Filter transactions
You can filter the list of pending transactions to only include transactions with certain values. To do this, follow these steps:
- Go to Pending Transactions.
- Click Filters to open the Filters panel.
- Find the field you want to filter by, then click the plus icon to add a filter.
- Enter the value that you want to include in the filtered list.
- To add more filters, repeat steps 3-4. Once you've finished adding filters, click Apply.
- After the list of pending transactions refreshes, it will only include transactions that have the values you entered.
To remove a single filter, click the X button next to the filter, then click Apply.
To remove all filters, click Clear.
Edit transactions
- Go to Pending Transactions.
- Click the box next to each transaction you want to edit, then click the Edit button.
- Select the field you want to edit from the Change dropdown menu. To read more about what these fields mean and why you may need to edit them, see Pending transaction fields explained.
- In the To box, enter the new value for the field. If the field you're editing requires certain values, a list of accepted values will appear. You can scroll through the list to find the value, or you can search for a value by typing in the box.
- To edit another field, click Add another change, then repeat steps 3-4.
- Once you've finished making changes, click Save.
A message will appear explaining how to add the edited transactions to their returns.
Edited transactions will say Edited next to the Transaction ID. Pending transactions that are edited and added to a return will appear in the Resolved tab.
Fields
TJID
This stands for Taxing Jurisdiction ID, which is the ID generated by GTD for a specific taxing jurisdiction.
Examples:
- In Wyoming, state tax transactions have TJID 244. County tax transactions have different TJIDs (7578 for Campbell County, 7591 for Platte County, etc.).
- In Colorado, state tax and retail delivery fee transactions have TJID 289. City tax, county tax, district tax, and public safety improvement tax transactions have different TJIDs; there are often multiple TJIDs for a single city or district due to the format of the CO DR-100 XML return.
TJCID
This stands for Taxing Jurisdiction Combined ID. Also known as a Geo code, TJCIDs are generated by GTD and include all taxing jurisdictions that impose tax obligations on an organization at a given address.
Examples:
- In Wyoming, a transaction in Campbell County has TJCID 8072 for both its county and state tax invoices.
- In Colorado, a transaction in the city of Aurora can have multiple TJCIDs (12284, 8488, etc.) because there are multiple taxing jurisdictions within the city.
Tax Type
This is the tax type that applies to the transaction as determined by GTD.
The most common tax types are Sales Tax, Seller's Use Tax, and Consumer Use Tax:
- Sales tax is applied by the state to sales of taxable items or services that take place within the state.
- Seller's use tax is similar to sales tax but applies to transactions where the buyer and seller are in different states. Seller's use tax is usually the same rate as sales tax but can sometimes be lower.
- Consumer use tax is a complementary or compensating tax to sales tax. States are not allowed to impose sales tax on sales that take place outside of state borders, but if the purchased items are used within the state, the state can generate revenue by imposing a consumer use tax.
- At the state level, sales tax, seller's use tax, and consumer use tax all have the same rate. At the county, city, and district levels, the seller's use tax rate may be lower than the sales tax rate. Additionally, these levels may not have any consumer use tax at all.
For more information on tax types, read Sales and use tax basics.
Tax Name
This is a short description of the tax that often includes the taxing jurisdiction of the transaction.
Examples:
- AK Anchorage Tax
- CO State Tax
- NM Gross Receipts Tax
Tax Rate
This is the numerical value used to calculate the tax amount. This value must be a decimal.
County
This is the county where a transaction occurs.
City
This is the city where a transaction occurs.
Location
This is the unique code for the physical location of an organization. For forms that require outlets, an outlet's location code must match the location code passed with the transaction.
State Code
This is a reporting code set by a state for a unique taxing jurisdiction.
Examples:
- Arizona has city, county, and district taxes. A transaction occurring in Phoenix has state tax (State Code MAR), county tax (State Code MAR), and city tax (State Code PX).
- Illinois uses numbers to identify its taxing jurisdictions. The city of Elgin, located in both Kane County and Cook County, has State Code 016-0121-0 for Cook County and 045-0009-1 for Kane County.
- States with one flat state sales tax rate without any lower jurisdiction rates, such as Massachusetts, don't have State Codes.
Tips and tricks
If you want unmarked data to flow to a certain form, it's helpful to understand the effects of editing each field so that you can make the correct changes. Sometimes the change is simple, like editing the Tax Type, since different tax types have different forms. Other times you may need to edit several fields to get the data to flow properly to the form, like the Puerto Rico example in the next section.
If you have to edit transactions in the Pending Transactions page month after month, you should update your configurations and/or how you're passing data. Contact support if you need help making these updates.
Use cases
Sales tax versus seller's use tax
You can edit the Tax Type field to move transactions between forms for sales tax and seller's use tax.
Examples:
- VA ST-9 (sales tax) and VA ST-8 (seller's use tax)
- MO 53-1 (sales tax) and MO 53-V (seller's use tax)
- MS 72-010 (sales tax) and MS 72-110 (seller's use tax)
- AL 2100 (sales tax) and AL 2620 (seller's use tax)
State forms versus local forms
Several fields may need to be edited to move a transaction between state and local forms.
For example, any transaction with the Tax Name PR State Tax will be assigned to Puerto Rico's state form, PR SC 2915 OTL. Any transaction with a Tax Name that includes a city, such as PR San Juan Tax, will be assigned to the local form for that city. To move a transaction from a local form to the state form, the following fields must be set to these values:
- Tax Name: PR State Tax
- TJID: 8361
- Tax Rate: 0.105
Other common instances of moving transactions from local forms to state forms include:
- IL Chicago 7550 to IL ST-1 and IL ST-2
- AZ Navajo 600 to AZ TPT-2
Location codes
When filing the CO DR-0100 XML return, you can edit the location code of a transaction so that the transaction is picked up by a different outlet. In this case, the existing location code is replaced with the location code of the new outlet.