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 > Tax Accounts
  2. Click Add
  3. Enter your Avalara CertCapture Credentials
    • Description: .
    • Type: Avalara Cert Capture should be selected in this dropdown list.
    • Notify Email: Email address to receive activity reports from the connector.
    • Avalara Store URL: This is the store URL that is provided to you by Avalara.
    • Client ID: Provided during your CertCapture account activation process
    • Avalara UserNameProvided during your CertCapture account activation process
    • Avalara Password: Provided during your CertCapture account activation process
    • Customers To Upload: This defaults to Tax Exempt.
    • Customer No For New Customers: Select the appropriate option from this dropdown list. This will determine how the system writes from your ERP. The options are:
      • Next Customer Number: Selecting this writes a new customer down into the ERP as the next customer number according to the proper range. Note also that if this is selected, the system will also download existing customers from your ERP.
      • Guest Customer Number: Selecting this option unlocks the Guest Customer No field (which must be populated with your ERP's guest customer number) and then writes all new customers into your ERP with that guest customer number.
  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.