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Add Customer Details

This article applies to:Avalara CertCapture

Once you've configured your CertCapture account, it’s time to add customer records. If it's the first time you're adding customers to CertCapture, plan to transfer all the customers who've made exempt purchases from your accounting software into CertCapture. 

It's best if the lists of exempt customers in your accounting software and CertCapture always match. Since you process transactions in your accounting software, use its list as the source of truth. It's best to regularly transfer customer records from your accounting software to CertCapture using a template. Only add customer records to CertCapture one at a time if you have a special reason to. As you add customers to CertCapture you're creating a record for each customer that holds information that's relevant to the customer's exempt status.

For each customer, include information like name, contact information, location, and whether you billed the customer or only shipped goods to the customer. If your accounting software, stores detailed information about your customers and your relationships, transferring customers should be easy. If your accounting software stores limited information about your customers and their transactions, you may need to store less detailed customer records in CertCapture.

When you develop a strategy for what customer details to store in CertCapture, keep in mind that the more detailed your records are, the easier it is to search for customers later and interpret their exemption histories. As a general rule, store as much information as you can sustainably maintain.  

Once you've entered your customers, add and process their compliance documents. If you're missing documents, use CertCapture to ask your customers for them.

PLAY-BLUE-30px.png Add Customers | Avalara CertCapture

Add a data record for a customer

It's best if the lists of exempt customers in your accounting software and CertCapture always match. Since you process transactions in your accounting software, use its list as the source of truth. It's usually best to avoid adding customer records to CertCapture one at a time, since it increases the chance your customer lists won't match. Instead, regularly transfer customer records from your accounting software to CertCapture using a template.

If you're processing documents in CertCapture and have an immediate need to add a single customer record, here's how. If you use this method, check your accounting software to be sure the customer you add to CertCapture has a matching customer record there.

  1. Pick a company from your CertCapture Company Hierarchy. The customer record you create is stored in the company you pick.
  2. On the toolbar, click Customers, and then select Add Customer.
  3. Provide requested customer details. Add details that your company considers important when creating customer records in CertCapture. It's best to at least add a NameCustomer Number, and an Email Address. If your business uses AvaTax to calculate tax, you must at least include Name, Address Line 1, City, State, Country (two digit code: e.g. US), and Zip.
  4. Click Add New Customer. You've created a customer record.
  5. Add shipping details to the new customer record. CertCapture uses this information to keep track of your audit exposure. 
    CertCapture6_CustomerDetail1.png
    • If your accounting software stores a customer's shipping details under a single billing customer record, add shipping details to a single record in CertCapture too. To add shipping states to a customer record:
      1. Click the ShipTo tab.
      2. Click Add ShipTo Zone.
      3. On the State tab, select a state from the drop-down, and then click Add ShipTo Zone.
      4. Repeat B and C until you've added all the shipping states for the customer.
    • If your accounting software stores a customer's billing and shipping details under separate customer numbers, create separate customer records in CertCapture too. Follow steps 1-4 above to create a billing customer record, and then create customer records for each of the shipping locations. Then, on the billing customer record:
      1. Click the ShipTo tab.
      2. Click Add ShipTo Customer.
      3. Add a shipping customer number, and then click Link ShipTo Customer.
      4. Repeat B and C until you've added all the shipping locations for the customer.

Add comments or attachments to a customer record

When you change a customer record or validate data, you may want to add comments or attach supporting documentation related to the record that you are updating. The following steps explain how to insert your comments or attachments into a particular customer record. The size limit per attachment is 50 MB.

  1. On the CertCapture dashboard, click Search, and then click Customer Search.
    Search-CustomerSearch.png
  2. On the Customer Search page, type your search criteria and click the Get Search Results button.
  3. On the Customer Search results page, click the Customer Number of the customer whose record you wish to update.
  4. On the Customer Record page, click the Comments & Files tab.
  5. Click the Add Comment / File button.
  6. In the Add Comment or Attachment for Customer dialog box, click Choose File to upload an attachment. Type your notes in the Comment Contents field and then click the +Add button.
  7. Comments and attachments that have been added appear in a table in the Comments & Files tab. The table has five columns:
    EditorRemoveCommentorFile.png
  • Timestamp: Time when the comment/attachment was added
  • User: User that added or edited the comment/attachment
  • Type: Files and comments are listed separately in the table and designated as such
  • Entry: Text from the comment or the name of the attached file appear here
  • Action: Use the Edit & Remove options to revise or delete specific comments and files associated with a customer record

Note:

Unless you have Admin or SysAdmin credentials, you are only able to Edit or Remove comments or files that you have added.

