Adding Scheduled Returns

This is a crucial step to your setup. Once you've added your registrations, you need to tell Galvix how often you file your sales tax for each state. These are the registrations you have ongoing before Galvix. By adding scheduled returns, you ensure we can manage and file your taxes accurately and on time, making your sales tax management truly hands-off.

In this guide, we cover:

• Why this information is important
• Adding Scheduled Returns
• Updating Scheduled Returns

Why is this information important?

• Timely Filing: By providing your filing frequencies, you enable Galvix to track your tax deadlines for each state. This is essential for ensuring all your returns are filed on time.
• Accurate Management: Scheduling returns allows Galvix to correctly allocate your transaction data to the right filing periods, ensuring all calculations are precise.
• Compliance: Missing a filing deadline can result in late fees and penalties from state tax authorities. This step ensures you remain compliant without the stress of manual tracking.

Adding Scheduled Returns

To add your scheduled returns, follow these steps:

• Go to Settings on bottom left > Navigate to the Returns > Scheduled Returns
• Click on the "+ Add Scheduled Returns" button to start.

A form will open. You will need to enter the following information for each registration:

• Jurisdiction - This is where you'll select the specific state you are scheduling a return for.
  • Select the state for which you are scheduling a return.
• Return Details
  • Filing Frequency: Choose the correct frequency (e.g., Monthly, Quarterly, Annually) based on how you are registered with the state. This tells Galvix your official filing schedule.
  • Start Date: Select the first tax period you want Galvix to start managing your return filing from. This is typically the end date of that period (e.g., "Period ending Aug 31, 2025").
• Account Details - This is where you provide your login credentials for the state's sales tax portal. In the example, this is the ATAP Portal for Arkansas.
  • Account Verification Checkbox: You must check the box to confirm that your state tax portal account is correctly linked to your business's sales tax account. This step is crucial for Galvix to ensure we are filing for the correct entity.
• Two-Factor Authentication (2FA)
  • Some state portals, like the ATAP Portal, require an extra layer of security called 2FA. This means a one-time code is sent to an email address or phone number to verify the login attempt.
  • How Galvix handles it: Galvix provides a unique and secure email address (e.g., otp-demo@galvix.com) specifically for your account. You must add this unique email address to your state tax portal's 2FA settings so that Galvix can start receiving the 2FA codes and login to your account seamlessly.
• Confirmation: Once you have updated your state portal with the new 2FA email, check the "I have updated/added the 2FA email address" box to confirm that the setup is complete. Refer to this guide to know how to set this up in your state portals- Updating 2FA Emails on State E-filing Portals.

• Once you've filled out the form, double-check that the filing frequency and start date are correct.
  • Click "Save and Add Next" to add another scheduled return immediately.
  • Click "Save and Close" to finalize the process and return to the main list.

This ensures Galvix can securely and successfully log in to your state account and file your returns on time.

Updating Scheduled Returns

If you need to update an existing scheduled return, you can follow these simple steps:

• Go to Settings on bottom left > Navigate to the Returns > Scheduled Returns
• Click on the "+ Edit" icon on the scheduled return you wish to edit
• In the form, you can modify the e-filing account credentials.

• Click "Save" to apply your changes.

What’s Next:

Your returns are scheduled! Now:

• Adding Bank Details for Scheduled Returns - Add the bank account details to Galvix that can be used for return filing
• Set up exemptions (if needed) - Ensure you’re not over-collecting tax.
• Manage your products and tax categories - Apply correct tax rules for each product.

You’re in full control of your compliance, amazing work!