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.
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.
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.
Before you begin
- 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.
- Sign in to Managed Returns for Accountants, and select the Filing Calendars tab.
- Select the plus button to add a new filing request.
- On the Add Filing Request dialog, enter the following information:
- Select Company
- Form Country - Country of filing
- Form Region - The state jurisdiction for the return
- Form [previously known as Tax Form Code] - 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. Select the Include Power of Attorney (POA) checkbox if the client wants to provide a POA at the time of the filing request (used for notice purposes); disabled by default.
- Select Next to add the state registration ID.
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)
- Filing calendar questions may need to be answered prior to submission.
- 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.
- As the available fields vary by form, you only need to include the information pertinent to each jurisdiction.
- 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.