Sage 300 ERP Sales Tax

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Sage 300 ERP Sales Tax User Guide Version 1.0.1 Revision date: 01/28/2013 Avalara may have patents, patent applications, trademarks, copyrights, or other intellectual property rights governing the subject matter in this document.

intellectual property. 2013 Avalara, Inc. All rights reserved.

1 Sage 300 ERP Sales Tax User Guide Version Revision date: 01/28/2013 Avalara may have patents, patent applications, trademarks, copyrights, or other intellectual property rights governing the subject matter in this document. Except as expressly provided in any written license agreement from Avalara, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property Avalara, Inc. All rights reserved. Avalara, AvaTax Calc, AvaTax Returns, AvaTax Certs, AvaRates, TrustFile, BPObridge, Laserbridge+, Sales Taxll, Sales TaxPC, SalestaxPC+, StatetaxII, and StatetaxPC are either registered trademarks or trademarks of Avalara, Inc. in the United States or other countries. All other trademarks are property of their respective owners.

2 Contents Overview... 3 Account Activation... 3 Activate Account... 3 Set Up Your Company Tax Profile... 6 Connect to AvaTax... 8 Installing AvaTax Adapter Installation & Registration AvaTax Options Configuration Configuration AvaTax Entity/Use Code AvaTax Customer Entity Code AvaTax Customer/Tax Group AvaTax Freight/Miscellaneous Tax Code AvaTax OE Misc Charge Mapping AvaTax Item Tax Code Mapping Utility Address Validation AvaTax Customers AvaTax Locations AvaTax Ship-To Locations AvaTax Address Batch AvaTax Reconciliation AvaTax History AvaTax Reports AvaTax Sales Transaction AvaTax Options AvaTax Setup Reports AvaTax Tax Calculation Avalara Support Avalara Inc. All rights reserved.

3 Overview Overview The purchase of AvaTax ERP connector software provides your organization with access to the AvaTax Calc service, including sales tax calculation for all US states and territories and all Canadian provinces and territories (including GST, PST and HST). This guide includes instructions for the following elements: Activating your organization s AvaTax account and downloading the product Entering your AvaTax credentials into your ERP Configuring your ERP to use the AvaTax Calc service Using AvaTax features within your ERP Account Activation Activate Account After completing your organization s order with Avalara, you will receive an from support@avalara.com with a confirmation of your order. The provides access information for the AvaTax Admin Console, including the following: AvaTax Admin Console URL Username Temporary Password AvaTax Service Order details Avalara Inc. All rights reserved. Page 3 of 35

4 Account Activation To activate your organization s AvaTax Account, go to the AvaTax login page ( and log in using the username and password provided in the above referenced . On the following Activate Account page, reset your password for your account security. Avalara Inc. All rights reserved. Page 4 of 35

On the Account Activated page, print or save a copy of the Avalara MSA for your records.

5 Account Activation On the Activate Account > Accept MSA page, read and accept the Avalara Master Services Agreement (MSA). If you need a colleague or business consultant to review the MSA before accepting, click on the icon to send them a link to the MSA. Click Accept to continue. On the Account Activated page, print or save a copy of the Avalara MSA for your records. Also, make sure to write down your credentials to connect your accounting system to the AvaTax Calc service. Avalara does not store these credentials, so you need to file these within your records. Click Next to continue to the AvaTax Admin Console Get Started page. Avalara Inc. All rights reserved. Page 5 of 35

6 Account Activation Set Up Your Company Tax Profile The AvaTax Admin Console is a secure website, and your credentials access functionality and information specific to your organization. Once you ve activated your account and clicked Next in the previous step, you will be logged into the Admin Console. Use the Get Started link under the Home tab of the Admin Console at any time to return to this page for company profile revisions. Click the triangle icon to expand the company tax profile setup section. Avalara Inc. All rights reserved. Page 6 of 35

7 Account Activation A series of steps and videos walk you through what you need to do to get up and running with AvaTax. If you need assistance at any time, contact your AvaTax GoLive Consultant at golive@avalara.com. Avalara Inc. All rights reserved. Page 7 of 35

8 Account Activation Connect to AvaTax Click the triangle icon next to Connect to AvaTax to expand the section. Click the Software Connector icon to download your AvaTax ERP connector. Select the product you wish to download. Avalara Inc. All rights reserved. Page 8 of 35

Depending on your browser, a download prompt appears.

