png
      • Click Save as Committed.
      • Then, create the rebill transaction matching the original transaction with the location code and positive sales amounts.
        • For WA filers who are looking to apply Marketplace Facilitators to your transactions, please make sure you enter a location for each applicable facilitator to select from:
          • Etsy
          • Amazon
          • Walmart​​
        • admin console negative and location.png
        • Make sure to Save as Committed so the transaction is included in your filings.
    • When importing your credit and rebill transactions:
      • Navigate to the Tools tab in your Admin console and select Import Data.
      • In the Type dropdown, select Transaction Import and then select Download to download the spreadsheet you will need to enter your transaction data in.
        • admin console download.png
        • You will be presented with three files:
          • The import template in XLS format
            • You can use either one of the templates to import your transactions.
          • The import template in CSV format
          • An example import
      • Column A is your process code to tell AvaTax how you want the transaction handled:
        • To make sure that calculation doesn't change on your transaction, you will want to use a process code of 1.
          • This will allow you to create a new transaction that is already in the Admin Console and keep the tax amount you provide.
      • Column AD is your location code.
        • You will have to type in the location code you choose but this has to match exactly to one you have created on the Organization tab.
        • For WA filers who are looking to apply Marketplace Facilitators to your transactions, please make sure you enter a location for each applicable facilitator to select from:
          • Etsy
          • Amazon
          • Walmart
      • Column N is your sales amount.
      • Column AP is your tax amount.
        • Since we don't want AvaTax to calculate something different from your original transaction, you will have to manually enter the tax amount that originally calculated.
      • The rest of the columns listed as Required in the Format the import transactions template of Add or Import Transactions will need to be filled in with your transaction information such as Doc Code, Customer Code, and Origin and Destination Addresses.
      • In the spreadsheet, you can enter multiple transactions, each represented with their own doc code on their own line.
      • Once you have finished filling out the spreadsheet and are ready to import your transactions, navigate back to Import Data in the admin console.
      • In the Type dropdown, select Transaction Import and then click Next.
      • Click Choose File, select the file you want to upload and click Upload.
      • You will be rerouted to the Import Status page to view the status of your import.
        • Once the import is completed, you will want to see a status of Completed with a Result file.
        • If you see the status of Completed with Error, or Error with a Error file, you will need to review the issues, resolve them, and reimport the transactions that failed.

Environment

For more information on adding or importing transactions, please review Add or Import Transactions.

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