AvaTax for Microsoft Dynamics AX Retail 2012

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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.

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

1 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 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 Introduction... 3 Overview... 3 Prerequisites... 3 Configuration Settings for AX Retail... 4 Install and Configure Retail POS... 7 Run SQL Scripts to Create AvaTax Tables... 8 Set Up Retail Stores... 9 Ensure Distribution Locations Match the AvaTax Admin Console Location Code Run Batch Scheduler Scripts Copy the AvaTax DLL Files How it Works Log in and Create Receipt/Invoice including Sales Tax Exempting Customers from Tax Avalara Support Avalara Inc. All rights reserved. Page 2 of 25

3 Introduction This guide outlines how to install and use the AvaTax for AX Retail Connector. Overview The purchase of AvaTax for AX Retail provides your organization with access to the AvaTax service and an installation package that integrates the AvaTax software into the Microsoft Dynamics AX for Retail application. This setup guide provides instructions for the following installation and configuration steps: Configuring settings for AX Retail Installing and configuring your Retail POS Setting up your retail stores Copying the AvaTax DLL files Creating a receipt including sales tax Prerequisites You must already have AvaTax for AX 2012 installed and configured. Please refer to the AvaTax for AX. In all locations where you have AX Retail POS terminals, you must also have the AvaTaxLocal service configured. Please refer to the AvaTaxLocal Install and Overview guides for installation instructions. Avalara Inc. All rights reserved. Page 3 of 25

4 Configuration Settings for AX Retail Use the following steps to configure settings for AX Retail. Log in to AX Retail and click the AvaTax menu. Under the Setup section, click Configuration Setting. Avalara Inc. All rights reserved. Page 4 of 25

Under Configuration Settings, click the Retail link On the Setup options for AvaTax Process section, note the following: Under General Options, the Disable Tax calculation option will disable tax

5 Under Configuration Settings, click the Retail link On the Setup options for AvaTax Process section, note the following: Under General Options, the Disable Tax calculation option will disable tax calculation service at the Retail POS. The Disable Address Validation will disable the AvaTax address validation service at the Retail POS. The Tax Area Code Sales Tax Group should be AVATAX (recommended). Select the Item Tax Code Tax Mapping Code checkbox if you want to map AvaTax System Tax Codes to items in the Retail POS. Selecting the checkbox enables the Tax Code Mapping Utility within the AvaTax menu. The steps for mapping items can be found in the AvaTax for Microsoft Dynamics AX 2012 Setup and User Guide. AvaTaxLocal URL: o HQ URL: Format: This can point either to the AvaTax Admin Console server: or to the AvaTaxLocal service HQ server URL. If the HQ URL points to the AvaTax server, transactions and tax rate updates will be automatically sent to the AvaTax Admin Console. Avalara Inc. All rights reserved. Page 5 of 25

6 If the AvaTaxLocal URL points to the AvaTaxLocal service rather than to the Admin Console, you will have to push transactions and rate updates to the AvaTax service by clicking on Get updates and Send transactions. o Store URL: Format: This should always point to the AvaTaxLocal service URL Every server in the network should have the AvataxLocal service installed in order to distribute specific store information to all the AvaTaxLocal stores. Click the Initialize button once when you initially set up AX Retail. This will create Normal (N) jobs for the AvaTax Configuration and related sub jobs. Initialize will also create offline profiles for the AvaTax Configuration. Click Initialize and it will transmit the configuration settings to AX Retail. o AVA_CNFG (AvaTax Configuration) o AVA_MISMAP (AvaTax Misc Charge Code Mapping) o AVA_TXCMAP (AvaTax Tax Code Mapping) Under Tax rate data update, click Get updates to launch the AvaTaxLocalGetUpdates.bat file. You can do this whenever you want to update the tax and rate data for the AvaTaxLocal HQ database. Send Transactions will launch the AvaTaxLocalPostTransactions.bat file, which will send all transactions from the AvaTaxLocalHQ database. This is needed and used only if the HQ URL is pointing to AvaTaxLocal rather than to the AvaTax service URL. When you re done, close this window. Avalara Inc. All rights reserved. Page 6 of 25

7 Install and Configure Retail POS When you download the AvaTax connector for AX Retail, you will see the following folders in the AvaTax Setup folder: AvaTaxLocal contains the files to install the AvaTaxLocal service. The AX HQ side components are the AvaTax for Dynamics AX installation files that are documented in the AvaTax for Microsoft Dynamics AX 2012 Setup and User Guide. The AX POS side components are DLLs you will need to copy to AX Retail POS folders. The AX POS side database script folder contains the database scripts you will need to run in this section of this document. At the retail stores, the first thing you will need to do is to open the AvaTaxLocal folder and install the AvaTaxLocal service. Instructions for installing AvaTaxLocal are in the AvaTaxLocal Setup Guide. Avalara Inc. All rights reserved. Page 7 of 25

Run SQL Scripts to Create AvaTax Tables Once AvaTaxLocal is installed, open SQL Management Studio on the POS Store Server and run the three database scripts in the AvaTax Setup AX POS side database

