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Edit or Remove Customers

This article applies to:Avalara CertCapture

Edit or delete customers and businesses that are stored in your account. Remove or unlink certificates from individual customers.

Create reports to monitor your records and search for certificates and customers to find and review data. Use attributes to enhance reports and searches.

Edit or delete a customer

Change basic customer information one at a time. If you need to update many customer records at once, update them all at once via import.

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

Delete a customer

  1. Use search to find the customer. Click the customer number to view their profile.
  2. Click Delete Customer and confirm the deletion.

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

Create custom fields for customer data

Customize your data entry for certificates and customers.

  1. Go to Settings > Company Settings > Custom Fields.
  2. On the Custom Fields page, click the Certificates tab,and then 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.

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