Scheduling your Returns

To initiate state tax return filing with Galvix, you must schedule a return under Settings → Returns. Galvix will not file returns in the states where you are registered until this step is completed.

Requirements for Scheduling a Return

Before scheduling a return, ensure you have the following:

• Filing frequency assigned by the state.
• E-filing account credentials for the state’s tax portal.
• Verification that your sales tax account is linked to the e-filing account.
• Access to a 2FA email (for jurisdictions requiring one) to allow Galvix to receive One-Time Passwords.

If you need assistance with any of these steps, refer to the following guides:

• [Determining the filing frequency for a jurisdiction]
• [Setting up an e-filing account]
• [Recovering access to an e-filing account]
• [Verifying the linked sales tax account with the e-filing account]
• [Setting up 2FA email verification]

Steps to Schedule a Return

1. Navigate to Settings → Returns.

   Click "Add Scheduled Return" to begin.

   In the form that appears:

   1. Select the jurisdiction where you need to schedule a return.
      1. Returns can only be scheduled for states where you are registered to collect sales tax.
   2. Choose the filing frequency for the selected jurisdiction.
   3. Select the starting period from which Galvix should begin filing returns.
      1. Example: If filing the January–March 2024 return for a quarterly state, select ‘Period ending Mar 31, 2024’.
   4. Enter e-filing portal credentials for the jurisdiction.
   5. Verify that your sales tax account is linked with the e-filing account.
      1. Check the confirmation box after verifying.
   6. Set up 2FA email verification (if required by the jurisdiction).
      1. Check the confirmation box after setup.
2. Save the return schedule:
   1. Click "Save and Add Next" to schedule additional returns.
   2. Click "Save and Close" to finalize.

Once scheduled, the return will appear in the list with a ‘Pending Verification’ status. Our team will review the details and update the status accordingly.

Different statuses of a Scheduled Return

Each scheduled return will have a status based on its verification and filing progress:

• Pending Verification – The return is newly created or recently edited. Our team must verify the details.
• Active – The return details are verified, and Galvix will begin filing returns from the selected start period.
• Error – Issues were found in the provided details. Errors may include:
  • Invalid Credentials – Incorrect login credentials.
  • 2FA Mail Not Received – Galvix is not receiving the required 2FA email.
  • Not Linked to Tax Account – The sales tax account is not linked to the e-filing account.
• Upcoming – A new schedule with an updated filing frequency is in place, but not yet active.
• Inactive – The schedule is no longer active due to a newer schedule replacing it.

Updating a Scheduled Return

After scheduling a return, only e-filing credentials can be directly edited through the platform.

To edit credentials:

1. Go to Settings → Returns.
2. Click the pencil icon next to the scheduled return you want to modify.

Filing Frequency Updates

States may change your filing frequency due to various factors, such as changes in your sales volume or state tax policies. If you receive a notice regarding a filing frequency change, contact support@galvix.com to update your filing frequency.

• If no returns have been created under the existing schedule, the exisitng schedule will be updated.
• If returns associated with this scheduled return have already been created, a new schedule with the updated frequency will be created and marked ‘Upcoming’.
  • When the new schedule becomes effective, the existing ‘Active’ schedule will turn ‘Inactive’, and the ‘Upcoming’ schedule will become ‘Active’.