AvaTax for Netsuite OneWorld

Transcription

1 AvaTax for Netsuite OneWorld User Guide Version Revision date: 12/14/2012 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... 4 Account Activation... 4 Activate Account... 4 Set Up Your Company Tax Profile... 7 Install the AvaTax for Netsuite OneWorld Bundle... 9 Create Tax Codes Specify Tax Agency Calculating Tax for Multiple Subsidiaries AvaTax Setup Menu Configuration AvaTax Credentials General Settings Tax Calculation Settings Address Validation Settings AvaTax Version and Account Information View Configuration Entity/Use Codes Shipping Codes View Menu Transactions Voided Transactions Committed Transactions Reconciliation Menu Create Reconciliation Batch View Reconciliation Results Address Validation Menu Quick Validate Validate Records Filter by Subsidiary Filter by Location Filter by Customer Address Validation for Vendors View Batches Avalara Inc. All rights reserved.

3 Tax Recalculation Menu Customer Card Address Tab Address Validation Entity/Use Codes Financial Tab AvaTax Tab Item Card Transaction Processing Create New Invoice Specify Latitude/Longitude Coordinates Items Tab Shipping Tab Accounting Tab AvaTax Tab Appendix A: Managing Exempt Customers In Netsuite OneWorld Using the AvaTax Certs Product Using the AvaTax Exemption Certificate Management System Using the Entity/Use Code Field Using the Taxable Checkbox Appendix B: Managing Item Taxability in Netsuite OneWorld Mapping Tax Codes in Netsuite OneWorld (Preferred) Mapping Items to Tax Codes in the Admin Console (Not Preferred) Appendix C: Item Mapping Mass Updates Comma-Separated Value Import Scan and Upload CSV File Import Options File Mapping Field Mapping Save Mapping and Start Import Appendix D: Creating Tax Codes for Multiple Subsidiaries Avalara Support Avalara Inc. All rights reserved.

4 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 4 of 47

5 Account A 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 5 of 47

6 Account A 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 How to Setup page. Avalara Inc. All rights reserved. Page 6 of 47

7 Account A 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 under the Organization tab. Use the How to Setup link under the Organization 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 7 of 47

8 Account A 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 Coordinator at golive@avalara.com. Avalara Inc. All rights reserved. Page 8 of 47

9 Install the Install the AvaTax for Netsuite OneWorld Bundle The next step of the setup process is to install the AvaTax for Netsuite OneWorld bundle via the Netsuite web application. Log in to your Netsuite web application and go to Setup > Customization > Install Bundle. In the Install Bundle page, enter AvaTax in the Keywords field. Click Search. From the search results, select the AvaTax OneWorld bundle. The Bundle ID is Avalara Inc. All rights reserved. Page 9 of 47

10 Install the On the Bundle Details page, click Install to begin the installation. On the Preview Bundle Install page, all the items to be added by the AvaTax OneWorld bundle are displayed. Avalara Inc. All rights reserved. Page 10 of 47

11 Install the Determine any potential conflicts with existing elements or add-ons, and select the appropriate action from the drop-down menus in the Preference column. If there is no conflict for a given element in the list, no action is necessary. Click Install Bundle to begin installation. Avalara Inc. All rights reserved. Page 11 of 47

12 Install the On the Installed Bundles page, the installation progress is displayed under the Status column. Create Tax Codes You will next generate a Tax Code. Go to Setup > Accounting > Tax Codes > New. Click the link for the country your company is located in. NOTE: AvaTax only supports the United States and Canada at this time. Avalara Inc. All rights reserved. Page 12 of 47

13 Install the Enter the required information on the New Tax Code page.. Field Tax Name Display Name/Code Description Rates Subsidiaries Tax Agency Tax Account Description Must be set to AVATAX for the bundle to function. Displays on customer invoices. Sales Tax is the recommended value. Optional. Value can be inputted if desired. Must be 0.00 for the bundle to function. Only one subsidiary can be selected per tax code. If tax calculation is desired for multiple subsidiaries, more tax codes must be created. Please see the Tax Agency section for instructions. Select the tax control account where sales tax payable should accrue. If none exists, you must exit the New Tax Code page, create a new tax control account, and then return to the New Tax Code page. Specify Tax Agency The Tax Agency field indicates the vendor your accrued tax liability will be associated with. To create a new tax agency, use the plus button to the right of the field. Field Company Name Subsidiary Category (located on the Info tab below) Description Recommended value is Avalara. Must match the subsidiary for the tax code the vendor is used for. Category must be set to Tax agency for the bundle to function. Click Save to finish. Avalara Inc. All rights reserved. Page 13 of 47

