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Avalara Help Center

Edit Exposure Zones and Exempt Reasons

This article applies to:Avalara CertCapture

Edit the exposure zones and exempt reasonsHoverTT.png that make up your exemption matrix to add, edit, or delete exposure zones and exempt reasons; view reasons why certificates are invalid; and set up certificate alerts.

Edit reasons why certificates are invalid

CertCapture includes standard reasons that you can select for invalid certificates during data entry, as well as an Other option with a notes field you can edit for clarification. To edit the invalid reasons in CertCapture, follow these steps:

  1. Go to Settings > Account Settings > Invalid Reasons.
  2. In the Certificate Invalid Reasons pane, under Description, read the invalid reason Name at the left.

Add an exposure zone

To add an exposure zone to your exemption matrix, follow the steps below:

  1. Go to Account Settings > Exposure Zones.
  2. In the Exposure Zones pane, click Add Exposure Zone.
    GlobalAdmin-ExposureZonesPage.png
  3. In the Add Exposure Zone dialog box, add the following:
    • Name of the exposure zone
    • Description of the exposure zone
    • State or region where the exposure zone is located
    • Country where the exposure zone is located
    • Add On Ship-To: When enabled, this option includes this exposure zone by default as a ship-to any time the state selected is added. For example, if you add a zone of LA parish, state of LA, and you select Add On Ship-To, the system by default creates two exposure zones (LA and LA parish) whenever you add the exposure zone of LA. If you don't select Add On Ship-To, you must add the LA parish exposure zone to each customer independently, so for selected customers who have liability for LA and the LA parish, you must add the two zones independently. How you use this option depends on the new zone that you add and whether it is consistently or only occasionally linked to the state that you designate.
  4. Click Add Exposure Zone.

Edit an exposure zone

To edit an exposure zone that appears in your exemption matrix, follow the steps below:

  1. Go to Settings > Account Settings > Exposure Zones.
  2. Click Edit to modify an Exposure Zone.
    GlobalAdmin-ExposureZonesPage.png
  3. In the Edit Exposure Zone dialog box, enter the following:
    • Name of the exposure zone
    • Description of the exposure zone
    • State or region where the exposure zone is located
    • Country where the exposure zone is located
    • Add on Ship-To: When enabled, this option includes this exposure zone by default as a ship-to any time the state selected is added. For example, if you add a zone of LA parish, state of LA, and you select Add On Ship-To, the system will by default create two exposure zones (LA and LA parish) whenever you add the exposure zone of LA. If you don't select Add On Ship-To, you must add the LA parish exposure zone to each customer independently, so for selected customers who have liability for LA and the LA parish, you must add the two zones independently. How you use this option depends on the new zone that you add and whether it is consistently or only occasionally linked to the state that you designate.
  4. Click Update Exposure Zone.

Delete an exposure zone

An exposure cannot be deleted if it is currently in use or was generated by CertCapture.

  1. Go to Settings > Account Settings > Exposure Zones.
  2. Click Delete to remove an Exposure Zone. Click OK to confirm deletion.

Add an exemption reason

  1. Go to Settings > Account Settings > Exempt Reasons > Add Exempt Reason.
  2. In the Add Exempt Reason dialog box, type details in the Name and Description fields.
    • In the Webportal/Retail Lead Question field, type a question that prompts your customers to know when to choose this type of exemption. This is the default question for this exempt reason in all exposure zones in the exemption matrix, unless specifically over-ridden there on an exposure zone by exposure zone basis.

      GlobalAdmin-AddExemptReasonWindow.png
  3. When you are finished, click Add Exempt Reason.

Edit an exemption reason

To edit an exempt reason that appears in your exemption matrix, follow the steps below:

  1. Go to Settings > Account Settings > Exempt Reasons.
  2. Click Edit to modify an Exempt Reason.
  3. In the Edit Exempt Reason dialog box, change any details and then click Update Exempt Reason.
    • Editing the Webportal/Retail Lead Question will create a new default question for this exempt reason in the exemption matrix, but it will not override the Question Prompt for exposure zones that have already been mapped. Those must be changed in the exemption matrix by editing the Question Prompt for each individual exposure zone.
  4. When you're finished editing, click Update Exempt Reason.

Delete an exemption reason

An exempt reason that is either system generated or in use cannot be deleted. Otherwise, use the steps below to delete an exposure zone.

  1. Go to Settings > Account Settings > Exempt Reasons.
  2. Click Delete to remove an Exempt Reason. Click OK to confirm deletion.

Set up a certificate alert

Receive a message when a customer sends or doesn't send a certificate.

If you’re expecting a certain type of certificate from a customer, set up CertCapture to send you a message when you do or don't receive that type of certificate. This feature is handy for large wholesalers.

For example, combining two food ingredients is considered a manufacturing activity in some states, so getting only a resale certificate from that customer is not enough to limit sales-tax exposure. The wholesaler must also get a manufacturing certificate from the customer. The CertCapture support team can set up CertCapture so that when the wholesaler receives a resale certificate from the customer, the next certificate they expect to receive will be a manufacturing certificate, and if they instead receive another resale certificate, CertCapture will send them a message.

To find out more about setting up expected exempt reasons, email support@certcapture.com