8 Run SQL Scripts to Create AvaTax Tables Once AvaTaxLocal is installed, open SQL Management Studio on the POS Store Server and run the three database scripts in the AvaTax Setup AX POS side database script folder against the store database. First, find your database in SQL Management Studio, and then browse to the AX POS side database script folder. You ll see three SQL scripts: AVA_CONFIGURATION AVA_MISCCHARGEMAPPING AVA_TAXCODEMAPPING Note that you can run the SQL scripts in any order that you want against your store database. The scripts will create three new AvaTax tables. Important: These three tables must be configured before you run the batch scheduler updates in later sections of this document, since the update scripts in that section of this document update these three new tables. Avalara Inc. All rights reserved. Page 8 of 25

Set Up Retail Stores Open Microsoft Dynamics AX, and

On the Retail area page, click on the triangle icon next to Retail

11 On the Retail stores page, scroll over to the Store number. For a store that s set up to use AvaTax, the Store number must match what is set up in the AvaTax Admin Console for the Location Code. Refer to the Admin Console User Guide for more information on setting up Company Location Codes. Avalara Inc. All rights reserved. Page 11 of 25

Ensure Distribution Locations Match the AvaTax Admin Console Location Code To see store details,

This ensures that the AvaTaxLocal POS is making tax calls to the AvaTax service based on this

13 Important: In the store address details, the address must match exactly the location address you have in the AvaTax Admin Console. This ensures that the AvaTaxLocal POS is making tax calls to the AvaTax service based on this address location. Run Batch Scheduler Scripts Once your retail stores are set up correctly, navigate back to Retail. Avalara Inc. All rights reserved. Page 13 of 25

14 On the Retail area page, click Distribution schedule under Retail scheduler. On the Distribution schedule, you will need to make sure that AvaTax setup values get transferred to the respective retail stores by running several scripts from the Distribution schedule. Note that for each of the scripts you run below, make sure you are running updates on the retail stores you indeed want to update. Inspect the Distribution locations for each of the scripts. Avalara Inc. All rights reserved. Page 14 of 25

Important: Check the Distribution location list stores as above for each of the batch scripts below,

16 Right-click Default include list and then click View details to view the stores that are included in the distribution. The stores included in the distribution are listed. Important: Check the Distribution location list stores as above for each of the batch scripts below, to ensure that AvaTax is being used to calculate sales tax for these store locations. Avalara Inc. All rights reserved. Page 16 of 25

When the job completes, run the script for N-1070 for Stores and tenders, after first

Next run the script for Tax, after first inspecting the

You will copy the AvaTax AX POS side components DLLs into the AX Retail POS client folders.

22 Copy the AvaTax DLL Files Navigate in your browser to the AvaTax Setup folder and open the AX POS side components folder. Notice that there are two folders that have identical names as the folders in the Retail POS application. Note that you will not be replacing the Retail POS folders. You will copy the AvaTax AX POS side components DLLs into the AX Retail POS client folders. Important: Ensure that you back up your Retail POS Services and Triggers folders before you copy the AvaTax DLLs into your Retail POS folders. Since the AX version that we developed AvaTax against may not be the same version that you have, especially if you ve installed hot fixes and patches, it s important that you have backup copies of your DLLs. These DLLs may need to be recompiled against your version of AX. Avalara Support can assist you with this as needed. Caution: If you ve made customizations to AX, Avalara may need to provide you the AvaTax code changes, so you can add and compile the AvaTax codes changes into your DLLs. Avalara Inc. All rights reserved. Page 22 of 25

23 Copy the DLLs from the AvaTax AX POS side components folder to your AX Retail POS Services folder. When prompted, click Yes to replace your files. Do the same for the DLLs in the Triggers folder. At this point, your POS system should be updated. You have completed installation and configuration. Avalara Inc. All rights reserved. Page 23 of 25

24 How it Works AvaTaxLocal should be installed locally where the Retail POS clients are located. If a customer purchase is a cash and carry, then the POS pings AvaTaxLocal and uses AvaTaxLocal for tax calculations. If the sale is a delivery, AX Retail pings the AvaTax service for tax calculations. Log in and Create Receipt/Invoice including Sales Tax Log into your AX Retail POS terminal. Avalara Inc. All rights reserved. Page 24 of 25

Exempting Customers from Tax Note that if you enabled the AvaTax Admin Console ECMS option forcing the application of customer exemptions, AX Retail will always check the AvaTax service to verify

25 Add a Bar code or quantity and then click ENTER. Notice sales tax has been added. Click the button to see a trace of the tax calculation. Add a customer using Add customer and add a remote shipping address to test remote ship-to address sales tax calculations. Notice how the sales tax changes based on the location. Exempting Customers from Tax Note that if you enabled the AvaTax Admin Console ECMS option forcing the application of customer exemptions, AX Retail will always check the AvaTax service to verify those exemptions. Avalara Support If you have questions and need support, please contact Avalara Support t 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 at taxrates.support@avalara.com or via chat at Avalara Inc. All rights reserved. Page 25 of 25

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