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Handling duplicate transactions in AvaTax

This article applies to:AvaTax

Avalara needs one copy of every transaction made by your company. It is important to prevent duplicate transactions in AvaTax because when Avalara files your returns, duplicate transactions can lead to remittance of higher amount of tax than your company actually collected, especially if marketplaces are involved.

We know your pain point and our engineering team is working on the validation part which will be added soon in AvaTax, until then follow the workaround and steps to remove the duplicate transactions explained in this document. For more information, reach us on Avalara Customer Support.

Below are the most common scenarios that can result in duplicate transactions in your AvaTax account:

Scenario 1: Multiple Business Systems Connected to AvaTax

AvaTax can be activated in multiple business systems, like an eCommerce site and an Accounting Platform. If the transaction flows within a multiple business systems and AvaTax is activated in all these business systems, then the same transaction will get recorded multiple times in AvaTax.

For example, if you sell on Shopify and use QuicksBooks Online for order fulfillment, AND AvaTax is activated in both the Shopify and QuicksBooks Online then you may see the same transaction captured twice in AvaTax.

Workaround

Deactivate AvaTax from your eCommerce site.

Sample steps to deactivate AvaTax from Shopify (eCommerce site) is shown here, your configuration options may be different:

  • From your Shopify admin, go to Settings > Taxes.
  • In the Tax services section, click Deactivate.

Scenario 2: Marketplaces Connected to AvaTax

AvaTax can pull all the transaction details from marketplaces in the following ways:

  • Invoicing Software
  • Extractor connected to Marketplace (Turned ON)

Duplicate transactions will happen when the same transaction flows from the Invoicing software and also from the Extractor.

For example, if you sell on Walmart or Amazon as well as on your own eCommerce site and all your transaction data aggregates in your primary invoicing software, such as NetSuite or QuicksBooks Online. AND, if you turn on an extractor for marketplaces it will end up in duplicate transactions.

You must follow our guidelines for marketplace locations and advanced rules, see Advanced Marketplace Rules.

Workaround

Disable Extractor for your marketplaces, if all the transactions are passing through your primary sales channel.

Sample screen to disable Extractor for the marketplace is shown here, your configuration options may be different:
 

Screenshot 2022-03-17 at 11.06.58 AM.png

Scenario 3: Connector and Extractor Connected to AvaTax for the same Platform

AvaTax can record the transactions happening in any platform using a Connector or an Extractor. If your platform is connected to AvaTax through a connector and also an extractor then the transaction will get recorded twice in AvaTax.

For example, If your platform is connected to AvaTax through the QuickBooks Online connector and the QuicksBooks Online extractor, you will see duplicate transactions.

Workaround

Uncheck the Calculation active check box setting in your connector if the extractor is also bringing in the same transactions. Or, uninstall the extractor if you are using AvaTax for real time tax calculation.

Sample option to stop capturing the transactions in AvaTax is shown below, your configuration options may be different:

QBO.png

Steps to remove Duplicate Transactions

You can use either one of the following ways based on the number of duplicate transactions captured in AvaTax.

Addressing Less Number of Duplicate Transactions

Follow the below steps:

  1. In AvaTax, go to Transactions list view, you can filter down whatever you need to filter, bulk select the duplicate transactions, and then choose Voided.
    Screen Shot 2022-03-10 at 4.47.16 PM.png
  2. Click Save, you can see all the duplicate transactions removed from the list.

Addressing More Number of Duplicate Transactions

Follow the below steps:

  1. If you have a lot of duplicates, go to Reports > Transactions, generate a document line export report. Determine which transactions you want to void, and keep those in the file.
  2. Now, you can re-import those transactions with a void status, In order to do that:
    • Go to Transactions > Import.
    • Choose, Use a template.
    • Select the Avalara sales tax document line Import template.
       
      Screen Shot 2022-03-10 at 4.48.06 PM.png

       

  3. On the Import settings step of the import wizard, do the following:

    • Select the Import these transactions with special processing check box.

    • Choose, Assign one process code to all the transactions.

    • From the Process Code drop down, select 0 = Void transaction.

  4. Follow the Import wizard and complete the import. You can see the duplicate transactions removed from the list. To know more, refer Import Transactions to AvaTax.

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