Avalara and Softbase Evolution Integration

Overview

Avalara AvaTax seamlessly integrates with Softbase Evolution, automatically calculating sales and use tax for transactions, invoices, and other activities. This integration simplifies tax compliance, reduces manual efforts, and ensures up-to-date tax calculations.

Features and Benefits

Easy Setup

• Establish a direct link between AvaTax and Softbase Evolution through a prebuilt connection.
  
  
  

Reliable Tax Calculations

• Softbase Evolution sends transaction data to AvaTax.
  AvaTax returns real-time tax calculations for transactions, ensuring transparency for customers and sales representatives.
  
  

Automated Updates

• AvaTax is regularly updated to reflect changing tax rates and rules across 12,000+ U.S. jurisdictions.

• Eliminates the need for manual tax rate lookups.
  
  

Simplified Tax Filing

• Transaction data can be pulled from AvaTax for return preparation.

• Avalara Returns service can handle filing on behalf of the user.
  
  

Detailed Reporting

• 24/7 access to AvaTax transaction history.

• User-friendly dashboard for audits and tax record maintenance.
  
  

Basic Overview of Configuration and Setup

Once the interface is enabled the user sets up default tax code for each main product category.  If the user needs to override those product codes then that is done at the Sale Code level or at the Part detail level. Once this is done data will be automatically sent to the AvaTax system.

Configuration and Setup Details

Accessing Sales Tax Integration

Navigate to: Administration -> Tax Codes -> Sales Tax Integration

Sales Tax Integration

The Sales Tax Integration tab includes several configurable fields and settings:

Required Fields

• Sales Tax Provider – Select Avalara from the dropdown.

• Account Number – Enter your Avalara-provided account number.

• License Key – Enter the API license key.

• Service URL – Enter the appropriate Avalara API endpoint.

• Company Code – Select a company code from the dropdown.

• Request Timeout (Seconds) – Default is 30 seconds.
  
  

Optional Settings

• Disable Address Verification – Prevents API address validation.

• Disable Document Recording – Stops tax document creation.

• Enable Logging – Allows logging for troubleshooting.
  
  

Tax Account Override

• Allows specifying an alternative tax account.

• Users can use the search button to find and set an override tax account.
  
  

Actions

• Test Connection – Validates integration settings with Avalara.

• View Log – Displays logs for debugging.

• Save & Delete Buttons – Save changes or remove the configuration.
  
  

Product Code Assignments

Users must assign default Avalara Product Codes for different categories:

• Parts – Default Avalara Product Code for parts inventory.

• Labor – Default Avalara Product Code for labor charges.

• Miscellaneous – Default Avalara Product Code for miscellaneous fees.

• Rental – Default Avalara Product Code for rental services.

• Equipment – Default Avalara Product Code for equipment sales.
  
  

Product Code Overrides by Part

If there is a need to override the default  Product Code that is specific to this part number the user can populate the tax over ride with that value.  We would  then use this Product Code in the APIs when this part is sold on a work order.

Product Code Overrides by Sales Code

The Sale Code window allows users to override default Product Codes when necessary. If an override is set for a specific Sale Code using the Tax Override Field, it will be used instead of the company-wide default.

Override settings:

• Parts – Optional override for part sales.

• Labor – Optional override for labor charges.

• Miscellaneous – Optional override for miscellaneous charges.

• Rental – Optional override for rental services.

• Equipment – Optional override for equipment sales.

Address Verification

• When adding or updating an address, the Avalara Address API validates the entered address.

• If the returned address differs from the entered address, a message box will display:

  • Entered Address: Displays the user-entered address.

  • Recommended Address: Displays Avalara's suggested address.

  • Prompt: "Do you wish to update the address?"

  • Options:

    • Yes – Updates the address with Avalara's suggestion.

    • No – Retains the originally entered address.

• If address verification is disabled, this will not be executed.

Tax Exemption Handling

• A new field on the Customer Tax Codes tab will store the Tax Exemption Reason.

• This exemption reason will be sent to Avalara when executing API requests, ensuring proper handling of tax-exempt customers.