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Search for Documents and Customers

This article applies to:Avalara CertCapture

Once your customers and their documents are in CertCapture, search your database to find and review them. 

When you find what you're looking for, edit your records or save your search for next time.

Quick Search

Search for customers or documents by keyword on the CertCapture dashboard. Quick Searches aren't case-sensitive.

  1. On the CertCapture dashboard, in the Quick Search box, type all or part of a customer name, customer number, or document ID.

  2. Click the Quick Search Options icon to filter search results. 

    • Customer Numbers. Search by customer number
    • Customer Alternate IDs. Search by alternate ID
    • Customer Names. Search by customer name
    • Customer Addresses. Enable to search by customer address
    • Job Numbers. Enable to search by job number.
    • Job Names. Enable to search by job name.
    • Full Wildcard Search. Search records for a string of characters anywhere in the customer's name.
    • Mark BillTo/ShipTo. Organize search results by Bill To or Ship To address
  3.  Press ENTER or click the Quick Search icon to execute your search. Results are displayed on the next page.

Change the maximum number of quick search results

  • Go to My Profile > My Preferences > Viewing Preferences > Quick Search Result Count

Customer search

Find a customer. Use basic search to filter by common criteria. Use advanced search options and search filters to narrow your results.

  1. Go to Search > Customer Search.
  2. Enter your search terms in the appropriate fields.
    • Search is keyword-based
    • To search for multiple customers, separate customer numbers with a line break (press Return or Enter in the text field). Spaces between customer numbers yields inaccurate results
  3. Click Customer Attributes or Document Criteria to view additional search options.
    • Click Advanced for even more search criteria. Use this when you're searching by something very specific, such as a Tax Number or Bill To state
  4. Click Get Search Results to view results based on your filters.

Filter Customer Searches

Click the Filter Options icon in the upper right to view advanced filtering options. 

  • Associated Certificate Filtering:
    • Filter With Search Criteria: (default) This setting returns customer and certificate results that match selected filters.
    • Show All Linked Certificates: This setting returns results that match selected filters. It also includes multiple records when certificates are linked to multiple customers.
  • Associated Certificate Display:
    • ​​Only Active Certificate Links: (default) This setting only returns certificates that are used to define the exempt reason for a customer in the given exposure zone.
    • Only Inactive (Replaced) Links: This setting returns certificates that are not supplying the exempt reason due to either another active certificate or a taxable override.
  • Text Field Search Options:
    • Exact Match: (default) This setting returns customer and certificate results that exactly match the case sensitive value entered into a filter criteria.
    • Case Insensitive Exact Match: This setting returns customer and certificate results that match the value entered into a filter criteria, without qualifying upper and lower case letters.
    • ‘Begins With’ Match: This setting returns customer and certificate results that start with the case insensitive value entered in the search criteria.
    • Full Wildcard Match: This setting returns customer and certificate results that includes the case insensitive value entered in the search criteria one or more times.

 

Certificate search

Find a certificate. Use basic search to filter by common criteria. Use advanced search options and search filters to narrow your results.

  1. Go to Search > Document Search.
  2. Enter your search terms in the appropriate fields.
    • Search is keyword-based. Partial document ID numbers may be included in your results
    • To search for multiple documents, separate document ID numbers with a line break (press Return or Enter in the text field). Spaces between ID numbers yields inaccurate results
  3. Click Document Attributes or Document Criteria to view additional search options.
    • Click Advanced for even more search criteria. Use this when you're searching by something very specific, such as a Tax or PO Number
  4. Click Get Search Results to view results based on your filters.

Filter Document Searches

Click the Filter Options icon in the upper right to view advanced filtering options. 

  • Associated Customer Filtering:
    • Filter with Search Criteria: (default) This setting returns customer and certificate results that match selected filters.
    • Show All Linked Certificates: This setting returns results that match selected filters. It also includes multiple records when certificates are linked to multiple customers.
  • Text Field Search Options:
    • Exact Match: (default) This setting returns customer and certificate results that exactly match the case sensitive value entered into a filter criteria.
    • Case Insensitive Exact Match: This setting returns customer and certificate results that match the value entered into a filter criteria, without qualifying upper and lower case letters.
    • ‘Begins With’ Match: This setting returns customer and certificate results that start with the case insensitive value entered in the search criteria.
    • Full Wildcard Match: This setting returns customer and certificate results that includes the case insensitive value entered in the search criteria one or more times.

Save searches to use again later

Make a search as detailed as you want, and then save it for quick access later.

  1. Search for customers or documents.
  2. On the results page, click Save Search.
    CertCapture6-SaveSearch1.png
  3. Name your search and then click Save Search.

Go to Search > Saved Searches to run a saved search again. You can also revise or delete searches from this menu.

Search for Certificates with API Errors

Search for documents that are valid, but have outstanding errors related to the CertCapture API.

  1. Go to Search > Saved Searches.
  2. Find Failed API Valid in the list and click Run Search.
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