14 AvaTax S Calculating Tax for Multiple Subsidiaries If you want to calculate tax for more than one subsidiary, you must create a unique tax code that starts with AVATAX for every subsidiary with which you intend to calculate tax. We recommend using the format AVATAX-Your Subsidiary Name. AvaTax Setup Menu The setup menu for your AvaTax for Netsuite OneWorld bundle is located in the AvaTax tab. It contains multiple options for configuration. Configuration The AvaTax Configuration page contains settings and options for the setup of the AvaTax for Netsuite OneWorld bundle. It can be accessed by going to AvaTax > Setup > Configure AvaTax. AvaTax Credentials The initial page concerns your account information and security. These are the credentials you received via from Avalara when you activated your AvaTax account. NOTE: The Expiry Date field does not need to be completed. It will be automatically populated after you click the Next button. Avalara Inc. All rights reserved. Page 14 of 47

15 AvaTax S General Settings The General Settings page contains options applying to item and customer-specific settings in the AvaTax for Netsuite Bundle. Field User Defined 1 User Defined 2 Send Item Account to AvaTax Enable Item Tax Code Mapping Enable Entity/Use Code Customer Code Customers Default to Taxable Default Tax Code To Default Shipping Code Default Miscellaneous Code Show warnings/errors Description Capable of passing on data that does not concern tax information. There are many options available in the drop-down list. Capable of passing on data that does not concern tax information. There are many options available in the drop-down list. Enables the General Ledger account associated with the item to be passed in an informational field to the AvaTax Calc service. Enables mapping of AvaTax tax codes to Netsuite Items on the AvaTax tab of the item. Enables entity/use code mapping at the address level Controls the customer identifier sent to the AvaTax Calc service. This field is leveraged for the Avalara Exemption Certificate Management Service (ECMS). Enables a default checking of the Taxable checkbox when saving customer records for new and/or existing customers. Leaving this field blank will disable this functionality. Automatically sets the customer s tax code when saving customer records for new and/or existing customers. Leaving this field blank will disable this functionality. Sets the shipping code for shipping charges entered on sales documents. For more information on adding shipping codes, see the Shipping Codes section. If your company does not make use of Netsuite s shipping functionality, this option may be ignored. Sets the shipping code for miscellaneous charges entered on sales documents. For more information on adding miscellaneous codes, see the Shipping Codes section. If your company does not make use of Netsuite s shipping functionality, this option may be ignored. Controls whether AvaTax warnings and/or errors are displayed. Avalara Inc. All rights reserved. Page 15 of 47

16 AvaTax S Field Billable Time Name Description Controls whether billable time will be captured by the AvaTax Calc service with specific item names or just Billable Time. Tax Calculation Settings The Tax Calculation Settings page contains options related to the AvaTax for Netsuite OneWorld s tax calculation parameters. Field Disable Tax Calculation Disable Tax Calculation at line level Enable Logging Calculate Tax on Demand Tax Rate Round-off Tax percentage (Decimal Place) Default Tax Code Description Enables /disables tax calculation within the AvaTax for Netsuite OneWorld bundle. Enables/disables tax calculation when adding new lines Enabled by default. Enables local-level logging for the AvaTax for Netsuite OneWorld bundle. Enables/disables a Calculate Tax button on sales documents that will trigger a tax calculation when clicked. Allows you to control whether or not the tax rate displayed to the customer factors in exemptions and partial taxability. Controls the number of decimal places that display in any calculated tax rate. Default setting is 2. For each subsidiary, this drop-down menu must be set to its company-specific tax code. The Default Tax Code Rate and Default Tax Code Country fields will be automatically populated. Avalara Inc. All rights reserved. Page 16 of 47

