Epicor Tax Connect for Eclipse. Release 9.0.3

Transcription

1 Epicor Tax Connect for Eclipse Release 9.0.3

2 Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Publication Date: April 14, 2017

3 Table of Contents Epicor Tax Connect for Eclipse Overview... 1 Control Maintenance Records and Authorization Keys... 2 Control Maintenance Records... 2 Authorization Keys... 2 Avalara API Configuration Settings... 3 Additional Control Maintenance Records... 5 Enabling Canadian Provinces... 5 Additional Configuration Settings... 6 Product Maintenance Settings... 6 Price Line Maintenance Settings... 6 Ship Via Maintenance Settings... 7 Branch Maintenance Ship Via Override Settings... 7 Customer Maintenance Settings... 7 How Avalara Retrieves Tax Calculations on Sales Orders... 8 Manually Recalculating Tax... 8 After Processing Actions... 8 After Field Updates... 9 Viewing Tax Details on Orders Using the Avalara Error Queue Avalara Error Queue Column Details Sending Tax Commit Invoices to Avalara Reconciliation Best Practices Error List and Reasons Index i

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5 Epicor Tax Connect for Eclipse Overview The Avalara third-party tool manages the application of taxes to transactions independently from Eclipse. Note: Epicor Tax Connect for Eclipse is an alternative sales tax solution to the National Sales Tax Database companion product. If you do not have this option enabled, see your system administrator or Eclipse inside salesperson. The Epicor Tax Connect for Eclipse companion product uses the Avalara third-part tool to help you setup and support the interaction between Avalara and Eclipse to ensure that tax is appropriately assigned for each order and transaction. By using Avalara, Eclipse bypasses the tax calculations provided by default with Eclipse. Review the following to use Avalara: Avalara API Configuration Settings How Avalara Retrieves Tax Calculations on Sales Orders Using the Avalara Error Queue Sending Tax Commit Invoices to Avalara 2017 Epicor Software Corporation. All rights reserved. 1

6 Control Maintenance Records and Authorization Keys Rel Control Maintenance Records and Authorization Keys Following are the control maintenance records and authorization keys respected during tax calculations when using Epicor Tax Connect for Eclipse: Control Maintenance Records Recalculate Tax On Credit Recalculate Tax On Rebill Use Tax Rate From Original Sale Order For Returns Authorization Keys Standard authorization order entry permissions apply when using Epicor Tax Connect for Eclipse Epicor Software Corporation. All rights reserved.

7 Rel Epicor Tax Connect for Eclipse Avalara API Configuration Settings The Avalara third-party tool requires setup for connection parameters to ensure that the tax calculations are quick and efficient for your business. Use the Avalara Tax Service tab on the API Configurations menu to define the tax settings for your Avalara interface. For Canadian customers, see Enabling Canadian Provinces below. To set up the Avalara parameters: 1. From the System > System Programming > API Maintenance menu, select API Configurations. 2. In the side panel, select Avalara Tax Service to display the window. 3. Use the Enable Avalara Tax Calculations field to set the date you want to start using Avalara to calculate taxes for your defined settings. Note: Sales order generations with a ship date on or after the specified date obtain sales tax values from Avalara. 4. Set the Connection Settings area options. Field Avalara URL* Avalara Account* Avalara License Timeout* (seconds) Test Connection* Description The Internet address for the Avalara interface. Your customer account ID with Avalara. The license number for the Avalara account you are using to for connections. Enter the time after which you want the connection to time out. The default is 30 seconds. For example, if you know that your connection can be slow, you may want the system to wait for a response from Avalara for 45 seconds before timing out the connection and logging an Avalara error. Use the Test Connection button to verify the listed information in the URL, account, and license fields is accurate. These values are provided by Avalara. The system tests the connect and displays a confirmation when the information is correct: If Avalara encounters an error, the system alerts you of the missing data or failure to authenticate. * Required Epicor Software Corporation. All rights reserved. 3

