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Manage ECMS Exemption Certificate Entry

This article applies to:Avalara AvaTax

After you add an ECMS exemption certificate entry, use AvaTax to:

  • Delete
  • Edit
  • Expire
  • Revoke
  • Copy
  • Use an ECMS exemption certificate entry for multiple regions
  • View an ECMS exemption certificate entry and its details

You won't need to apply certificates yourself. AvaTax does that for you automatically when you send a transaction to AvaTax for a customer with an associated ECMS exemption certificate entry.

Delete an ECMS exemption certificate entry

You can only delete ECMSHoverTT.png exemption certificate entries that haven't been applied to transactionsHoverTT.png. On the Exemptions screen, exemption certificate entries that have been applied display a checkmark in the Applied column.

To delete an exemption certificate entry in AvaTax:

  1. On the Organization tab, click the Exemptions buttoncertificate.gif for the company the exemption certificate is associated with.
  2. On the Exemptions screen, right-click the AvaTax Certs ID for the certificate you want to delete, and select Delete.
  3. On the Delete: Exemption Certificate screen, confirm the exemption certificate entry information and click Delete.

Edit an ECMS exemption certificate entry

You can only edit ECMS exemption certificate entries with a status of active that haven't been applied to transactionsHoverTT.png.

To edit an exemption certificate entry in AvaTax:

  1. On the Organization tab, click the Exemptions button Picture of the Exemption Certificate button for the company the exemption certificate is associated with.
  2. On the Exemptions screen, under Customer Code, click the link for the exemption certificate you want to edit.
  3. Click Edit, change one or more fields, and then click Save.

Expire an ECMS exemption certificate entry

You can only expire ECMS exemption certificate entries with a status of active that haven't been applied to transactionsHoverTT.png. AvaTax automatically expires both applied and unapplied ECMS exemption certificate entries with a status of active on their end dates.

To expire an exemption certificate entry in AvaTax:

  1. On the Organization tab, click the Exemptions button Picture of the Exemption Certificate button for the company the exemption certificate is associated with.
  2. On the Exemptions screen, under Customer Code, click the link for the exemption certificate you want to expire.
  3. Click Edit.
  4. On the Edit: Exemption Certificate screen, click the Edit button Picture of the Edit button for an issuing region, and then change the End Date to a date in the past. When the end date for any issuing region passes, the ECMS exemption certificate entry expires.
  5. Click the Update button Picture of the Update button, and then click Save.

Revoke an ECMS exemption certificate entry

Revoking an ECMS exemption certificate entry doesn't affect existing historical transactions in AvaTax with an association to the exemption certificate entry. Only ECMS exemption certificate entries with a status of active or expired can be revoked.

To revoke one or more exemption certificate entries in AvaTax:

  1. On the Organization tab, click the Exemptions button Picture of the Exemption Certificate button for the company the exemption certificate is associated with.
  2. On the Exemptions screen, select the check box next to one or more exemption certificate entries, and then click Revoke.
  3. On the Certificate Revoke screen, confirm the exemption certificate entries, click OK, and then click Close.

Revoke and copy an ECMS exemption certificate entry

Revoke and copy an ECMS exemption certificate entry to revoke an existing certificate while creating a copy of it. For example, if you've already applied a certificate, but you realize you used an incorrect start date for the certificate, revoking and copying lets you take the certificate with the incorrect date out of circulation without having to re-enter all the information.

The new ECMS exemption certificate entry uses the same customer code and customer name as the original exemption certificate entry, but has a unique AvaTax Certs ID.

Revoking an ECMS exemption certificate entry doesn't affect existing historical transactions in AvaTax with an association to the exemption certificate entry.

Only ECMS exemption certificate entries with a status of active can be revoked and copied.

To revoke and copy an exemption certificate entry in AvaTax:

  1. On the Organization tab, click the Exemptions button Picture of the Exemption Certificate button for the company the exemption certificate is associated with.
  2. On the Exemptions screen, under Customer Code, click the link for the exemption certificate you want to revoke and copy.
  3. On the View: Exemption Certificate screen, click Revoke & Copy.
  4. On the Revoke: Exemption Certificate screen, confirm the exemption certificate entry information and click Revoke.
  5. On the New: Exemption Certificate screen, fill in the Effective Date field, edit or fill in other fields as desired, and then click Save.

Copy an ECMS exemption certificate entry

When you copy an ECMS exemption certificate entry, the new entry uses the same customer code and customer name as the original exemption certificate entry, but has a unique AvaTax Certs ID.

All ECMS exemption certificate entries can be copied, regardless of status.

To copy an exemption certificate entry in AvaTax:

  1. On the Organization tab, click the Exemptions button certificate.gif for the company the exemption certificate is associated with.
  2. On the Exemptions screen, right-click the AvaTax Certs ID for the certificate you want to copy, and select  Copy.
  3. On the New: Exemption Certificate screen, fill in the Effective Date field, edit or fill in other fields as desired, and then click Save.

Use an ECMS exemption certificate entry for multiple regions

An exemption certificate entry issued by one region may be accepted by another.

To use an exemption certificate entry for multiple regions in AvaTax:

  1. On the Organization tab, click the Exemptions button certificate.gif for the company the exemption certificate is associated with.
  2. On the Exemptions screen, under Customer Code, click the link for the exemption certificate you want to use for multiple regions.
  3. On the View: Exemption Certificate screen, click Edit. Only ECMS exemption certificate entries with a status of active that haven't been applied to transactions can be edited.
  4. Click Add to add details to the exemption certificate entry.
  5. Fill in the following
    • Issuing Region
    • Exemption No
    • Exemption No Type
    • Optional: End Date.
  6. Click Save for the new detail, and then add additional details for all regions that accept the exemption certificate.
  7. Click Save.

View an ECMS exemption certificate entry

To view an exemption certificate entry in AvaTax:

  1. On the Organization tab, click the Exemptions button certificate.gif for the company the exemption certificate is associated with.
  2. On the Exemptions screen, filter the Exemption Certificate Entry List to display a specific group of records. ECMS exemption certificate entries with multiple exemption numbers and types created in earlier releases of AvaTax display that information as a comma-delimited series of values.
  3. Under Customer Code, click the link for the exemption certificate entry you want to view

View the details of an ECMS exemption certificate entry

To view the details of an exemption certificate entry in AvaTax:

  1. On the Organization tab, click the Exemptions button certificate.gif for the company the exemption certificate is associated with.
  2. On the Exemptions screen, filter the Exemption Certificate Entry List to display a specific group of records.
  3. Next to a customer name, click Expand expand.gif. The exemption certificate entry details appear below the selected record, with existing ECMS exemption certificate entries that have multiple exemption numbers and types for an issuing region displaying that information as a comma-delimited series of values.