How to File a Sales and Use Tax Return with one Selling Location Using a Limited Access Code
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How to File a Sales and Use Tax Return with one Selling Location Using a Limited Access Code

October 26, 2019


In this video, we will show you how to file
a Sales and Use tax return with one selling location 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.CA.GOV, 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 login 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, our business did not conduct
any of the business activities listed, nor did we sell Motor Vehicle Fuel, so we will
answer “No” to both questions and click “Next” to proceed. On the Sales and Purchase Information page,
enter your total sales. If your total sales includes 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 $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
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. We will proceed by clicking “Next.” Here is where we enter District Taxes. The box that says, “Taxable amount to be
reported below box,” represents the amount that must be allocated to one or more districts. In this example, our single location was prepopulated
based on the registered location of the business. For the district listed (Sacramento County,
in this case) enter the taxable amount made in that location – $137,615.00. If you need to report any taxable amounts
for other districts, those get entered by clicking on the next line in the blank box
under “County.” 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. 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.” If the information displayed on the page is
correct, click “Next.” To print a draft of your return prior to submission,
click on the “Save Draft” button below. 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 select “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 1-800-400-7115.

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