8 Avalara API Configuration Settings Rel Review the Other Settings tab configurations. Area Field Description G/L Account Settings Default Account* Select the G/L account for which you want to use to apply the tax information. Eclipse recommends creating a new G/L account to make the reconcile process easier. Customer Settings Tax Codes Tax Commit Settings Company Codes** Customer Type to Send in Tax Lookup Default Freight Tax Code** Default Handling Tax Code** Default Tax Method Retax Orders During Commit Indicate which customer type you want to use when looking up tax information: Bill-To or Ship-To. The default is Ship To. Select the default tax code you want to use for freight charges. Note: Geocodes are only used for National Sales Tax Database checks. Avalara does not use them. Select the default tax code to use for handling charges. Select Ship Branch, Price Branch, or Ship-To Customer. This default method is used If an order has no ship via assigned or has no method defined for which addresses to send to Avalara. Indicate if you want the system to recalculate tax when the sales order has been committed through Avalara. Enter the codes you want users to use for company identification. The company code must match the code defined on the Avalara Admin Portal. You can define more than one. For each company code in the list, use the Branches/Terrs field to define the branches or territories that are included in that company code. Note: The company code must match what is entered in the Avalara Admin Portal exactly or errors could display. Misspellings and typos can cause errors to occur. Branches/Terrs Select one or more branches and/or territories that are included for each code listed in the Company Code field. Note: If a branch has more than one company code associated with it, Eclipse uses the first company code in the list for which it is assigned. If sales tax is required to calculate and the branch is not assigned a company code, the first company code in the list. * Required. ** Codes must match the code defined on the Avalara Admin Portal. 6. In the Logging tab for each transaction, set the State column to On to enable logging so you can review transaction information. The default is 1000 records for 30 days. 7. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

9 Rel Epicor Tax Connect for Eclipse Additional Control Maintenance Records The system respects the following control maintenance records. We recommend reviewing them prior to activating Avalara. Address Verification Setup Recalculate Tax on Credit Recalculate Tax on Rebill Note: Changes to sales orders using Avalara should always follow the standard credit and rebill process. Use Price/Ship Br For Ship Via Tax Jurisdiction Overrides Use Tax Rate From Original Sales Order For Returns Enabling Canadian Provinces For Canadian customers, you must activate the Canadian provinces to see the associated tax values. To activate the provinces: 1. Login to the Avalara Portal. 2. Click the Organization tab. 3. Click on the Nexus Jurisdictions for your company code. 4. Select Jurisdictions for Canada. 5. Select all the provinces listed. 6. Save your changes and exit the portal Epicor Software Corporation. All rights reserved. 5

10 Additional Configuration Settings Rel Additional 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. Important: The Avalara-specific fields mentioned in this document are only activated when the Avalara for Eclipse companion product has been authorized on your system. 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. Click OK to save your changes and exit the window. 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 the Price Maintenance menu, 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 Epicor Software Corporation. All rights reserved.

11 Rel Epicor Tax Connect for Eclipse 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 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 code you want to use. Freight codes much start with FR. 6. Save your changes and exit the window. 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. 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. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 7

