Filing requests are necessary so we can prepare and file returns for your clients. When you make a request, the Compliance team reviews the request and either approves or rejects it. In most cases, you can make corrections to a rejected request to make it acceptable for approval. After a request is approved, the returns associated with the request can be placed on the system calendar so they can be successfully filed at the appropriate time.
The request identifies a single return including the frequency of the client's returns (monthly, quarterly, semi-annually, or annually), the form to be submitted, and the method of that submission--electronic or paper. They are created individually for each jurisdiction where the client company is collecting and paying taxes.
When created, by default a filing request is given a start date of the creation date with no end date. You can edit this start date when you create the filing request, which may be necessary in cases where your firm adds a company later in the year and the return frequency is annually or quarterly. You can then change the start date to, for example, 1 January 2020, so the transactions from earlier in the year can be included. Only those transactions dated on or after the start date of the filing request are assigned to the filing request. Any previous transactions are ignored.
For new companies, filing requests must be submitted by the 20th of the month prior to the return filing (for example, March 20th for the April return). For existing companies, filing requests must be submitted by the 25th of the month prior to the return filing.
Before you begin
- Make sure you schedule returns according to the monthly Managed Returns for Accountants cycle, on the filing frequency requested by the tax authority.
Consult with the client to determine where the client is registered to pay sales tax.
- 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. To identify the information you may need, see Information you need to set up Managed Returns for Accountants.
- Obtain location codes for location based reporting; this is reflected in the company transactions.
- In Managed Returns for Accountants, select the Filing Calendars tab.
The Filing Calendars page opens.
- Select the plus button to add a new filing request.
The Add Filing Request menu opens.
- On the Add Filing Request menu, enter the following information:
- Select Company
- Form Country - Country of filing
- Form Region - The state jurisdiction for the return
- Form - Form name of the return being filed
- Frequency - Filing period assigned by the state
- Effective Date - Start period of when return is to be filed; you can only schedule filing requests for a future start date and not for periods past due
- End Date - An expiration date to stop filing the return; if there is no end date, the return continues to be filed until the client asks the return to be discontinued
- 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
- Filing Method:
Electronic - Automated filing, will require login credentials
Paper - Paper return mailed to the state
- Some states require the client to file multiple returns, which means completing multiple requests and forms.
For example, certain location-based states require submission of a different form for each business location the client has in the state
- Select Next to review the company address, and update it if necessary.
Select the Include Power of Attorney (POA) checkbox if the client wants to provide a representative POA at the time of the filing request. This gives Avalara permission to resolve tax notices on behalf of the client, and is disabled by default. Find the correct POA form for each jurisdiction here.
- Select Next, and then add the client's jurisdiction registration information.
Include the following:
- Local Tax ID/Permit Number - Registration number provided by the local jurisdiction
- Registration ID - Registration number provided by the state
- Location Code - This code is used in cases of location-based filing
- Customer Filing Instructions - Notes from the client to Avalara regarding filing (for example, deduction breakout)
- Enter additional information, if prompted.
Avalara may need additional information, specific to the jurisdiction or return form. For example:
- 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.
- Select Save to submit the filing request.
- Repeat these steps for each jurisdiction where you want us to file returns on the client's behalf. Some states require the client to file multiple returns for location-based reporting with one request submitted for each location and account number
- Review the Filing Request table to check the status of the request. Rejected requests may require additional information before they can be approved.