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Validate Addresses

This article applies to:Avalara AvaTax for NetSuite

AvaTax Update address validation is a feature that corrects, verifies, and formats addresses according to the USPS database. When you validate addresses using AvaTax Update, you ensure that the address is formatted correctly so AvaTax Update calculates tax accurately. A valid address has 1-3 address lines, including a city, state, and zip code. At this time, AvaTax Update only validates addresses in the United States and Canada. Validating addresses may incur additional usage fees.

Here are some of the most common addresses AvaTax Update validates:

  • Your company's address - When you validate your company's address, you ensure that the origin address used on most invoices is accurate for tax calculation
  • Your customers' addresses - When you validate your customers' addresses, you ensure that the ship-to address used on invoices is accurate for tax calculation
  • Your vendors' addresses - When you validate your vendors' addresses, you ensure that the: 
    • addresses used in consumer use transactions are accurate for tax calculation, and that... 
    • AvaTax Update verifies VAT calculation is correct for the address you provide (where applicable)

Depending on your accounting software, there are other types of addresses that AvaTax Update validates. We recommend validating all addresses for accurate tax calculation.

Validate addresses in several different ways:

  • Validate many addresses at once - Most accounting software that integrates with AvaTax Update includes a utility that allows you to validate many or all of your addresses at once. We recommended this method for validating addresses.
  • Validate a single address - If you only have a few addresses to validate, or if you're adding a new address and have already validated the others in your system, use your accounting software to validate the address or validate the address in AvaTax Update.
  • Validate addresses during tax calculation - Validate addresses on every transaction sent to AvaTax Update. This is generally a setting in your accounting software. Avalara doesn't recommend validating during tax calculation because this could increase your usage fees significantly.

Validate one address

To validate one address, follow these steps:

  1. In NetSuite, go to Avalara > Address Validation, and then click Quick Validate.
  2. On the Validate Address page, type the address or part of the address, and then click Validate.
  3. In the Address Validation was Successful message, click OK.
  4. On the Validate Address page, see the validated address.

Validate multiple addresses

To validate many addresses at the same time, follow these steps:

  1. In NetSuite, go to Avalara > Address Validation, and then click Validate Records.
  2. On the Address Validation Assistant page, select the type of record upon which you'd like to perform address validation, and then click Next.
  3. The filters on the Set Data Filter page change according to your selection. Use these filters to select the records for address validation, and then click Next.
  4. In Summary Information, next to Batch Name, type a name for the batch, and then click Finish.
  5. Go to Avalara > Address Validation > View Batches.
  6. On the Address Validation Processes page, once Progress reaches 100%, click View Details.
  7. On the Address Validation Batch page:
    • All: Select to see all records in the batch. This is the default selection.
    • Validated - address not updated: Select to see records that were validated but not updated.
    • Not Validated: Select to see records that were not validated.
    • Validated - address updated: Select to see records that were validated and updated.
    • Update Failed: Select to see all records that were not updated.
  8. To export the validation result, click Export CSV. Each exported CSV contains up to 1000 records.

View and export validated addresses

Once you validate multiple addresses, go back into the details to update the validated records and export the batch details.

  1. In NetSuite, go to Avalara > Address Validation, and then click View Batches.
  2. On the Address Validation Processes page, click View Details next to the batch you'd like to view.

    NS_ViewBatch.png

  3. On the Address Validation Batch page:
    1. To update validated records, click Update Validated Records.
    2. To export the batch details, click Export CSV. Each exported CSV contains up to 1000 records.
      ExportCSV.png

Validate a customer's address

To validate one customer's address, follow these steps:

  1. In NetSuite, go to Lists > Relationships, and then click Customers.
  2. On the Customers page, select the customer whose address you want to validate, and click Edit next to the customer name.
  3. On the Customer Card, click the Address tab, and then click Validate Address.
  4. Depending on what you see next, follow one of these steps:
    • If you see a message that shows a valid address and asks "Accept Validated Address?" click OK.
    • If you see any other message about the address, do the following:
      1. In the Customer Card, in the Address pane, click the Edit icon.
      2. In the Address pane, type the correct address, click Validate Address, and then click OK.

Validate a vendor's address

To validate a vendor's address, follow these steps:

  1. In NetSuite, go to Lists > Relationships, and then click Vendors.
  2. On the Vendors page, next to the vendor whose address you want to validate, click Edit.
  3. On the Vendor Card, click Address, select the address you want to validate, and then click Validate Address.
  4. Depending on what you see next, follow one of these steps:
    • If you see a message that shows a valid address and asks "Accept Validated Address?", click OK.
    • If you see any other message about the address, do this:
      1. On the Customer Card, in the Address pane, click the Edit icon.
        NetSuiteOneWorld2014_ValidateCustomer5.png
      2. In the Address pane, type the correct address, click Validate Address, and then click OK.

Validate a ship-to or bill-to address

To validate a ship-to address or a bill-to address, follow these steps:

  1. Create a transaction.
  2. Select a customer.
  3. To add address details, click Address.
  4. To validate the bill-to address:
    1. From the Bill To Select drop-down menu, select the bill-to address. If the required address isn't on the list, select Custom to add a new location. In the Address window, type the address, and then click Save.
    2. Click Validate Bill-To Address. The validated address displays for confirmation. Click Ok to accept the validated address. If the invoice bill-to address is incomplete, it's replaced with the validated bill-to address.
  5. To validate the ship-to address:
    1. From the Ship To Select drop-down menu, select the ship-to address. If the required address isn't on the list, select Custom to add a new location. In the Address window, type the address, and then click Save.
    2. Click Validate Ship-To Address. The validated address displays for confirmation. Click OK to accept the validated address. If the invoice ship-to address is incomplete, it's replaced with the validated ship-to address.
  6. Click Save.
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