17 AvaTax S Address Validation Settings The Address Validation Settings page contains options related to AvaTax for Netsuite OneWorld s address validation parameters. Field Disable Address Validation Result in Upper Case Batch Processing Description Enables/disables the AvaTax connector s address validation functionality. If enabled, all address validation results will be saved to the address record in uppercase format. Enables the manual or automatic acceptance of batch address validation results. AvaTax Version and Account Information The AvaTax Details page contains version and account information. Avalara Inc. All rights reserved. Page 17 of 47

18 AvaTax S View Configuration The AvaTax Configuration page allows you to view your settings in a tabbed, view-only mode. It can be accessed by going to AvaTax > Setup > View Configuration. Entity/Use Codes The Entity/Use Code List page allows the addition of entity/use codes, which can be mapped to addresses in Netsuite. It can be accessed by going to AvaTax > Setup > Entity/Use Code. To add an entity/use code, click the New button. Once it is properly added, it will be available for mapping to customer addresses. Shipping Codes The Shipping Codes List page allows the addition of AvaTax tax codes relating to shipping. They can then be mapped to freight charges in sales documents via the General Settings section of the AvaTax Configuration page. The Shipping Codes List page can be accessed by going to AvaTax > Setup > Shipping Codes. To add an AvaTax tax code, click the New button. Avalara Inc. All rights reserved. Page 18 of 47

19 View Men View Menu The View menu contains options for viewing summary listings of transactions located in the AvaTax Admin Console. It can be accessed going to AvaTax > View. Transactions The AvaTax Transactions screen allows you to view summary listings of Header-Level information for documents located in the AvaTax Admin Console. It has filters for Date, Document Type and Document Status. It can be accessed by going to AvaTax > View > Transactions. Voided Transactions The AvaTax Voided Transactions List allows you to view summary listings of Header-Level information for documents deleted in Netsuite Oneworld and voided in the AvaTax Admin Console. It can be accessed by going to AvaTax > View > Voided Transactions. Committed Transactions The AvaTax Committed Transactions List allows you to view summary listings of Header-Level information for documents committed in in the AvaTax Admin Console. It can be accessed by going to Avalara Inc. All rights reserved. Page 19 of 47

20 Reconcili AvaTax > View > Committed Transactions. Reconciliation Menu The Reconciliation menu contains the utility to create reconciliation batches, and a list to view the results. It can be accessed by going to AvaTax > Reconciliation. Create Reconciliation Batch The Create Batch utility generates reconciliation batches based on the criteria of Starting Date, Batch Name, and Subsidiary. These batches help ensure that information from both Netsuite OneWorld matches that of the AvaTax Admin Console. It can be accessed by going to AvaTax > Reconciliation > Create Batch. View Reconciliation Results The View Reconciliation Results screen shows the progress and statuses of all active reconciliation batches. Batches with a batch status of Completed will contain a hyperlink under the Details column. When clicked, it will display a detailed listing of problematic documents found during batch processing. Avalara Inc. All rights reserved. Page 20 of 47

21 Address V Address Validation Menu Quick Validate The Quick Validate utility validates a single address. To access it, go to AvaTax > Address Validation > Quick Validate. Enter an address and click Validate. Validate Records The Validate Records utility allows you to validate addresses of multiple locations and customers. To access the utility, go to AvaTax > Address Validation > Validate Records > Subsidiary. NOTE: AvaTax currently only validates addresses in the United States and Canada. Filter by Subsidiary You can filter records by subsidiary(s) and by type of address to be validated in the subsidiary record. Avalara Inc. All rights reserved. Page 21 of 47

22 Address V Field Select Subsidiary(s) Type of Address to be validated in a Subsidiary record Only Active Records Description Lists available subsidiaries for validation. Defines address type to be validated. If checked, only active records will be considered for validation. Filter by Location You can filter records by all or specific locations, or by active records. Field Type of Location(s) to be validated Select Subsidiary(s) Select Location(s) Include Sub-Location(s) Only Active Records Description Defines location type to be validated. Lists available subsidiaries for validation. Lists available locations for validation. If checked, sub-locations will be validated. If checked, only active records will be considered for validation. Avalara Inc. All rights reserved. Page 22 of 47