12 How Avalara Retrieves Tax Calculations on Sales Orders Rel How Avalara Retrieves Tax Calculations on Sales Orders After setting up the Avalara tax connections and enabling the Avalara tool, the Avalara fields are activated throughout the Eclipse application. The system automatically uses Avalara for tax calculations when enabled. Sales Tax calculations are based on the address where goods are transferred and the jurisdictions in which that falls. While other settings and overrides can change the tax calculation, the address is the driving factor in tax calculations. Avalara handles the entire calculation process including tax jurisdictions, origination addresses, and manages all the latest tax regulations and requirements. Note: Sales tax may be calculated based on either the destination or origin address, which is determined by Avalara and based on the local laws. The destination address is determined based on the ship via set up in Eclipse. The origin address is the ship branch unless it is a direct order, then the system uses the vendor's address. Additional addresses are sent with returns depending on what the original order was. Sales Order Entry behaves differently when Avalara has been enabled. To keep your system processes quick and efficient, when Avalara is enabled, the system checks tax for sales orders only when users access the Status and Totals tab. To keep your system running as efficiently as possible, the system only calls Avalara during the following times to calculate tax. Manually Recalculating Tax After Processing Actions After Field Updates Note: For credit and rebill transactions, Eclipse sends a record of the transaction to Avalara even if tax is not recalculated. Additionally, you can use the Tax Commit Settings in the API Configuration > Avalara Tax Service window to automatically retax orders when an order is set to Commit. Manually Recalculating Tax While other settings and overrides can change the tax calculation, the address is the driving factor in tax calculations. If you have made changes to an order and the system does not retrieve a new tax calculation, you can recalculate on-the-fly. To manually recalculate tax for any sales orders, clear the Sales Tax field on the Totals tab of the sales order and use the Tab key to move to the next field the system automatically recalculates the tax. Note: It is possible that a tax calculation call can be made if data changed on an attached window or process, but this should not slow your normal order processing. After Processing Actions An Avalara tax calculation called when the following Eclipse actions occur: Order Invoicing - During status changes in order entry or during phantom processing. Changing SOE Tabs - Navigating to the Totals or Status tab if calculation is required because something has changed Epicor Software Corporation. All rights reserved.

13 Rel Epicor Tax Connect for Eclipse After Field Updates When you update the following fields, an Avalara tax calculation is made. Field Company Code Customer Avalara Usage Type Status Ship Date Customer P/O Number Sales Tax Ship-To Address Ship-From Address Freight Code Product Description Product Quantities Product Price Product Tax Code Freight Handling Location / Description Avalara API Configuration Settings. When this field is changed and saved, Eclipse requires a call to Avalara. Sales Order Entry Header tab Sales Order Entry Header tab. This field only activates when the Avalara API Configuration Settings is turned on. Changing status to Pick Up Now or Invoice. Sales Order Entry Status tab, Scheduling window and Detail Scheduling window. Sales Order Entry Header tab. Sales Order Entry Totals tab. Sales Order Entry address panel. Updates when changing the shipping branch in Sales Order Entry Status tab, Scheduling window and Detail Scheduling window. Freight codes are not changed directly on an order, but when you change the ship-via you may trigger a change in the freight code, which would require a new tax call. Adding, changing, or removing products from the Sales Order Entry Body tab. Eclipse checks the product's file in Product Maintenance first, then Price Line Maintenance for the price line in which the product resides. If a user exists an order and reenters and this value has changed, Avalara is called when the Sales Order Entry Status or Totals tab is accessed. If the order is not reentered, then the system calls Avalara when the order is invoiced. Sales Order Entry Totals tab. Sales Order Entry Totals tab Epicor Software Corporation. All rights reserved. 9

