Understanding Returns in Galvix

The Returns section is where Galvix prepares your sales tax filings each period based on your transactions. Once your sales data is synced, Galvix calculates the taxable amounts for each jurisdiction and organises them into returns. These returns are then queued up for your approval before they get filed.

In this guide, we cover:

• How Galvix's Returns Process Works
• Understanding the Returns Page
  • Access the Returns Page
  • Tabs on the Returns Page
  • Columns in the Returns List
• Returns Detail Page

How Galvix's Returns Process Works

All sales and exemptions flow into Galvix through integrations or manual imports. Galvix then calculates gross sales, taxable sales, and the tax due per jurisdiction. Based on each state’s filing frequency (monthly, quarterly, annually, etc.), returns are generated automatically. Returns are available in your Returns Page by the 10th of each month for you to review and approve. Once approved, Galvix files and pays on your behalf (if bank details are connected).

Understanding the Returns Page

The following is a detailed description of all the features of the returns feature:

Access the Returns Page

• From the left-hand menu, click Returns.
• Here you’ll see all returns generated for your jurisdictions.
• Use the tabs (All, Approved, Filed, Actions Required) or the Filters/Search bar to narrow results.
• Returns are grouped by Period Ending Date for easier tracking.

Tabs

• Actions Required - this is where to view returns that need review.
• Each return shows key details like Jurisdiction, Gross Sales, Taxable Sales, Tax Amount, and Differences.
• Returns marked Ready for review are prepared based on all your transactions for that filing period.
• These returns are generated automatically each month (or quarter, depending on filing frequency) and are ready for your approval by the 10th of the month.

Columns in the Returns List

• Period Ending - Last date of the tax period covered by the return.
• Filing Frequency - Monthly, quarterly, annually, etc.
• Return ID - Unique identifier for tracking within Galvix, which you could use to refer to this return if you need any support.

• Jurisdiction - The state for which the return is being filed.

  Status - Current stage in the process:

  • Ready for Review
  • Under Revision
  • Approved
  • Filed
• Gross Sales - Total sales revenue (excluding marketplace sales and refunds).
• Taxable Sales - Portion of sales subject to sales tax.
• Amount Due - Total sales tax liability owed.
• Tax Difference - Variance between expected tax and tax collected (positive = under-collected, negative = over-collected).

Grouping

• Returns are grouped by Period Ending Date.
  • Example: All returns ending on July 31, 2025, appear under a single expandable row. It is the same for all other months, too. This makes it easier to view it for all returns of all jurisdictions associated with that period ending date.

Return Details Page

The Return Details page is a complete package. When you open a return, you’ll see all key information organized into four sections:

• General Info → deadlines and filing details
• Return Info → summarized amounts
• Transactions → supporting breakdown
• Attachments → official records (acknowledgements/receipts)

Following is a detailed explanation of each of these categories:

1. General Info Card

• Jurisdiction - The state where the return is being filed.
• Period Starting / Ending - The date range the return covers.
• Filing Frequency - Monthly, quarterly, or annual, based on your registration.
• Approval Deadline - The latest date by which you must approve the return in Galvix.
• Due Date - The state’s official filing deadline.
• Filed On - Shows the date once Galvix files the return with the state.

2. Return Info Card

• Gross Sales - Total reported sales for the filing period.
• Taxable Sales - Portion of sales subject to sales tax.
• Tax Expected - The calculated tax due based on taxable sales.
• Additional Charges - Any interest, penalties, or adjustments from the state.
• Deductions - Credits or exemptions applied.
• Amount Due - Final liability after adjustments.
• Tax Difference - Any mismatch between calculated and reported amounts (click See Details for a breakdown).

Downloads

At the bottom of the Return Info section, you can download supporting worksheets:

• Download Calculation Worksheet: Detailed calculation of sales, deductions, and tax expected.
• Download Reporting Worksheet: State-facing summary, what is ready to use for filing or reconciliation.

3. Transactions Card

The Transactions tab gives you a detailed view of all transactions included in the return.

• ID - The transaction reference number from your system.
• Customer - The customer associated with the transaction.
• Type - Type of transaction (e.g., Sale, Refund).
• Date - Date of the transaction.
• Jurisdiction - State where the sale was sourced.
• Total Amount - Total transaction amount.
• Tax Expected - Tax Galvix calculated.
• Tax Actual - Tax actually collected in the transaction.
• Tax Difference - Any mismatch between expected and actual tax.
  • Shown in red if there’s a shortfall.
  • Shown in green if there’s an excess.
• You can use Filters to narrow transactions by date, jurisdiction, customer, or type.
• You could also use Export to download a CSV/Excel file of the transactions for offline review.

Attachments

At the bottom of the return, you’ll find attachments related to the filing.

• These may include confirmation PDFs, state acknowledgements, or supporting documentation.
• Each file can be viewed directly in the browser or downloaded for your records.

What's Next:

-> Reviewing and Approving Returns