Avalara Setup Procedures - Updating Elliott Tables 

Release Date: TBD
Version: 8.6 and above

Updating Elliott Tables 

Create Avalara Attributes
Go to System File Setup-> Maintenance-> Attribute File -> Create-> Avalara Attributes


Answer Y to the Do you like to proceed? prompt.



This will create the _AVATAXSNAPSHOT, _AVATAXFINAL, _GOODSERVICES, _TAXBREAKDOWN00 to TAXBREAKDOWN05, and _CALCAVALARA attributes.

Setup Default Avalara Attributes

Once the Avalara attributes are created, default attributes should be created for use codes and tax codes.

The _USECODE attribute should be set up for any customer types that are considered tax exempt.


Enter the Avalara Use Code. A valid entry must be entered. A search is available to lookup the appropriate code. 



The _GOODSERVICES attribute should be set up to establish the tax type of items by either Product Category, User Defined Code or Item.



Enter the Avalara Tax Code.  A valid entry must be entered. A search is available to lookup the appropriate code.



Create State Tax Codes

Go to System Utilities -> Global Setup -> Utilities-> Avalara Utilities-> Utilities and choose Create State Tax Codes. This will create a tax code record for every state as well as a county and a city tax code record. The state tax code record will be created with the state abbreviation plus a "1". The county and city records will be created with the state abbreviation  plus a "2" for county and a "3" for city. For example, the following tax codes will be created for California:

CA1 - CALIFORNIA
CA2 - CA County Tax Code
CA3 - CA City Tax Code

Updating Tax Code Messages
Elliott Full Match - The application was able to match the zip code, state, county and city.
Elliott Zip/State/City Match - The application was able to match the zip code, state and city but not the county.
Error: Invalid Address - The application was unable to match based on zip code, state and city of the address provided.
Error: Foreign Address - The zip code match was not found and the zip code is not numeric and not spaces.
Error: State/Zip Inconsistent - The zip code state and the state of the address being checked do not match.
Error - Zip Code Not On File - The zip code is numeric but it was not found in the SYZIPCDS file.
 
Update Customer Tax Codes
Go to System Utilities -> Global Setup -> Utilities-> Avalara Utilities-> Utilities and choose Update Customer Tax Codes. 



Validate Address - Default is N. If set to Y, the customer address will attempt to validate the address using the Avalara web service before performing a general lookup of the zip code, state and city in the Elliott database. If set to N, only the Elliott lookup will be performed.

If validating the address via the Avalara interface, the application will validate all of the addresses on file. The application will create the _CALCAVALARA attribute for the customer and set the Avalara address checked flag. If the lookup was successful, the Avalara address checked flag will be set to Y and the latitude and longitude for the address will be set in the attribute. Also, the customer's tax code 1 will be changed to the state that was validated with the zip code lookup. The customer's tax code 2 will be changed to the state abbreviation plus the number 2 and tax code 3 will be changed to the state abbreviation plus the number 3. Any issues encountered when validating the address are written to the Notes fields in the attribute. If it was not successful, the application will validate the via the Elliott database lookup.

If validating the address via an Elliott lookup, this application will read every customer that is on file and validate if either of the following can be matched:
1.The zip code, state, county and city 
2. The zip code, state and city
3. The zip code and state
4. The state 

If any of these combinations is on file, the Elliott address checked flag will be set to Y in the _CALCAVALARA attribute. Also,  the customer's tax code 1 will be changed to the state that was validated with the zip code lookup. The customer's tax code 2 will be changed to the state abbreviation plus the number 2 and tax code 3 will be changed to the state abbreviation plus the number 3. 



Update Ship-To Tax Codes

Go to System Utilities -> Global Setup -> Utilities-> Avalara Utilities-> Utilities and choose Update Ship-To Tax Codes. 



Validate Address - Default is N. If set to Y, the ship-to address will be validated using the address using the Avalara web service before performing a general lookup of the zip code, state and city in the Elliott database. If set to N, only the Elliott lookup will be performed.