14 Viewing Tax Details on Orders Rel Viewing Tax Details on Orders Use the Total Tax Breakdown information off the Totals tab on Sales Order Entry to view the tax amounts applied to the order. Sales tax is traditionally calculated based on the address where goods are transferred and the jurisdictions in which that falls. This window displays the origination addresses and the addresses used to calculate tax and the jurisdictions and sales tax amounts calculated by Avalara. Note: You must have Avalara enabled prior to this procedure. To view tax details on an order: 1. Display the sales order you want for which you to want view tax details. 2. Adjust or edit the order, if needed. 3. Click the Totals tab. 4. Press Alt + ~ (tilde) to display the Total Tax Breakdown window. Note: If the G/L Postings window displays, the system is not Avalara-enabled. The system displays the following information: Field Origin Address Destination Address Description The address from which the sales order items are being shipped. The address to which the sales order items are being sent. The system indicates how many addresses were used to calculate the tax for the order. Such as 2 other addresses used to calculate tax. This message displays below the Origin and Destination Address boxes only if more than 2 addresses were sent to Avalara, such as in a return order with multiple lines referencing different original sales orders. The displayed addresses are for the first line on the order generation. Total Amount Total Taxable Jurisdiction Type Jurisdiction Name Tax Name Tax Amount Total Tax Order The total amount charged on the order. The total amount available to be taxed. This value eliminates any nontaxable items. For example, a customer may be tax-exempt, but all tools in the state in which they are working are taxable items. The tax type applied to the order, such as State or City. The name of the tax type applied to the order. For example, if it is City tax, the name may be Denver or St. Louis. The tax name such as CO CITY TAX. The tax amount applied based on the tax jurisdiction type. The total tax applied to the order. The order number assigned by the system. Note: If an error occurs during the Avalara tax calculation, an Avalara Error link displays in the status bar at the bottom of the order. Click this link to display the error and review. 5. Exit the window to return to the sales order Epicor Software Corporation. All rights reserved.

15 Rel Epicor Tax Connect for Eclipse Using the Avalara Error Queue The Avalara Error Queue provides visibility into any errors that may occur when tax calculations are made through the Avalara procedure. Errors display in this queue for the following reasons: Communication Error - The system did not receive a valid response from Avalara. Check the setup or network configurations. Avalara Error - The system successfully communicated with Avalara, but the response indicated another error. These errors can be system-resolved and automatically deleted. For example, a nonexistent address cannot return valid tax calculations and the system records and Avalara error in the Avalara Error Queue. If a user edits the sales order through Eclipse and enters a valid address, Avalara returns a valid response and tax calculation. The error entry is then automatically deleted from the Avalara error queue. Tax Mismatch - After using the Avalara Tax Commit tool, the system receives a response from Avalara indicating a different tax amount from the one in the order. These errors must be manually resolved and deleted. Note: The Avalara Error Queue only displays errors for sales order. Transfers and purchase orders do not display. To... Do this... display the queue 1. From the Maintenance > Tax, Duty & Exchange Rates > Avalara Sales Tax menu, select Avalara Error Queue. 2. Use the Start Date and End Date fields to define the time frame for which you want to display the queue results. 3. In the Error Type field, select an error type to which you want to limit the display. For example, if you only want to address mismatches, select Tax Mismatch. 4. Click Update. view an error message received from Avalara add additional views display a graph of the current queue display edit the displayed order add a shortcut for the queue to the main Eclipse window Hover the mouse over that line item and a tool tip displays the message received. From the View menu, select Change View to select different columns on the queue to best suit your needs. Use the View Manager icon and select User Defined View Maintenance to define a custom view with only the information you use on a regular basis. For more information about the columns on the queue, see Avalara Error Queue Column Details below in this documentation. Right-click and select Create Graph. For more information about graphing in Eclipse, see Creating Graphs in the online help documentation. Do one of the following: From the Options menu, select Edit Order. Right Click and select Edit Order. From the User Tools menu, select Add Widget Shortcut Epicor Software Corporation. All rights reserved. 11

16 Using the Avalara Error Queue Rel To... clear a line from the queue Do this... From the Options menu, select Clear from Queue. You can also right-click on the line item to use this option. Avalara Error Queue Column Details The following columns are available by default in the Avalara Error Queue: Use User-Defined View Maintenance to adjust the columns and display the information you want to see. Column Ship Date Order ID Customer Print Status Ledger Tax Avalara Tax Error Type Description The shipping date as displayed on the order. The order ID including the individual generation for the tax information on the order. The customer as displayed on the order. The current sprint status of the order. The tax as calculated by the system normally. The tax as calculated by the Avalara system. The error type that caused the order to display on the Error Queue, such as Tax Mismatch Epicor Software Corporation. All rights reserved.