9 Account Activation Select the version of the accounting/erp software your company is currently using. Depending on your browser, a download prompt appears. Save the ZIP file to your local drive. Avalara Inc. All rights reserved. Page 9 of 35

10 Installing AvaTax Installing AvaTax Prior to installing Sage 300 ERP Sales Tax by Avalara, it is important to first have your organization s Sage 300 ERP solution developer review the source code in your Sage 300 ERP application for any addon applications or custom-written/modified objects/code. In the event that there are add-on applications, third-party products, or custom-written enhancements within the Sage 300 ERP application, it is imperative that your organization s Sage 300 ERP solution provider properly merge the AvaTax code with any other Add-Ons or custom-written enhancements. There are two distinct elements for AvaTax: the adapter and the connector objects. Please note that this process must be performed both at the application server level AND on the computer/workstation of every Sage 300 ERP user requiring access to the AvaTax service in your network. First, open the downloaded ZIP file and make the contents of the package available to execute on the server hosting Sage 300 ERP. Make sure all Sage 300 ERP users are logged out and the application itself is not open. Open the Sage 300 ERP integration.exe file. Adapter Installation & Registration The adapter must be first installed and registered on the server hosting the Sage 300 ERP application, and subsequently each workstation where Sage 300 ERP client is installed. NOTE: If you are using Windows Vista or Windows 2008, installing Sage 300 ERP Sales Tax by Avalara to the default path (C:/Program Files\Sage Software\Sage 300 ERP) could cause problems with Security, because these operating systems do not allow more than one user to open the program. To avoid these potential problems, change the Program and Shared Data directories to locations other than the default path. For example: o o For Programs, install to C:\Sage Accpac For Shared Data, install to C:\ AccpacData Once the ZIP file is downloaded from the Avalara Customer Center, access and run the AvaTax.exe file contained within. Avalara Inc. All rights reserved. Page 10 of 35

Installing AvaTax Execute the AvaTax.exe file. Click Next to continue.

Installing AvaTax Click Install to begin installation.

13 Installing AvaTax Once the installation on the server is complete, the client installer will need to be run on each workstation using Sage 300 ERP. The client installation can be found in the TVxxA folder in the Sage 300 ERP directory. Avalara Inc. All rights reserved. Page 13 of 35

Installing AvaTax When the installation has completed,

16 Installing AvaTax AvaTax Options To enable the AvaTax options, you must first open the Administrative Services menu and click the Data Activation option. Configuration Click the AvaTax Setup menu, then AvaTax Options. Avalara Inc. All rights reserved. Page 16 of 35

Click the Test Connection button to test your connection to the AvaTax Calc service.

17 Installing AvaTax In the subsequent menu, go through each tab and complete the respective fields. The Security tab holds your service URL, Account Value and End User License Key. Click the Test Connection button to test your connection to the AvaTax Calc service. The General tab allows you to map tax codes and enable Entity/Use Codes. Avalara Inc. All rights reserved. Page 17 of 35

Calc service If checked, the AvaTax Calc service will check addresses before calculating tax. Unchecked by default. If left unchecked, transactions will have a posting date of the original invoice.

18 Installing AvaTax The Tax Calculation tab contains settings for general behavior of tax calculations. Field Disable Tax Calculation Always check addresses before calculating Use Posting Date to Post Transactions Multiple Shipments Initiation Options Default Tax Group Description Disables the AvaTax Calc service If checked, the AvaTax Calc service will check addresses before calculating tax. Unchecked by default. If left unchecked, transactions will have a posting date of the original invoice. Selecting this option will use the date the invoice was posted instead. Allows the header or line ship-to code to be used for multiple shipments. Default setting is header. Default and preferred setting is Initiate AvaTax based on Tax Group Code. The Initiate AvaTax based on Country Name and its sub-options are unavailable at this time. Tax Group Code field must be set to AVATAX for the AvaTax Calc service to calculate tax. Avalara Inc. All rights reserved. Page 18 of 35

19 Installing AvaTax The Address Validation menu contains simple controls and options. Field Disable Address Validation Return results in Uppercase Check Address Options During Batch Address Validation Description Enables/disables address validation. Default setting is unchecked. Validated addresses will bedisplayed in capital letters. Default setting is unchecked. Options for automatic or on-demand address checking. Default setting is ondemand. Enables/disables processing protocol for error detection. Default setting is unchecked. Avalara Inc. All rights reserved. Page 19 of 35

Installing AvaTax The About AvaTax menu contains details about the software, as well as

Field Entity/Use Code Description Description Arrows allow selection of Entity/Use Code.

