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Use the Exemption Matrix to Customize Your Exemption Settings

This article applies to:Avalara CertCapture

The exemption matrix is a central location to manage your company's exemption rules in CertCapture, including:

  • Which states/exposure zones you want to collect documents for
  • Which exempt reasonsHoverTT.png you want to collect documents for
  • The option to create custom form expiration rules
  • The ability to map forms to exposure zones and exempt reasons
  • The ability to select acceptable form types, including Requests and Affidavits
  • The option to include customized questions/prompts that direct your customers to the correct form

By default, the exemption matrix settings match the default CertCapture library settings, which include the latest changes in legislation and policy. Auto-updates ensure the exemption matrix automatically stays in sync. To keep the default form settings and rely on the CertCapture team to manage your form library, no action is required.

Given the inconsistent changes and updates to legislation across the country, Avalara leverages a combination of in-house research and customer feedback to maintain the accuracy of CertCapture’s forms and content. Please reach out to Avalara Support if your business requires documents that aren't currently in the system; the product team addresses content updates according to their system wide impact. 

The content of the exemption matrix is driven by the kinds of compliance documents your CertCapture service supports. If you're using CertCapture to manage excise or withholding documents, your exemption matrix reflects the additional document types.

PLAY-BLUE-30px.png Explore the Exemption Matrix | Avalara CertCapture

Open the exemption matrix

The exemption matrix shows how exposure zones and exempt reasons interact to form unique exemption combinations. Your most recent changes populate the matrix.

  1. Go to Content Library > Exemption Matrix. The exemption matrix opens in a new tab.

CompanyContent-ExemptionMatrix-ThreeViews.png

Customize exposure zone settings

Choose a specific exposure zone to view and customize all available settings for that exposure zone. A green checkmark in a cell indicates its exposure zone and exempt reason settings are the default form settings.

  1. Go to Content Library > Exemption Matrix. The exemption matrix opens in a new tab.
  2. Click the cell for the exposure zone you want to customize. The Manage Certificate Collection dialog box for that exposure zone opens.
    CompanyContent-ExemptionMatrix-ExposureZoneOverview.png
  3. Edit the exempt reasons for that exposure zone by changing the following fields, and then click Update Exposure Zone:
    • Collect Certificates: To collect certificates for this exempt reason, select this check box.
    • Expiration Timeframe: Choose the certificates expiration timeframe from the list.
    • Certificate Template: Choose the form you want to collect from the list.
    • Question Prompt: Type a custom question or description for this form. Your customers see this text in the Retail Module/Web Portal as they go through the form completion process. If the default language in the system isn't descriptive enough, add your own custom descriptions that cater to your clientele.
  4. To reset changes:
    • To the whole exemption matrix, above the exemption matrix, click Reset All to Default
    • To the exposure zone, in the Manage Certificate Collection dialog box, click Reset to Default

Customize exempt reason settings

Choose a specific exempt reason to view and customize all available settings for that exempt reason. A green checkmark in a cell indicates its exposure zone and exempt reason settings are the default form settings.

  1. Go to Content Library > Exemption Matrix. The exemption matrix opens in a new tab.
  2. Click the cell for the exempt reason you want to customize. The Manage Certificate Collection dialog box for that exempt reason opens.
    CompanyContent-ExemptionMatrix-ExemptReasonOverview.png
  3. Edit the exposure zones for that exempt reason by changing the following fields, and then click Update Exposure Zone:
    • Collect Certificates: To collect certificates for this exposure zone, select this check box.
    • Expiration Timeframe: Choose the certificates expiration timeframe from the list.
    • Certificate Template: Choose the form you want to collect from the list.
    • Question Prompt: Type a custom question or description for this form. Your customers see this text in the Retail Module/Web Portal as they go through the form completion process. If the default language in the system isn't descriptive enough, add your own custom descriptions that cater to your clientele.
  4. To reset changes:
    • To the whole exemption matrix, above the exemption matrix, click Reset All to Default
    • To the exempt reason, in the Manage Certificate Collection dialog box, click Reset to Default

Customize settings for a unique exemption combination

Choose a specific exposure zone and exempt reason combination to customize. A green checkmark in a cell indicates its exposure zone and exempt reason settings are the default form settings.

  1. Go to Content Library > Exemption Matrix. The exemption matrix opens in a new tab.
  2. To customize your settings for a specific exposure zone and exempt reason combination, click the cell where the zone row and reason column intersect.
    CompanyContent-ExemptionMatrix-CombinedView.png
  3. Edit the exempt reasons for that exposure zone by changing the following fields, and then click Update Exposure Zone:
    • Collect Certificates: To collect certificates for this exposure zone/exempt reason combination, select this check box.
    • Expiration Timeframe: Choose the certificates expiration timeframe from the list.
    • Certificate Template: Choose the form you want to collect from the list.
    • Question Prompt: Type a custom question or description for this form. Your customers see this text in the Retail Module/Web Portal as they go through the form completion process. If the default language in the system isn't descriptive enough, add your own custom descriptions that cater to your clientele.
  4. To reset changes:
    • To the whole exemption matrix, above the exemption matrix, click Reset All to Default
    • To the unique exemption combination, in the Manage Certificate Collection dialog box, click Reset to Default

Manage automatic updates

Automatic updates keep your exemption matrix up-to-date without further action on your part. By default, auto-updates are turned on.

Because updates override any customization you've made, you might choose to turn off automatic updates. If so, we'll let you know when there are new updates so you can choose which to use.

  1. Go to Settings > Company Settings > Company Details.
  2. On the Company Settings tab, click Edit Company Settings.
  3. Select or clear Auto Update Default Matrix to turn auto updates on or off, and then click Update.
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