17 Rel Epicor Tax Connect for Eclipse Sending Tax Commit Invoices to Avalara Avalara permits unlimited "get tax" calls to figure out what the tax amount is on sales orders. However, when a Sales Order Invoice is finalized to the point it needs to be reported to sales tax agencies, the tax information needs to be sent to Avalara as Committed status. Avalara does not permit changes to the Invoice after the document is in a Committed status unless changes are entered through the Avalara Admin Portal. Note: For credit and rebill transactions, Eclipse sends a record of the transaction to Avalara even if tax is not recalculated. Eclipse permits users with authorization to change orders using the Avalara Tax Commit tool. This process sends transaction to Avalara with a Committed status at the last moment in the transaction process. Meaning, Eclipse sends the transaction when the G/L sales period is being closed. The Avalara Tax Commit tool lets you send or schedule all invoiced sales generations in batches within a specific ship date range to Avalara for tax reporting purposes. This process captures all orders with invoiced sales order generations included in the specified date range and sends them to Avalara in a Committed status. If the sales tax received in response is different from the current amount stored in the Eclipse LEDGER record, Eclipse logs an entry in the Avalara Error Queue for follow up and resolution. Note: Avalara does not allow overrides on tax exempt customers. If you try to override the tax and recalculate, the Avalara Error Log displays "No taxable Lines found to apply tax." To send tax commit statements: 1. From the Maintenance > Tax, Duty & Exchange Rates > Avalara Sales Tax menu, select Avalara Tax Commit to display the Avalara Tax Commit window. 2. In the Branch/Territory/All field, select the branches and territories for which you want to submit tax commit statements. 3. Use the Start Date and End Date fields to select the ship date range for which you want to submit tax commit statements. 4. Run or schedule the process and exit the window Epicor Software Corporation. All rights reserved. 13

18 Reconciliation Best Practices Rel Reconciliation Best Practices Use the following steps to reconcile errors received from the Avalara Error Queue. Step Description 1 Review the Avalara Error Queue and resolve any relevant concerns, such as invalid addresses. 2 Close the G/L sales period for the prior month. 3 Run the Avalara Tax Commit phantom for ship dates fro the prior month from the first to the last. For example, 10/01/2015 to 10/31/2015. Note: Depending on certain factors, such as your volume of invoices, this may take some time to complete. 4 Review the Avalara Error Queue again. Tax mismatch errors - Occur because something has changed in Avalara to product a different tax amount than what Eclipse had on the invoice, such as product taxability change, rounding rules, or exemption certificates that were not present before. a. If you want the original invoice to tax as id did by the Avalara Tax Commit phantom, then do the following: 1. Access the invoice in the Avalara portal and uncommit the transaction. 2. Force a tax recalculation of the transaction in Eclipse, using the Spacebar in the tax amount field in the invoice. 3. Change the status in the Avalara portal to Committed. b. If you want the original invoice on Avalara's system to mirror Eclipse, for things like a credit and rebill, then to the following: 1. Access the invoice in the Avalara portal and uncommit the transaction. 2. Override the sales tax to match what was originally calculated and is currently on the invoice in Eclipse. 3. Change the status in the Avalara portal to Committed. 5 Run your reports and process your filings as instructed by Avalara. 6 Compare your Avalara tax reported amounts to the G/L balance for your G/L account for sales tax posting. Note: You can still use the Sales Tax Journal Report and the Sales Tax Code Report. The LEDGER file in Eclipse still financially records sales tax amounts and these reports can provide that detail. However, keep in mind that jurisdiction and exemption information and that reporting is owned by Avalara. These reports will not provide that data Epicor Software Corporation. All rights reserved.