If validating the address via the Avalara interface, the application will validate all of the addresses on file. The application will create the _CALCAVALARA attribute for the ship-to and set the Avalara address checked flag. If the lookup was successful, the Avalara address checked flag will be set to Y and the latitude and longitude for the address will be set in the attribute. Also, the ship-to's tax code 1 will be changed to the state that was validated with the zip code lookup. The ship-to's tax code 2 will be changed to the state abbreviation plus the number 2 and tax code 3 will be changed to the state abbreviation plus the number 3. Any issues encountered when validating the address are written to the Notes fields in the attribute. If it was not successful, the application will validate the via the Elliott database lookup.

If validating the address via an Elliott lookup, this application will read every customer that is on file and validate if either of the following can be matched:
1.The zip code, state, county and city
2. The zip code, state and city
3. The zip code and state
4. The state

If any of these combinations is on file, the Elliott address checked flag will be set to Y in the _CALCAVALARA attribute. Also, the ship-to's tax code 1 will be changed to the state that was validated with the zip code lookup. The ship-to's tax code 2 will be changed to the state abbreviation plus the number 2 and tax code 3 will be changed to the state abbreviation plus the number 3.



Update Order Tax Codes

Go to System Utilities -> Global Setup -> Utilities-> Avalara Utilities-> Utilities and choose Update Order Tax Codes. 



Validate Address - Default is N. If set to Y, the order ship-to address will be validated using using the Avalara web service. If the validation is successful, the Avalara Addr Check flag will be set to Y.

This application will read every order that is on file and validate if the zip code, state, county and city combination is on file. If the combination is not on file, the application will try to match on zip code, state, and city. If either condition is met, the order's tax code 1 will be changed to the state that was validated with the zip code lookup. The order's tax code 2 will be changed to the state abbreviation plus the number 2 and tax code 3 will be changed to the state abbreviation plus the number 3. This  match will be noted on the report as well as in the reference 1 field of the _CALCAVALARA attribute for the order.

If a valid match is found, the application will also attempt to call Avalara to calculate taxes. If the call is successful, tax amounts 1, 2, and 3 will be returned and updated on the order. 



Update Recur Order Tax Codes

Go to System Utilities -> Global Setup -> Utilities-> Avalara Utilities-> Utilities and choose Update Recur Order Tax Codes.



Validate Address - Default is N. If set to Y, the order ship-to address will be validated using using the Avalara web service. If the validation is successful, the Avalara Addr Check flag will be set to Y.
  
This application will read every recurring order that is on file and validate if the zip code, state, county and city combination is on file. If the combination is not on file, the application will try to match on zip code, state, and city. If either condition is met, the recurring order's tax code 1 will be changed to the state that was validated with the zip code lookup. The recurring order's tax code 2 will be changed to the state abbreviation plus the number 2 and tax code 3 will be changed to the state abbreviation plus the number 3. This is considered a match and this will be noted on the report as well as in the reference 1 field of the _CALCAVALARA attribute for the order.

If a valid match is found, the application will also attempt to call Avalara to calculate taxes. If the call is successful, tax amounts 1, 2, and 3 will be returned and updated on the order.  

The application will also create the _USECODE attribute record for the recurring order. If the recurring order has a ship-to code and the ship-to is taxable, it will create a _USECODE record with "TAXABLE" in reference field 1. If the ship-to is not taxable and there is a _USECODE on file for the ship-to, it will copy the attribute to the order. If not found, it will check if the customer for the recurring order has a _USECODE attribute. If it is found, it will be copied to the recurring order. If it is not found, it will check if the customer type for the customer has the _USECODE on file. If found, it will be copied to the recurring order. If not found, the attribute will be created using the default use code specified in the Avalara Global Setup.



Programs Added: AVCUSTAS, AVCUSTAP, AVSHIPAS, AVSHIPAP, AVORDHAS, AVORDHAP, AVORDRAS, AVORDRAP

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