23 Address V Filter by Customer You can also filter address validations by type of customers, by record creation date, and by address type. Field Type What type of customers? Select Subsidiary(s) Date created Address Type Only Active Records Description Defines customer type to be validated. Individuals, companies or both can be selected here. Lists available subsidiaries for validation. Defines creation date range of customer records to be considered. Defines type of address to be considered. If checked, only active records will be considered for validation. Avalara Inc. All rights reserved. Page 23 of 47

24 Address V Address Validation for Vendors Vendor addresses can also be validated on the Vendor record as well. Go to Lists > Vendors and then click on Edit to edit a vendor. Click on the Address tab on the Edit Vendor page. Select an address and then click Validate Address. Avalara Inc. All rights reserved. Page 24 of 47

25 Tax Reca View Batches On the Create Address Validation Batch screen, you can view the progress of your address validation processes. To access this page, go to AvaTax > Address Validation > View Batches. Click the View Details hyperlink located to the far right of each batch entry to view the results of your address validation batches. The lists can be filtered via the Sublist Criteria field. Tax Recalculation Menu The Tax Recalculations utility allows you to recalculate a batch job. To access the utility, go to AvaTax > Tax Recalculation > Create Recalculation Batch. In the Recalculation Utility, enter the Batch Name, a Description, and indicate the filter criteria. Avalara Inc. All rights reserved. Page 25 of 47

26 Tax Reca You can specify whether it is a Transaction Date, Date Created, or Date Modified. Specify a From and To Date, and then click Submit. After you submit, you ll see the list of submitted batch jobs, their record types, from and to dates, and the batch status. If the batch is In Queue, that means it has not been processed. You can also view batch jobs by going to AvaTax > Tax Recalculation > View Recalculation Batch. Avalara Inc. All rights reserved. Page 26 of 47

27 Custome Customer Card The Customers page contains functionality for AvaTax Calc s tax automation and customer taxability, as well as credentials for AvaTax Certs. It can be accessed by going to Lists > Relationships > Customers. Address Tab The Address tab contains individual customer addresses and controls for the AvaTax for Netsuite OneWorld bundle. When the Customer page is in Edit mode and an address is selected, you can validate the address or add an entity/use code. Avalara Inc. All rights reserved. Page 27 of 47

28 Custome Address Validation To validate a customer address via the Customer page, click the Edit button. Select the customer address from the list, and then click the Validate Address button to validate. Note that you can specify the latitude and longitude coordinates for the address specification. Entity/Use Codes Entity/use codes provide exemption behavior by reason and anchors for custom rules on the AvaTax Admin Console. To add an entity/use code, ensure the Customer page is in Edit mode. Select an address, and then an entity/use code from the Entity/Use Code drop-down menu. Financial Tab The Financial tab is where you will trigger AvaTax tax calculation for specific customers. Avalara Inc. All rights reserved. Page 28 of 47

29 Custome The Taxable checkbox enables/disables customer taxability. NOTE: If the Per-Line Taxes on Transactions is enabled, the Taxable checkbox will no longer be present on document forms, and cannot be used to control customer taxability. The Tax Item field contains tax codes and tax groups, and is used to trigger the AvaTax Calc service to return a tax calculation. The default tax code is AVATAX, but additional tax codes may be added if calculating in multiple subsidiaries. For more information, please see Appendix D: Calculating Tax For Multiple Subsidiaries. AvaTax Tab The AvaTax tab contains the Exemption Certificate No. field, which can be used to store customer exemption numbers. Please note that no exemption functionality is tied to this field. For more information on exemption certificate management, please see Using the AvaTax Exemption Certificate Management System. Avalara Inc. All rights reserved. Page 29 of 47

30 Item Card Item Card The Items page contains functionality for mapping tax codes to items, and passing information-only data fields to the AvaTax Calc service. To access it, go to List > Accounting > Items and select an item from the list. The AvaTax tab contains two user defined fields and a field to specify AvaTax Tax Codes. Field User Defined 1 and 2 AvaTax Tax Code Description Capable of passing on data that does not concern tax information. Contains product taxability information captured by the AvaTax Calc service. Avalara Inc. All rights reserved. Page 30 of 47

