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Last modified on 2/11/2020 8:57 AM by User.

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Avalara Settings Maintenance

Table of Contents
  1. Purpose
  2. Fields
  3. Actions

Purpose

This interface is used to provide the various settings that are needed in order to connect to and utilize your Avalara account. Avalara AvaTax is a cloud-based solution automating transaction tax calculations and the tax filing process. Avalara provides real-time tax calculation using tax content from more than 12,000 US taxing jurisdictions and over 200 countries, insuring your transaction tax is calculated based on the most current tax rules.

After installing the AvaTax integration you need to configure the integration, which is done in this screen.

Fields

  • Account Number: Provided during your AvaTax account activation process. To locate this value:
    • go to this Avalara website
    • select "Avalara Account" and provide your log in credentials if necessary
    • select "Settings" at the top right of the page
    • on the Setting page, locate the field titled "ACCOUNT ID".
  • License Key: Provided during your AvaTax account activation process. Unlike the Account Number, Avalara does not display this value anywhere on your account screen. If you do not know this value, please ask your system administrator, or whoever at your site is responsible for storing this type of information. If you lose this key, you will have to generate a new license on the Avalara website, and update the value here before Acclamare can process requests to the Avalara API.
  • Company Code: Once you've provided valid values for Account Number and License Key, you can access the drop-down in this field to select the appropriate Company Code.
  • Default Freight Tax Code: This is the tax code that will be used whenever freight is included in a document. Whether or not the value will be taxable, Acclamare will send the fright value to Avalara. Avalara will use this tax code and other factors to determine the taxability of the freight. Acclamare provides a search button in this field that will take you to the Avalara Tax Code website to assist you in locating the appropriate code.
  • Default Handling Fee Tax Code: This is the tax code that will be used whenever freight handling fees are included in a document. Whether or not the value will be taxable, Acclamare will send the handling fee value to Avalara. Avalara will use this tax code and other factors to determine the taxability of the fee. Acclamare provides a search button in this field that will take you to the Avalara Tax Code website to assist you in locating the appropriate code.
  • Default Freight Insurance Fee Tax Code: This is the tax code that will be used whenever freight insurance fees are included in a document. Whether or not the value will be taxable, Acclamare will send the insurance fee value to Avalara. Avalara will use this tax code and other factors to determine the taxability of the fee. Acclamare provides a search button in this field that will take you to the Avalara Tax Code website to assist you in locating the appropriate code.
  • Default Restocking Fee Tax Code: This is the tax code that will be used whenever restocking fees are included in a document. Whether or not the value will be taxable, Acclamare will send the restocking fee value to Avalara. Avalara will use this tax code and other factors to determine the taxability of the fee. Acclamare provides a search button in this field that will take you to the Avalara Tax Code website to assist you in locating the appropriate code.
  • Environment: This field has two options and will affect the way Acclamare connects to Avalara.
    • Sandbox: Selecting this option will connect Acclamare to your Avalara sandbox environment. This environment is used for testing purposes.
    • Production: Selecting this option will connect Acclamare to your Avalara production environment. This environment is used for live processing of taxes.
  • Document Recording: Enables tax document submission to Avalara’s AvaTax service for record keeping. With this setting enabled, transactions will be posted and committed to the AvaTax Admin Console. With this setting disabled, taxes will still be estimated, but not posted or committed.
  • CertCapture: Option to enable or disable Avalara CertCapture. This feature is disabled by default.
    • The first time that it is enabled, Acclamare will check to see if CertCapture has been activated on their Avalara account. If it has not, Acclamare will ask the user if they wish to request CertCapture be set up. If the user answers yes, Acclamare will make the appropriate request via the Avalara API.
    • Caution! Read this next part carefully. It may take some time for your Avalara account to be configured properly for CertCapture. Acclamare will check one time immediately after making the initial request. If the request completed successfully, Acclamare will allow the setting to be "Enabled". However, if the request is still pending, Acclamare will revert the setting to "Disabled" and let the user know that the request is in progress, but has not yet completed. If this is the case for you, please wait several minutes before trying to enable the setting again. On the next attempt, Acclamare will again check to see if the request has been completed and enable or disable the setting based on the results. In our testing, attempting to enable the setting too soon after the initial request lead to an incorrect result and the request wound up being erroneously sent twice. To avoid that outcome, please wait several minutes before trying again.
  • Address Validation: Option to enable or disable address validation.
  • Address Case: This option controls how addresses returned from the Avlara API are formatted.
    • UPPERCASE: All information will be returned in uppercase. Example: 123 MAIN STREET
    • Mixed Case: All information will be returned in mixed case. Example: 123 Main Street
  • Logging: Enables logging of all tax calculations performed by Avalara. With this setting enabled, every call to the Avalara AvaTax API is logged in a table and the results can be reviewed in the Acclamare client (from the main menu of the client, go to Inquiries -> Avalara Log Inquiry.) In order to keep the log from growing to large, no more than one week's worth of transactions are kept. If necessary, your system administrator or Acclamare support person can increase or decrease the period of time that these records are retained. Disable this setting to stop keeping the log files. Disabling this setting, when logging is not needed, may improve performance slightly.

Actions

  • Test Connection to Avalara: As the name implies, use this action to test your connection to Avalara. This test will use the values you provided in the Account Number, License Key, Company Code, and Environment fields. A successful result means that you provided correct values for these fields.
  • Mass Validate Addresses: This action will attempt to validate key addresses throughout the Acclamare database based on the following rules:
    • In every situation
      • the address cannot have already been validated by Avalara
      • the "Address 1" field cannot be null
      • the "Country" field must be "US", "USA", "CA", or "CAN". If the field is left blank prior to validation, Acclamare will assume the value of "US".
    • Customer Billing
      • the customer must not be "Closed"
    • Customer Shipping
      • same rules apply to the shipping address as spelled out above for the billing address
    • Customer Contacts
      • same rules apply as spelled out above for the customer billing address
    • Customer Jobs
      • the job must be in an open status
    • Customer Location
      • the customer must not be "Closed"
      • the location must be "Active"
    • Customer Payor
      • the payor must not be "Closed"
    • Customer Quote
      • only for one-time addresses
    • Sales Order
      • only for one-time addresses
      • sales order must be in an open status
    • Vendor
      • vendor must not be "Closed"
      • currently does not apply to the payee address
    • No errors will be displayed during this process.
    • Any address that fits the rules above, but was not validated by the process can be viewed in a report that is provided by Acclamare.
  • Mass Upload Customers to CertCapture: This action will upload all of your existing active US and Canadian customers and customer locations to the Avalara CertCapture database. Do not run this action more than once as it could lead to duplicate records in your Avalara system. Be sure you read this  section pertaining to CertCapture thoroughly prior to running this function.