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Avalara Help Center

Edit or Remove Details about Customers

This article applies to:Avalara CertCapture

To make the most of your CertCapture service, the customer records you keep need to be accurate and up-to-date. When you add businesses or your customer situations change, make sure to update the data in CertCapture. There are several ways to access the data you need to change. The system lets you navigate between document data and customer data, so you can review and update as needed.

Stay informed, and know when you need to make changes by creating reports about documents and customers. Any time you need to find and review data, search for certificates and customers.

Edit a customer data record

Change basic customer information.

  1. Follow the steps in customer search to find the customer whose record you want to edit.
  2. On the Customer Search Results page, on the right, click Edit.
    CertCapture6_CustomerDetail1.png
  3. In the Edit Customer pane, change any of the customer’s data.
  4. Under Customer Attributes, click any attributes that apply.
  5. At the bottom, click Update Customer.

Remove a document from a customer record

Unlink a document from a customer record.

  1. Follow the steps in customer search to find the customer whose document you want to remove.
  2. On the Customer Search Results page, under Customer Number, click the customer's number.
    CertCapture6_RemoveCert1.png
  3. On the Customer Details page, click the Taxability Info tab.
    CertCapture6_RemoveCert2.png
  4. On the Taxability Info page, under Active Linked Documents, right-click the document that you want to remove, and then click Unlink The Document.
    CertCapture6_RemoveCert3.png
  5. A message appears. Review the message, and if you'd like to continue with the action, click OK.
    CertCapture6_RemoveCert4.png

Remove a ship-to state from a customer record

Unlink a ship-to state from a customer record.

Exposure zones are tax jurisdictions where your company may be exposed to penalties, back interest, and other risks if you don't collect documentation from customers for whom you don't charge tax.

  1. Follow the steps in customer search to find the customer whose exposure zone you want to remove.
  2. On the Customer Search Results page, under Customer Number, click the customer's number.
    CustomerSearch-CustomerNumber.png
  3. On the Customer Details page, click the ShipTo tab.
    CertCapture6_RemoveZone2.png
  4. On the ShipTo Details page, right-click the exposure zone that you want to remove, and then click Unlink ShipTo State.
    CertCapture6_RemoveZone3.png
  5. A message appears. Review the message, and if you'd like to continue with the action, click OK.
    CertCapture6_RemoveZone4.png

EnterpriseFeatureLaurels-Orange-48x40.pngHoverTT.png Customize certificate attributes

Add unique descriptions that help you categorize certificates for reporting or search.

Certificate attributes are descriptions that you add to help differentiate certificates in CertCapture. For example, you might want to add an attribute that says that a certificate covers more than one state or was filled out online.

  1. On the CertCapture toolbar, click Account Settings, and then click Certificate Attributes.
  2. In the Certificate Attributes pane, follow one of these steps:
    CertCapture6_GlobalAdminCertificateAttributes1.png
    • To add a certificate attribute, at the right, click Add Certificate Attribute, and then follow these steps:
      CertCapture6_GlobalAdminAddCertificateAttribute1.png
      1. In the Add Certificate Attribute dialog box, under Name, type a name for the attribute.
      2. Under Description, type a description for the attribute.
      3. At the bottom, click Add Certificate Attribute.
      4. A message appears. Review the message, and if you'd like to continue with the action, click OK.
    • To edit a certificate attribute, at the right next to any attribute, click Edit and then follow these steps:
      CertCapture6_GlobalAdminEditCertificateAttribute1.png
      1. In the Edit Certificate Attribute dialog box, under Name or under Description, enter new details for the customer attribute.
      2. At the bottom, click Update Certificate Attribute.
    • To delete a certificate attribute, at the right next to any reason, click Delete, and in the Attention! dialog box, click OK. You can only delete certificate attributes that aren't assigned to any certificates. 

EnterpriseFeatureLaurels-Orange-48x40.pngHoverTT.png Customize customer attributes

Add unique descriptions that help you categorize customers for reporting or search.

Customer attributes are descriptions that you can use to help differentiate customers. CertCapture comes with default customer attributes such as Internal Customer, Business Closed, Contractor, etc. You can add your own custom attributes and assign these to customers to help in workflow or reporting.

