Avalara CertCapture for Enterprise for Windows

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Configuration Guide

For this to function properly, a customer must be set to Non-Taxable, have a valid address and a valid email address. By default, the system utilizes the default CertCapture Standard Request template (which is located on the certcapture.com site that you are provided under Manage Documents > Email Templates and Cover Letters.) You can edit those templates there.

Connect to Avalara CertCapture

To configure Enterprise for Windows to use Avalara CertCapture, you need to:

  1. Go to Maintain > Setup > Connector Accounts
  2. Click Add
  3. Enter your Avalara CertCapture Credentials
    • Description: Use this to easily identify what kind of connector this is.
    • Type: Avalara Cert Capture should be selected in this dropdown list.
    • Notify Email: Email address to receive activity reports from the connector.
    • Notify Verbosity: Use this dropdown list to setup how frequently you want to receive notifications:
      • All - receive email alerts every time the connector runs, regardless of activity
      • Activity - receive email alerts when something is uploaded to or downloaded from Avalara
      • Errors - only receive alerts when the connector encounters errors
      • None - receive no email alerts ever
    • Avalara URL: This is the URL that is provided to you by Avalara.
    • Client ID: Provided during your CertCapture account activation process
    • Avalara UserName: This is the API User Name that can be generated at the CertCapture console by clicking on My Profile | REST API Access.
    • Avalara Password: This is the API Password that can be generated at the CertCapture console by clicking on My Profile | REST API Access.
    • The Test Connect button should allow you to identify any login issues.
    • The Enabled checkbox must be checked for this to function.
  4. Click the Test Connection button. Resolve any observed errors.
  5. Once you are satisfied with your setup, click Save.

Create the Jobs

There are three prominent jobs that are relevant to this system.

Run Connectors Job

To ensure BirdDog keeps the data flowing between your ERP and CertCapture automatically you will need to:

  1. Go to Maintain > Jobs
  2. Click on the Schedule New Job button
  3. Select Run Connectors in the Job dropdown list
  4. Schedule the job according to how frequently you want it to run (for example, every hour or at a certain time each day.)
  5. Save.

Email Expired Sales Tax Certificates Job

To ensure BirdDog sends emails to customers who have expired Sales Tax Certs, you will need to:

  1. Go to Maintain > Jobs
  2. Click on the Schedule New Job button
  3. Select Email Expired Sales Tax Certificates in the Job dropdown list
  4. Schedule the job according to how frequently you want it to run (for example, every hour or at a certain time each day.)
  5. In Service Data, populate this
    • Avalara CertCapture Email Template ID - this ID number is located in the certcapture.com site that you are provided under Manage Documents > Email Templates and Cover Letters. Edit the template and note the number in the URL.
    • Days after certification expiration to continue notification - the number you plugin here will determine how many days from the expiration date that emails will be sent. So if you enter 90, the system will send the last email reminder ninety days after the expiration date.
    • Number of requests to send - this is the total number of times the system will email reminders. Combined with the above-number, the system auto-calculates when to send the reminder.
  6. Save.

Email Expiring Soon Sales Tax Certificates Job

To ensure BirdDog sends emails to customers who have expired Sales Tax Certs, you will need to:

  1. Go to Maintain > Jobs
  2. Click on the Schedule New Job button
  3. Select Email Expired Sales Tax Certificates in the Job dropdown list
  4. Schedule the job according to how frequently you want it to run (for example, every hour or at a certain time each day.)
  5. In Service Data, populate this
    • Avalara CertCapture Email Template ID - this ID number is located in the certcapture.com site that you are provided under Manage Documents > Email Templates and Cover Letters. Edit the template and note the number in the URL.
    • Days before certification expiration to sned notification - the number you plugin here will determine how many days before the expiration date that emails will be sent. So if you enter 90, the system will send the first email reminder ninety days before the expiration date.
    • Number of requests to send - this is the total number of times the system will email reminders. Combined with the above-number, the system auto-calculates when to send the reminder.
  6. Save.