31 Transacti Transaction Processing The Sales Transaction list is the central functionality of the AvaTax bundle and contains all sales documents that the AvaTax Calc service processes. AvaTax Calc will track invoices, cash sales, credit memos and cash refunds for reporting purposes. To access the Sales Transaction list, go to Transactions > Sales. The AvaTax for Netsuite OneWorld integrates with the following document types: Estimate Order Invoice Cash Sale Return Authorization Credit Memo Cash Refund The next section details an example of transaction processing using an invoice. Create New Invoice When creating an invoice, the first step is to enter all the required fields at the Header Level. These fields can be different based upon your Netsuite OneWorld settings. To create a new invoice, go to Transactions> Sales> Create Invoices. Complete at a minimum the following required fields: Custom Form Customer Posting Period Location Avalara Inc. All rights reserved. Page 31 of 47

32 Transacti Field Customer Date Location Description Indicates the customer passed to Avatax Calc and can control exemption processing depending on your settings. Controls the transaction date used for tax calculation purposes. If enabled and exposed at your form s header level, controls the origin address used for calculation purposes. Once completed, click Save. Specify Latitude/Longitude Coordinates Sales tax calculations can be generated using a set of latitude/longitude coordinates instead of a Ship-To address. Four fields are available: NOTE: Ship-To Longitude Ship-To Latitude Bill-To Longitude Bill-To Latitude If the document is using the Multiple Shipping Routes feature, the latitude/longitude for the Ship-To will be available at the Line level with the Bill-To latitude/longitude at the Header level. Latitude/longitude fields at the Transaction level serve the following: Data will be auto-populated if it s already mapped at the Customer Master level. The field allows the user to enter latitude/longitude coordinates on the fly in a transaction at the desired level. If address validation is done at the Transaction level, then latitude/longitude coordinates will be updated and used accordingly. If the document has only one Ship-To/Bill-To address, two fields are available for Entity Use Codes: Avalara Inc. All rights reserved. Page 32 of 47

33 Transacti Ship-To Entity Use Code Bill-To Entity Use Code Items Tab The Items tab contains functionality allowing you to add items to your invoice. Field Item Description Amount Tax Code Tax Description Required information that will be captured by the AvaTax Calc service. This field will display a warning if not populated. Used to calculate tax for the line. Should be set to AVATAX. If item is not mapped to a tax code, this column is used to determine item taxability. If left unchecked, no tax will be calculated. Under the Items area, there are three Ship-To columns: Ship-To Longitude Ship-To Latitude Ship-To Entity/Use Code Shipping Tab The Shipping tab contains functionality that captures the invoice s ship-to address information for tax calculation purposes. NOTE: If no ship to address is present, the Bill To address information will be used. Avalara Inc. All rights reserved. Page 33 of 47

34 Transacti Accounting Tab Depending on your Netsuite OneWorld configuration, the Accounting tab will contain important triggers for tax calculation. Field Taxable Tax Item Description If left unchecked, the customer will be considered exempt from tax. Must be set to AVATAX to initiate the Avatax bundle. AvaTax Tab The AvaTax tab contains tax details for the sales transaction and shows whether or not a transaction has been committed (posted) to the AvaTax Admin Console. NOTE: When the Netsuite OneWorld Per Line Taxes on Transactions feature is turned off, the Accounting tab will contain important tax controls for the AvaTax bundle. The Log section only is available for non-permanent transactions. Field AvaTax Document Number Document Date Document Status Total Calculation Date Total Amount Avatax Document Number Total Non-Taxable Total Tax Logs Description Contains the internal ID of the current document with a hyperlink to see the tax details. The document date for the transaction. Should always have a status of Committed on invoices and credit memos. Date used for tax calculation purposes. The subtotal of the document for tax purposes. Contains the internal ID of the current document, with a hyperlink to see the tax details. The total nontaxable amount for the current document. The total amount subject to tax. Contains detailed information about the tax calls made for this document. Useful for troubleshooting purposes. Avalara Inc. All rights reserved. Page 34 of 47