For example, you'll often receive responses to certificate requests that the customer is no longer in business or the request is undeliverable as addressed. Simply update your customer account with attributes such as Business Closed or Address Change Needed. When you want to renew expired certificates, you can exclude customers with those attributes because you know you will not receive responses from them. To add or edit a customer attribute, follow these steps:

  1. On the CertCapture toolbar, click Account Settings, and then click Customer Attributes.
  2. In the Customer Attributes pane, follow one of these steps:
    CertCapture6_GlobalAdminCustomerAttributes1.png
    • To add a customer attribute, at the right, click Add Customer Attribute, and then follow these steps:
      CertCapture6_GlobalAdminAddCustomerAttribute1.png
      1. In the Add Customer Attribute dialog box, under Name, type a name for the attribute.
      2. Under Description, type a description for the attribute.
      3. At the bottom, click Add Customer Attribute.
      4. A message appears. Review the message, and if you'd like to continue with the action, click OK.
    • To edit a customer attribute, at the right next to any attribute, click Edit and then follow these steps:
      CertCapture6_GlobalAdminEditCustomerAttribute1.png
      1. In the Edit Customer Attribute dialog box, under Name or under Description, enter new details for the customer attribute.
      2. At the bottom, click Update Customer Attribute.
    • To Delete a customer attribute, at the right next to any reason, click Delete, and in the Attention! dialog box, click OK. You can only delete customer attributes that aren't assigned to any customers.

EnterpriseFeatureLaurels-Orange-48x40.pngHoverTT.png Create custom fields for customer data

Customize your data entry for certificates and customers.

  1. On the CertCapture toolbar, click Company Settings, and then click Custom Fields.
  2. On the Custom Fields page, click the Certificates tab and at the right, click Add Custom Field.
    CertCapture6_CustomFields1.png
  3. In the Add Certificate Custom Field dialog box, follow these steps:
    1. Under Name, type a name for the new certificate field.
    2. Under Type, select one of the following:
      • Text if CertCapture users can only enter text in the certificate new field.
      • Select if CertCapture users must select one certificate field from a drop-down menu, and then follow these steps:
        • Under Possible Values, type the name of a certificate field that users can select from the drop-down menu, and then press ENTER.
        • Type the name of another certificate field that users can select from the drop-down menu, and then press ENTER.
        • When you're finished adding certificate fields, go to step c.
      • Multi-select if CertCapture users can select more than one certificate field from a drop-down menu, and then follow these steps:
        • Under Possible Values, type the name of a certificate field that users can select from the drop-down menu, and then press ENTER.
        • Type the name of another certificate field that users can select from the drop-down menu, and then press ENTER.
        • Type the name of another certificate field that users can select from the drop-down menu, and then press ENTER.
        • When you're finished adding certificate fields, go to step c.
      • Boolean if CertCapture users can select Boolean parameters such as OR, AND, and NOT to select the new certificate field.
    3. Click the Used in Data Entry? checkbox if this field should be included in the data-entry process.
    4. Click the Required in Data Entry? checkbox if this is included in data entry and it's a required field. If it's a required field in data entry, the validating user cannot validate certificates unless the customer field is entered.
    5. At the right, click Add.
  4. Click the Customers tab, at the right, click Add Custom Field, and In the Add Customer Custom Field dialog box, follow these steps:
    1. Under Name, type a name for the new customer field.
    2. Under Type, select one of the following:
      • Text if CertCapture users can only enter text into the new field.
      • Select if CertCapture users must select one cutomer field from a drop-down menu, and then follow these steps:
        • Under Possible Values, type the name of a customer field that users can select from the drop-down menu, and then press ENTER.
        • Type the name of another customer field that users can select from the drop-down menu, and then press ENTER.
        • When you're finished adding customer fields, go to step c.
      • Multi-select if CertCapture users can select more than one customer field from a drop-down menu, and then follow these steps:
        • Under Possible Values, type the name of a customer field that users can select from the drop-down menu, and then press ENTER.
        • Type the name of another customer field that users can select from the drop-down menu, and then press ENTER.
        • Type the name of another customer field that users can select from the drop-down menu, and then press ENTER.
        • When you're finished adding customer fields, go to step c.
      • Boolean if CertCapture users can use select Boolean parameters such as OR, AND, and NOT to select the new customer field.
    3. Click the Used in Data Entry? checkbox if this field should be included in the data-entry process.

    4. Click the Required in Data Entry? checkbox if this is included in data entry and it's a required field. If it's a required field in data entry, the validating user cannot validate certificates unless the customer field is entered.

    5. At the right, click Add.

Adding custom fields to your CertCapture database adds search fields to the advanced customer and document search tools. To search for customers or documents by custom field content, go to Search > Customer Search or Search > Certificate Search. Click the Advanced button to expand search options. Use the custom field(s) you added to filter your CertCapture database, making it easier to find customers and their documents. For more information, see search for certificates and customers.