Avalara - Copy/Consolidate Orders

Avalara - Copy/Consolidate Orders

Release Date: 4/28/23
Version: 8.6 and Above

When the Avalara Integration is enabled, the following changes will take effect in Copy/Consolidate Orders.

Copy/Consolidate Orders must be run under version 8.6. If the user attempts to run the application under version 8.5 they will receive the following message:



When creating the new order from existing orders, the application will determine if the order is for a foreign address. If not, it will validate that the ship-to zip code entered is on file in the Zip Codes file. If it is not, a warning message is given instructing the user to correct the address before continuing.



Country validation is required to enable Avalara Integration. Entries in the country field will be validated and the user will either receive an error or a warning message if a country is entered that is not on file. See Country Validation for more information. If country validation is enforced, the application will allow the entry of spaces for the country to signify a default country of USA. Otherwise, a valid country must be entered. If country validation is set to warn, the user will be warned if the country does not exist in the country file.

The application will determine which tax codes are appropriate for the order based on the ship-to address provided. First, the application will determine if the address is a foreign address (non-US address). If a valid zip code, state, city, and possibly county combination is entered, tax code 1 will be the state + “1” for the state tax code. Tax code 2 will be the state + “2” such as CA2 for the county tax code. Tax code 3 will be the state + “3” such as CA3 for the district tax code. Otherwise, tax code 1 will be set to the default foreign tax code defined in Global Setup-> Add-ons-> Avalara Integration-> 15. Default Foreign Addr Tax Code.



If the address is a non-foreign address, the tax code fields 20, 21, and 22 will be disabled.

The application will also display the default state, county, and district tax estimated sales tax rates and descriptions based on the city, state, and zip code entered. When entering a new order, order tax codes 1, 2, and 3 are determined by reviewing the ship-to address. The tax rates are derived from the Avalara Zip Tax Rate file using the following information:
Zip Code – from customer/ship-to/order
State – from customer/ship-to/order
City – from customer/ship-to/order
County – from Elliott Zip Codes table (which will help to determine the “primary” county of the zip code)

If we can’t find a full or partial match, then this is an error and the user will receive the error message above.

Tax percent 1 will contain the sales or use percentage defined for the state in the Avalara Zip Tax Rate file. This is determined by the warehouse location state and the state tax type defined in the State File.

Tax percent 2 will contain the sales or use tax rate for the county in the Avalara Zip Tax Rate file. This is determined by the warehouse location state and the state tax type fined in the STATEFIL.

Tax percent 3 will contain the sales or use tax rate for the district calculated as:
AVZIPTAX-COMBINED-SALES-RATE – (AVZIPTAX-STATE-SALES-RATE + AVZIPTAX-COUNTY-SALES-RATE) or
AVZIPTAX-COMBINED-USE-RATE – (AVZIPTAX-STATE-USE-RATE + AVZIPTAX-COUNTY-USE-RATE) in the Avalara Zip Tax Rate file.
This is determined by the warehouse location state and the state tax type defined in the STATEFIL.

The application supports an address validation function if enabled in Global Setup. This check is performed when an order is added or when the address fields are changed.

If the order has a ship-to code, the ship-to address is the same as the address on file, and the address has previously been validated it will not be validated again. If the address differs from the validated address on file, address validation will take place and the validation will be associated with the order instead of the ship-to code.

If the order does not have a ship-to code, the ship-to address is the same as the customer address on file, and the address has previously been validated, it will not be validated again. If the address differs from the validated address on file, address validation will take place and the validation will be associated with the order instead of the ship-to code.  

If the address needs to be changed to meet the USPS database requirements, the application will prompt the user to either accept or reject the suggested address.



See Avalara Address Validation for more information on this function.

Once the validated address is accepted, the address will be updated in the order header file.

If the ship-to address is invalid and it originated from the customer or ship-to file, the address should be changed in the customer or ship-to file to resolve the issue in the future.

Programs Modified: CP0102
CLS



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