How to File a Return for Multiple Locations Using a Limited Access Code
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How to File a Return for Multiple Locations Using a Limited Access Code

October 24, 2019

In this video we will show you how to
file a sales and use tax return with multiple locations using your limited
access code, formerly Express Login. We protect all the confidential information
that you provide to us. First go to the website CDTFA,, and at the top
click on “login.” That will take you to the online services portal. To file a Sales
and Use Tax Return, you can use your limited access code or log in with a
username and password. For assistance with creating a username and password,
please watch our tutorials online. On this screen, you will see a list of
available tax and fee programs, In this example, we are filing a sales and use
tax return. Click on the “File, Pay, and View” link located here. We will
demonstrate how to file a sales and use tax return using the limited access
function. On the CDTFA online services page, there are two ways you can file a
return via the limited access function: Click the “File a Return” blue button or
under the heading “Limited Access Functions,” select File a Return.” Either
way, you’ll be directed to the same page, the “File a Return” page. Select the type
of return you need to file. In this case we’ll select the “Sales and Use Tax
Return” link, On this page, we will choose one of two options to identify our sales
and use tax account in order to proceed. you can use your Account Number and
Limited Access Code, which used to be your Express Login. Or, you can use your
customer ID (one of four selections in the drop down menu) and your Account
Number. In our example, we will enter the Account Number and Limited Access Code.
At this point click “Next” and proceed to filing your return. On the Select a
Filing Period page, select the period end date for which you are filing. For this example
we will click on” September 30th 2019″ which represents the third quarter
end date. The third quarter begins July 1st and ends on September 30th.
On the Business Activities page, if you have never filed a return, you will be
prompted to answer questions related to your type of business activities. After
you have made your selections, you will not see this screen again. In our example,
we do not sell Motor Vehicle Fuel and will answer “no” to the question and click
“Next” to proceed. On the Sales and Purchase Information page, enter your
total sales. If your total sales include sales taxes you have collected,
you may enter them as a deduction on the “Nontaxable Sales (Deductions)” page.
If you need help with this return, click on the link “Online Filing Instructions” located here.
In this example, we will enter a $150,000 in total sales,
which includes sales tax collected. If you choose, you can save your work at
any time by clicking the “Save Draft” Button. Enter your email
address, then enter it again to confirm it. And click “OK.” The confirmation page
will show your email address and a confirmation code. You will need your
email and confirmation code to retrieve your saved return. So we recommend that
you print this page. Now that you’ve saved your draft. let’s go back to filing
your return. Click the “Continue Editing” button. Now we
are back to your return. Click “Next.” You will see the Sales at State Designated
Fairgrounds page. If you are a retailer who makes sales of tangible personal
property on a state-designated fairground, you must enter the total amount of your sales here. For this example, we did not
make any sales at state designated fairgrounds. Click “Next” to continue. The
Nontaxable Sales (Deductions) page includes the most common deductions.
In our example our total sales of $150,000 dollars included $12,385 in sales tax. We will enter that amount in the box
Sales Tax (if any) included in Total Sales.” If your deduction is not listed, click on
the empty box below “Other Nontaxable Sales” for a list of other available
deductions. If you have any Adjustments, Credits, and or Partial Exemptions,
select “Yes” to expand the field. In our example we do not have any
Adjustments, Credits and/or Partial Exemptions. We will proceed by clicking
“Next.” Schedule C applies to sales made at registered fix locations. On the ‘Schedule
C” page the system will pre-populate your registered selling locations. Allocate
your total taxable transactions made at each registered location. In this example,
we are going to allocate $130,000 to our Sacramento Location
and $7,000 to our Stockton location, then we
will click “Next” to continue. You will only see this page if you did not fully
allocate your total taxable transactions on Schedule C. On this page click “Yes” if
any of these business activity questions apply to your business. Otherwise click
the “Previous” button to fully allocate your taxable transaction on Schedule C.
In this example we are going to select “Yes” then click “Next” to continue. On the
“Schedule B Local Tax page, you will be able to report local tax for sales or
purchases not made at a registered California location. Other transaction
types may also apply, such as construction contracts or leases. In this
example we made sales in Alameda County. Will add “Alameda County” by clicking the
empty box below “County in Which Taxable Transaction Occurred.” Next we will enter the amount of taxable
transactions made in that County. Remember, your total taxable transactions
to be allocated on local tax schedules and total taxable transactions must be
equal to continue. Remember you can save your work at any time by clicking the
“Save draft” button. We will proceed by clicking “Next.”
Here is where we enter District Taxes The “Taxable amount to be reported below”
box represents the amount that must be allocated to one or more districts. In
this example, our two fixed locations were pre-populated based on their
registered locations of the business, We then need to allocate our taxable
transactions made in those locations ($7,000 in Sacramento and 130,000
in Stockton), Then, we will add our non-fixed location by clicking on the next
line in the blank box under County, and add the appropriate taxable
transaction amounts for that county as well (Alameda $615) To delete a district tax, click on the
red “X” keep in mind, the “taxable amount to be reported below” box must be fully
reported below in order to proceed, In our example, the amounts match, and we
will continue, On the “Tax Prepayment page. if you are on
a quarterly prepayment filing schedule, you will see your pre payments here you
will only see this screen if you are on a prepayment reporting basis. If you have
made a prepayment and it isn’t showing here, you can enter it now. If you have
not made a prepayment you will be presented with the tax prepayment
verification page which will ask you to confirm that. In our example, we did not
have any taxable transactions during either of the prepayment time periods, so
we will select “No” then click “Next.” Again, you will only see this screen if you
are on a prepayment reporting basis. if you collected excess tax from your customer,
please enter it here, Remember, you can save your work at any time by clicking
the “Save Draft” button. Let’s continue. Review your “Summary” page. If you need to
make adjustments click “Previous” To print a draft of your return prior to
submission, click on the “Save Draft” button below. If the information
displayed on the page is correct click “Next.” On the “Your Information” page, enter
the required information then indicate if you are a paid preparer for this business. in this example we will click “No.” Enter your required information and
click “Submit.” When you click “Submit” a window will appear to confirm your
intent to file electronically and that your return is true, correct, and complete.
Please read the information carefully. Enter your email and click “OK” to submit.
This will serve as your authorization and you will receive a confirmation
email. This confirmation page represents your return filing only. To make an
electronic payment click on the “Make a Payment” button. To print your submitted
return, click on the “Print Return” button. If you still have questions please call
our customer service center at

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