21 Configuration Configuration The following sections describe proper procedures for configuring the AvaTax integration. AvaTax Entity/Use Code The Entity/Use Code menu allows you to view available Entity/Use Codes as well as create your own. Field Entity/Use Code Description Description Arrows allow selection of Entity/Use Code. Magnifying glass allows selection via a list. Explains the applicable situation for selected Entity/Use Code Avalara Inc. All rights reserved. Page 21 of 35

22 Configuration AvaTax Customer Entity Code The Customer Entity Code menu allows you to map Entity/Use Codes to specific addresses. Select a customer in the Customer Number field, then the Address Type from the drop-down menu, and then use the magnifying glass button you are finished, click Add and then Close. to select the Entity/Use Code you want to map. When Field Customer Number Customer Name Entity/Use Code Description Allows lookup of customer database via alphanumeric list Automatically populates with name of customer selected in Customer Number field Lookup for Entity/Use Codes Avalara Inc. All rights reserved. Page 22 of 35

Configuration AvaTax Customer/Tax Group The Customer/Tax Group utility allows you to upgrade existing customers to the AVATAX tax schedule, which captures their information via the AvaTax service.

23 Configuration AvaTax Customer/Tax Group The Customer/Tax Group utility allows you to upgrade existing customers to the AVATAX tax schedule, which captures their information via the AvaTax service. Use the fields to define the customer records you want to update, and click the Update button to do so. Field Tax Group Record Type Country State Update all Ship-To records associated with customer From Customer Number/To Customer Number Description Lookup for tax schedule. Must be set to AVATAX in order to update customers for the service. Defines type of record the utility will update Allows batch selection of customers by country Allows ranged selection of customers by state If checked, utility will update all Ship-To records of selected customer(s) Allows ranged selection of customers based on number Avalara Inc. All rights reserved. Page 23 of 35

Configuration AvaTax Freight/Miscellaneous Tax Code The Freight/Miscellaneous Tax Code utility allows the lookup and creation of available tax codes for freight and miscellaneous charges.

Mapping utility AvaTax OE Misc Charge Mapping The OE Misc Charge Mapping utility allows the lookup and selection of freight and miscellaneous tax codes for mapping to an item.

24 Configuration AvaTax Freight/Miscellaneous Tax Code The Freight/Miscellaneous Tax Code utility allows the lookup and creation of available tax codes for freight and miscellaneous charges. Field Tax Code Description AvaTax Freight Code Mapping Description Lookup for available freight/miscellaneous tax codes Autopopulates on information on selected tax codes Opens OE Misc Charge Mapping utility AvaTax OE Misc Charge Mapping The OE Misc Charge Mapping utility allows the lookup and selection of freight and miscellaneous tax codes for mapping to an item. Field Miscellaneous Charge Code Description Tax Code Description Lookup for miscellaneous charge codes Autopopulates with information on selected tax codes Lookup for applicable tax codes Avalara Inc. All rights reserved. Page 24 of 35

25 AvaTax Item Tax Code Mapping Utility The Item Tax Code Mapping Utility allows the lookup and selection of tax codes for mapping to items. Field Type Item Number Description AvaTax Tax Code Description Allows toggling between items and categories Allows lookup and selection of applicable items Autopopulates with information on selected item Lookup for applicable tax codes Avalara Inc. All rights reserved. Page 25 of 35

Address Validation Address Validation The following utilities configure Sage 300 ERP for Avalara s address validation functionality, which checks transaction addresses

Please note that saving any transaction in the following utilities or menus will trigger an address validation.