35 Appendix Appendix A: Managing Exempt Customers In Netsuite OneWorld Depending on how you use Netsuite OneWorld to manage your customers, there are several different ways you can manage the exempt status of your customers. Using the AvaTax Certs Product AvaCert now called AvaTax Certs is a standalone application which can be integrated with the AvaTax Admin Console to manage your exemption certificates. Certs allows you to store certificate images, send certificate requests to your customers (individually or in batches - even directly from your customer records in Netsuite OneWorld), and allows your customers to fill out certificate information directly using a wizard to create a certificate. Certificates are matched to customer codes (as well as to applicable states and date ranges) upon tax calculations, and transactions are exempted where appropriate. Using the AvaTax Exemption Certificate Management System The AvaTax Exemption Certificate Management System (ECMS) is a tool available to all customers on the AvaTax Admin Console. Certificates are directly imported to the Admin Console as placeholder records for an exemption certificate maintained by you in your files. Certificates are matched to customer codes (and states applicable, and date ranges) upon tax calculation, and transactions are exempted where appropriate. Using the Entity/Use Code Field This is a field that is available customer level, and allows you to exempt a transaction by passing a precoded exemption reason (e.g. G for Resale), or by creating custom reasons and custom exemption profiles. This is especially useful for partially-exempt customers. This field is available under Lists > Relationships > Customers > Customer > Edit > Address > Entity/Use Code. Entity/use code values are not populated by default, but can be added by following the below process. 1. Go to AvaTax>Setup>Entity Use Codes 2. Select "New" 3. Fill in the entity/use code ID and Description, click "Save". Using the Taxable Checkbox You can find the Taxable Checkbox on the Financial tab of the Customer page, and is transferred to new sales documents in Netsuite OneWorld at the time of creation. If left unchecked, a call will still be made to the AvaTax service, but the tax will come back as zero as the customer will be flagged as exempt. If the checkbox is checked, tax will calculate normally. NOTE: This functionality only works if you do not use the Netsuite OneWorld feature Enable per line taxes on transactions. If you use this feature, one of the other methods for exemption must be used since no taxable checkbox is present at the document level. Avalara Inc. All rights reserved. Page 35 of 47

36 Appendix Appendix B: Managing Item Taxability in Netsuite OneWorld By associating your items with tax codes, you can manage item taxability by product or product category, and allow for jurisdictional subtlety in taxability. There are system-defined codes available, which already have a taxability profile in place for all US states, or you can create your own custom tax codes and tax rules on the Admin Console. NOTE: While System Pro tax codes will update on taxability changes, custom tax codes and rules must be user-maintained. They will not automatically update on changes in tax law. Depending on your item management, there are two ways to flag the taxability of items using Netsuite OneWorld. Mapping Tax Codes in Netsuite OneWorld (Preferred) The tax code value can be set at the item level, and will allow the AvaTax logic to calculate item taxability. This tax code value is located on the item record under Lists>Accounting>Items>Avatax>Avatax Tax Code. This tax code value can also be updated by.csv import by completing the following steps: 1. Export your items (or generate a list of new items) in.csv format. 2. Add a column to your standard item layout with the column header "Avatax Tax Code", and populate it with the desired tax codes. 3. Save the.csv file. 4. Import the updated file under Setup > Import/Export > Import.csv Records. The Import Type should be set to Items. If you use multiple item types, you will need to import multiple files (one for each type). Follow the prompts to upload your file. The field mapper should automatically recognize your column header for the AvaTax tax codes, but if it does not, you can manually map the field before completing the import. Mapping Items to Tax Codes in the Admin Console (Not Preferred) If you cannot pass a tax code from the item management screen, or if you need a remotely-hosted mapping system to accommodate multiple integrations, you can map the item codes to the desired tax codes in the Admin Console under Organization > Items. Items that do not have tax codes associated with them for calculation will be assumed to be tangible personal property, and taxable in all states. Note that the codes you will be passing in the above methods will vary based on your contract type: if you have a basic subscription, you have access to system code types NT (non-taxable in all states), TX (taxable in all states), and FR (freight by common carrier, where ownership is transferred upon delivery). If you are an AvaTax Pro subscriber, you also have access to the System Pro tax codes. These codes describe the taxability of a wide range of items and services over all US states, and are maintained by our compliance department. Avalara Inc. All rights reserved. Page 36 of 47