19 Rel Epicor Tax Connect for Eclipse Error List and Reasons Error Possible Reasons Resolution Doc status is invalid for this operation: Expected Saved Posted Request Failure: Network Error Tax Amount On Invoice (NNN.NN) Differs from tax Amount in Avalara (XXX.XX) Unable to determine the taxing jurisdictions: <bad info>...address on the sales order...<bad info> (Destination) The tax document could not be found: S Eclipse sent a GetTax transaction to Avalara when something changes on the invoice or triggered a tax update action and the DocStatus on Avalara's system is Committed. Avalara does not support changes to Committed status orders. Protocol logging can be activated to validate or determine the network error. The 500 Internal Server error was provided by Avalara intermittently at 1 Beta site. The explanation/resolution is pending. The Avalara Commit phantom resubmitted the sales order invoice to Avalara with a Committed status and something has changed on the Avalara side, such as product taxability change, rounding rules, or custom rules. This change causes the new tax amount to be different than the original even though nothing changed on the Eclipse side. The ship-to address on the sales order is so badly entered that Avalara cannot determine the tax jurisdiction. This assumes the ship via is pointing the jurisdiction to be the ship-to address. Avalara has not seen the invoice previously. Witnessed on cancelled invoices. If the error is not meaningful because the GetTax was triggered unnecessarily or the tax amount does not change, then clear the error from the queue. If the error is meaningful: 1. Access the invoice in the Avalara portal and uncommit the transaction. 2. Force a tax recalculation of the transaction in Eclipse, using the Spacebar in the tax amount field in the invoice. 3. If appropriate, change the status in the Avalara portal to Committed. Force a tax recalculation of the transaction in Eclipse, using the Spacebar in the tax amount field in the invoice. To avoid in the future, make sure that any configuration changes made in Avalara are followed by recalculation initiatives on impacted orders in Eclipse. When these are seen, do the following: 1. Access the invoice in the Avalara portal and uncommit the transaction. 2. Override the sales tax to match what was originally calculated and is currently on the invoice in Eclipse. 3. Change the status in the Avalara portal to Committed. Modify the address on the sales order to be accurate. Confirm the invoice does not need to be on Avalara and clear the error Epicor Software Corporation. All rights reserved. 15

20 Reconciliation Best Practices Rel Error Possible Reasons Resolution Invalid or missing State/Province. Address is incomplete or invalid: <bad info>...address details...<bad info> The address information set to Avalara is bad. Important: International orders may generate this kind of error. Neither Eclipse nor Avalara charges tax on international orders. These errors can be cleared. Modify the address or the ship via that can provide a different address. CustomerCode is required.: This value must be specified. An address is incomplete or invalid. At least one address or LocationCode is required. The address is incomplete or invalid. Destination address is incomplete or invalid. Request failure: Timed Out Tax override cannot be applied.: No taxable lines found to apply tax. Triggered by unknown PHANTOM process. Root cause still being investigated. TBD. Important: International orders may generate this kind of error. Neither Eclipse nor Avalara charges tax on international orders. These errors can be cleared. Invoice transaction only had comment lines remaining. Invoice transaction only has comment lines, but the Totals tab in Eclipse has a freight amount. The Avalara service or Internet connection was down and a response was not received from Avalara in the configured time and the Avalara configuration settings. Attempt to override sales tax on a tax exempt customer. Avalara does not permit the interface to override the sales tax to a specific amount on an exempt customer. For example, changing the amount on the Totals tab in eclipse. Edit the order and force a tax recalculation of the transaction in Eclipse, using the Spacebar in the tax amount field in the invoice. TBD. Cancel the invoice or clear the error. Cancel the invoice or clear the error. Check connectivity. Edit the order and force a tax recalculation or override the sales tax amount to be what was charged to the customer. For example, do not let Avalara determine the tax because customer paid and left. Force the tax using a custom rule or remove the exemption certificate and then override the tax amount Epicor Software Corporation. All rights reserved.

21 Index A Avalara address control settings 3 connection settings 3 control maintenance record 3 customer maintenance settings 6 freight codes 6 setup requirements 3 ship via maintenance settings 6 tax configurations 3 tax exception group setup 6 test connection 3 usage type 6 using on sales orders Epicor Software Corporation. All rights reserved. 17