26 Address Validation Address Validation The following utilities configure Sage 300 ERP for Avalara s address validation functionality, which checks transaction addresses against USPS standards. To access the Address Validation menu, go to Sage Accpac Sales Tax, Powered by AvaTax > AvaTax Address Validation. Please note that saving any transaction in the following utilities or menus will trigger an address validation. AvaTax Customers The functionality and fields in this menu are identical to that of the A/R Customers utility (Accounts Recievable > A/R Customers), with the addition of an AvaTax menu item allowing access to AvaCert functionality. Avalara Inc. All rights reserved. Page 26 of 35

27 Address Validation AvaTax Locations The functionality and fields in this menu are identical to that of the Locations utility (Inventory Control > IC Setup > Locations). Avalara Inc. All rights reserved. Page 27 of 35

> A/R Setup > Ship-To Locations), with the addition of an AvaTax menu item

28 Address Validation AvaTax Ship-To Locations The functionality and fields in this menu are identical to that of the Ship-To Locations utility (Accounts Receivable > A/R Setup > Ship-To Locations), with the addition of an AvaTax menu item allowing access to AvaCert functionality. Avalara Inc. All rights reserved. Page 28 of 35

29 Address Validation AvaTax Address Batch The Address Batch utility allows you to batch validate customer addresses and locations. You can either select a range via the From/To Customer and From/To State fields, or all via the default settings. Avalara Inc. All rights reserved. Page 29 of 35

Address Validation AvaTax Reconciliation The Reconciliation utility checks transactions in your Sage 300 ERP system against transactions in the Admin Console to test for

30 Address Validation AvaTax Reconciliation The Reconciliation utility checks transactions in your Sage 300 ERP system against transactions in the Admin Console to test for discrepancies. It can be accessed by going to Sage Accpac Sales Tax, Powered By AvaTax > AvaTax Inquiries > AvaTax Reconciliation. Avalara Inc. All rights reserved. Page 30 of 35

31 Address Validation AvaTax History The History utility allows the lookup of tax details on posted invoices. It can be accessed by going to Sage Accpac Sales Tax, Powered By AvaTax > AvaTax Inquiries > AvaTax History. Use the magnifying glass button to lookup and select an invoice. Avalara Inc. All rights reserved. Page 31 of 35

32 AvaTax Reports AvaTax Reports AvaTax Sales Transaction The Sales Transaction utility can be used to create a report displaying posted or saved documents based on type, number range, and date range. AvaTax Options The AvaTax Options menu prints a report of current AvaTax settings. Avalara Inc. All rights reserved. Page 32 of 35

AvaTax Reports AvaTax Setup Reports The Setup Reports utility can be used to generate a report of the current setup of Entity/Use Codes, Freight Codes,

33 AvaTax Reports AvaTax Setup Reports The Setup Reports utility can be used to generate a report of the current setup of Entity/Use Codes, Freight Codes, Entity/Use Code mapping, Freight Code mapping and Item/Tax Code mapping based on a selected customer range. Avalara Inc. All rights reserved. Page 33 of 35

AvaTax Tax Calculation AvaTax Tax Calculation The full range of order entry screens found at

menus included with Sage 300 ERP, with the exception of AvaTax Batch Tax Calculation.

AvaTax Shipment Entry utilities with selectable range parameters.

34 AvaTax Tax Calculation AvaTax Tax Calculation The full range of order entry screens found at Sage Accpac Sales Tax, Powered by AvaTax > AvaTax Tax Calculation are identical to the stock menus included with Sage 300 ERP, with the exception of AvaTax Batch Tax Calculation. This menu allows batch tax calculation for documents created in the AvaTax Order Entry and AvaTax Shipment Entry utilities with selectable range parameters. The option to continue batch processing regardless of errors can be enabled via the respective checkbox. Avalara Inc. All rights reserved. Page 34 of 35

Avalara Support Avalara Support If you have questions, please contact Avalara Support with our toll free number (1-877) 780-4848, option 2. Standard support hours are 7:00 a.m. to 4:00 p.m. Pacific, Monday through Friday.

35 Avalara Support Avalara Support If you have questions, please contact Avalara Support with our toll free number (1-877) , option 2. Standard support hours are 7:00 a.m. to 4:00 p.m. Pacific, Monday through Friday. Requests for assistance can also be placed online via the AvaTax Admin Console ( ). Log in to the AvaTax Admin Console, and click Help or Chat from the Home tab. Avalara Inc. All rights reserved. Page 35 of 35

AvaTax for Microsoft Dynamics AX Retail 2012

AvaTax for Microsoft Dynamics AX Retail 2012 Revision date: 04/22/2013 Avalara may have patents, patent applications, trademarks, copyrights, or other intellectual property rights governing the subject matter in this document. Except as expressly