37 Appendix Both subscription levels can create custom tax codes (and tax rules) on the Admin Console. Avalara Inc. All rights reserved. Page 37 of 47

38 Appendix Appendix C: Item Mapping Mass Updates The AvaTax for Netsuite OneWorld s Mass Update functionality allows you to map items by various filter criteria. To access Mass Updates, go to Lists > Mass Update > Mass Updates. On the Mass Updates page, select General Updates and then the item type you wish to update from the drill-down list. Avalara Inc. All rights reserved. Page 38 of 47

39 Appendix In the Criteria tab, you can filter for items to include in the update via the Filter column s drop-down list. In the Results tab, the AvaTax Taxcode (Custom) field must be added to view update results. Select the AvaTax Taxcode (Custom) option from the drop-down menu and click Add. Avalara Inc. All rights reserved. Page 39 of 47

40 Appendix In the Mass Update Fields tab, check the AvaTax Taxcode checkbox and enter the AvaTax tax code you wish to associate with the item(s) selected. When you are done, click the Preview button to view the possible results of the mass update. If you are satisfied, click Perform Update. A progress screen will appear. When the update is complete, you can verify the results for accuracy. Avalara Inc. All rights reserved. Page 40 of 47

41 Appendix Comma-Separated Value Import Importing items via comma-separated value format (.csv) allows you to update your entire item list simultaneously, whereas the Mass Updates feature is typically used to map similar groups of items. To access the Import Assistant tool, go to Setup > Import/Export> Import CSV Records. NOTE To import an item via a comma-separated value file (.csv), the only fields required for this in the.csv file itself are Name and Tax Code. Scan and Upload CSV File Field Import Type Record Type Character Encoding CSV File (s) Description The type of data Netsuite OneWorld will import. The type of record data Netsuite OneWorld will import. The character encoding that matches your import file. Sets the number of CSV files to be imported. After you have selected appropriate criteria, click Select to locate the.csv file(s) you wish to import. Finally, click Next to proceed to the next page. Avalara Inc. All rights reserved. Page 41 of 47

42 Appendix Import Options The Data Handling field should be set to Update. File Mapping The File Mapping page will only be present if you are importing multiple.csv files. Field Mapping The Field Mapping page allows you to map fields in your.csv file(s) to fields in Netsuite OneWorld. Each.csv file must have a minimum of two columns: one to identify the item, and the other to identify the relevant AvaTax tax code. Avalara Inc. All rights reserved. Page 42 of 47

43 Appendix Save Mapping and Start Import In the final screen, you will be prompted to give your import a name and an optional description. After these fields are populated, you may click Save, Run, or Save & Run to perform each respective action. Avalara Inc. All rights reserved. Page 43 of 47

44 Appendix Appendix D: Creating Tax Codes for Multiple Subsidiaries Calculating tax for multiple subsidiaries in Netsuite OneWorld requires additional setup. A tax code and tax agency must be created for each subsidiary. To do so, follow these steps. Create a new tax code your current tax code list by going to Setup > Accounting > Tax Codes > New. Avalara Inc. All rights reserved. Page 44 of 47

45 Appendix Select the country that the new AvaTax tax code will apply to (must be US or Canada). In the subsequent page, populate the required fields. Avalara Inc. All rights reserved. Page 45 of 47

46 Appendix Field Description Tax Name Must be populated with AVATAX-. You must create a unique tax code that starts with AVATAX- for every subsidiary with which you intend to calculate tax. We recommend using the format AVATAX- [Your Subsidiary Identifier]. Display Name/ Code Indicates the method used to label tax amounts on printed invoices. We recommend using either Tax or Sales Tax. Description Not required. Rate Value should be 0.0%. Subsidiary Contains a list of subsidiaries the tax code can be associated with. Tax Agency Contains vendors that can be associated with your tax codes. The Tax Agency field must be assigned to the same subsidiary as the tax code, and Avalara recommends the tax code start with Avalara. Tax Account Select the appropriate tax account to accrue sales tax to. Finally, click Save. Avalara Inc. All rights reserved. Page 46 of 47

47 Avalara S Avalara Support If you have questions about AvaTax, 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 select Need Help/Chat or Submit A Case from the Home tab. Avalara Inc. All rights reserved. Page 47 of 47