Add comments or attachments to a document record

When you change a document record or validate data, you may want to add comments or attach supporting documentation related to the record that you are updating. The following steps explain how to insert your comments or attachments into a particular document record. The size limit per attachment is 50 MB.

  1. On the CertCapture dashboard, click Search, and then click Certificate Search.
    Search-CertificateSearch.png
  2. On the Certificate Search page, type your search criteria and click the Get Search Results button.
  3. On the Certificate Search results page, click the Certificate Id for the certificate you want to update.
  4. On the Certificate Record page, click the Comments & Files tab.
  5. Click the Add Comment / File button.
  6. In the Add Comment or Attachment for Certificate dialog box, click Choose File to upload an attachment. Type your notes in the Comment Contents field and then click the +Add button.
  7. Comments and attachments that have been added appear in a table in the Comments & Files tab. The table has five columns:
    EditorRemoveCommentorFileforCertificate.png
  • Timestamp: Time when the comment/attachment was added
  • User: User that added or edited the comment/attachment
  • Type: Files and comments are listed separately in the table and designated as such
  • Entry: Text from the comment or the name of the attached file appear here
  • Action: Use the Edit & Remove options to revise or delete specific comments and files associated with a customer record

Note:

Unless you have Admin or SysAdmin credentials, you are only able to Edit or Remove comments or files that you have added.

Import data for many customers

To transfer multiple customer records from your accounting software to CertCapture:

  1. Export a customer list from your accounting software.
  2. To get CertCapture's upload template, go to Customers > Bulk Import. Choose between two templates: basic and full. Use the basic template if your accounting software stores a customer's billing and shipping locations under a single customer number. Use the full template if your accounting software stores a customer's billing and shipping details under separate customer numbers.
  3. Copy fields from the exported spreadsheet and paste them into CertCapture's customer upload template.
    • Basic template: Each row has billing customer details and a field for the state where goods were shipped. For billing customers that have had goods shipped to more than one state, clone the customer's row with billing customer number and details filled in, and then update the Shipping Customer State field for each shipping state.
    • Full template: In the full template, each row includes a billing customer number and details plus a related shipping customer number and details. For each shipping address, clone the customer's row with billing customer number and details filled in, and then add details for each shipping location (including a unique customer number for each shipping location). 

      Whichever template you use, your business decides how much information to store about each customer in CertCapture. At minimum, store NameAddress Line 1CityStateCountry, and Zip for each customer number. If you don't, information won't flow from CertCapture to AvaTax. The more information you store, the better. Consider which details you can sustainably add for each customer record.

      Remember these guidelines as you develop a routine for transferring customer records:
      • You don't have to use all the template columns. Delete columns and their headers you're not using.
      • Leave column titles unaltered. If you change the name of a column title, the template won't upload.
      • Don't add worksheets to the template. If you do, the template won't upload.
      • If you add a customer number to a template and the number already exists in CertCapture, fields from the template override the information already in CertCapture. Blank template fields erase existing CertCapture content. 
      • If you add a customer number to a template that isn't already in CertCapture, a new CertCapture customer record is created.
  4. Finish adding customer details to the template and save it. In CertCapture, pick the company from the Company Hierarchy where you want to store customer records. Then go to Customers > Bulk Import, locate the file, and click Upload > Import Customer Data.
  5. Review customer records you created. Search for any of the customer records you just created to confirm that the customer details in CertCapture are what you expect. 

EnterpriseFeatureLaurels-Orange-48x40.pngHoverTT.png Link duplicate customer records

Did a customer record get entered twice? Ensure the data is treated the same by linking the records using the Same-As Editor.

The Same-As Editor gives you an easy way to find and link customers who are the "same as" another customer. After you link the records, whatever you do to one record, will apply exactly the same way to the other record.

  1. On the CertCapture toolbar, click Customers, and then click Same-As Editor.
  2. In the Edit Same As page, under Same As Candidates, if any customers listed are the same as the customer at the top under Customer Details, follow one of these steps:
    • If only one or a few customers in the Same As Candidates pane are the same as the customer in the Customer Details pane, click the checkbox next to that or those customers, and then click Save & Mark Checked.
    • If many or all customers in the Same As Candidates pane are the same as the customer in the Customer Details pane, click Toggle All, and then click Save & Mark Checked.
  3. Click Skip to move to the next customer record that might be a duplicate and follow the steps above to link any duplicate customer records to it.
  4. To find any other customers who might be the same as the customer in the Customer Details pane, type the customer's name in the Customer Search text box, and then click Search.