Additional Avalara Configuration Settings

In addition to the Avalara API Configuration Settings you must set some additional options in Eclipse in Product Maintenance, Ship Via Maintenance, and Customer Maintenance. Avalara must be enabled to activate the fields in the following procedures.

Note: The Avalara Tax Code values you define in Eclipse are not validated. These values are used by Avalara in the rules and configurations that you have set on Avalara's Admin Portal interface.

Review the following Eclipse areas:

• Product Maintenance

  Product Maintenance Settings

  Use the Tax Exception Groups window from Product Maintenance to define the Avalara Tax Code. Eclipse passes this value to Avalara in the Get Tax transaction and enables you to configure rules in the Avalara Admin Portal for how products with this code should be taxed.

  To set the Avalara tax code:

  1. From the Maintenance menu, select Product to display the Product Maintenance window.

  2. From the Additional Data menu, select Tax Group Maintenance to display the Product Tax Exception Groups window.

  3. Use the Avalara Tax Code field to select the default tax code to use for Avalara tax calls.

  4. Select the Always Taxable in Avalara check box to have the Avalara system always apply tax to the item.

  Note: This overrides any tax exemption on the order. It allows you to make sure that you collect tax on items that should always be taxable, even if a customer has a tax-exempt certificate code on the order.

  5. Click OK to save your changes and exit the window.

• Price Line Maintenance

  Price Line Maintenance Settings

  As with other parts of Eclipse, values set at the product level through Product Maintenance override values set at the price line level. However, if all items in a particular price line are classified the same for sales tax purposes, the Avalara tax code settings can be set at the price line level to encompass them all. Eclipse passes this value to Avalara in the Get Tax call and can be part of the rules defined in the Avalara Admin Portal for sales tax determination.

  To set the Avalara tax code:

  1. From the Maintenance menu, select Price Maintenance to display Price Maintenance.

  2. From thePrice Maintenancemenu, select Price Line to display the Price Line Maintenance window.

  3. Display the Price Line for which you want to assign a tax code.

  4. From the Edit menu, select Tax Exception Groups to display the Product Tax Exception Groups window.

  5. Use the Avalara Tax Code field to select the default tax code to use for Avalara tax calls.

  6. Click OK to save your changes and exit the window.

• Ship Via Maintenance

  Ship Via Maintenance Settings

  Use Ship Via Maintenance to enter the Avalara Freight Code to define which freight code to use for the selected ship via.

  To set the Avalara freight code:

  1. From the Maintenance menu, select Ship Via to display Ship Via Maintenance.

  2. In the Ship Via field, enter the ship via you want to assign an Avalara freight code.

  3. In the Avalara Freight Code field, enter the code you want to use. Freight codes must start with FR.

  4. Save your changes and exit the window.

• Branch Maintenance / Ship Via Overrides

  Branch Maintenance Ship Via Override Settings

  Use Branch Maintenance to define the Avalara Freight Code to use for override settings.

  To set the Avalara freight code:

  1. From the Maintenance > Branch menu, select Branch to display Branch Maintenance.

  2. In the Branch field, enter the branch for which a ship via override of freight tax code needs to be set.

  3. From the Maintenance menu in Branch Maintenance, select Ship Via Branch Overrides to display the Ship Via Branch Overrides window.

  4. Select the ship via you want to use.

  5. In the Avalara Freight Code column, enter the default tax code you want to use for freight charges. Freight codes much start with FR.

  6. In Avalara Freight IN Code, enter the code for taxing expenses related to receiving freight. For example, the shipping and handling cost of bringing inventory into your branch.

  7. In Avalara Freight OUT Code, enter the code for taxing expenses related to sending freight out. For example, the shipping and handling cost of delivering goods to your customers.

  8. In the Avalara POA Override field, select the branch you want to use to override the default tax calculation. This field could apply to a Ship Via location that taxes the freight based on the state of origin.The branch that you enter here automatically overrides the previous location defaults.
     Note: Point of Order Acceptance (POA) is the location that the order was accepted. In some states, tax is applied based on the order of acceptance, which would be the branch location where you enter the order.

  9. Save your changes and exit the window.

• Customer Maintenance

  Customer Maintenance Settings

  Use the Avalara Usage Type field in Customer Maintenance to map custom values created by the user within Avalara's Administrative console. These values handle all tax exemption scenarios including the intersection of product and customer categorizations. Eclipse passes this value to Avalara in the Get Tax call and can be part of the rules defined in the Avalara Admin Portal for sales tax calculations.

  The Eclipse system can send customer information to the Avalara site using the Sync Customer Data with Avalara feature. Use this feature to keep the same customer data on Avalara that is on Eclipse. You can also establish a new Eclipse customer in the Avalara system. Select the Sync Customer Data with Avalara check box, and Eclipse automatically sends the required customer information to Avalara. If this is a new customer, Avalara assigns a Customer number to the account during the transmission.

  Use the Allow Copy Avalara Bill-To Usage Code To All Ship-Tos control maintenance record to indicate if you want the system to push the usage code from Avalara used for your bill-to customers to all your ship-to customers as well.

  Note: All tax exemption certificates are maintained and supported by Avalara. You do not need to change any configuration settings.

  To set the usage type:

  1. From the Maintenance menu, select Customer to display the Customer Maintenance window.

  2. From the Pricing menu, select Sales Tax to display the Sales Tax window.

  3. Use the Avalara Usage Type field to name the usage type.

  The remaining fields are grayed out and uneditable.

  4. Select the Sync Customer Data with Avalara check box, and Eclipse automatically sends the required customer information to Avalara. If this is a new customer, Avalara assigns a Customer number to the account during the transmission.

  5. Save your changes and exit the window.