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Avalara CertCapture 6.3 Release Notes

This article applies to:Avalara CertCapture

Read the release notes to learn about the latest additions, changes, and fixes to CertCapture 6.3. For more detailed information about CertCapture, see the CertCapture user guide. To see certificate library updates that show which forms have been added, removed, or updated within CertCapture’s form library, see history of form changes.

Latest release

CertCapture release 6.3.9, June 9, 2016

  • Minor improvements and fixes.

May 2016 releases

May 31, 2016

  • Avalara release 6.3.8
  • If you're assigned only to one retail location, then the location is automatically selected after you log in.
  • We've made updates to CertCapture's Certificate Library:
    New/Replace Region Tax Form Name Description Exempt Reason Suggestion
    New AL USA AL Exempt Org Request USA AL Exempt Organization Request CHARITABLE/EXEMPT ORG, RELIGIOUS/EDUCATIONAL
    New AL USA AL SST Form USA AL SST Form Option Substitute State Issued Certificate RESALE
    New CT USA CT CERT 128 Contractors forMashantucket Pequot or Mohegan Tribes USA CT Exempt Purchases by Contractors in Connection with Construction Projects in Indian Country of the Mashantucket Pequot or Mohegan Tribes Prime Contractor
    New CT USA CT CERT 108 Partial Exemption Materials-Tools-Fuels USA CT CERT 108 Partial Exemption Materials, Tools, and Fuels Manufacturer-Partial Exemption
    New HI USA HI G-61 Export Exemption USA HI G-61 Export Exemption for General Excise and Liquor Taxes Foreign Shipment
    New KS USA KS ST-201 Integrated Production Exemption USA KS ST-201 Integrated Production Machinery and Equipment Exemptin Certificate INDUSTRIAL PROD/MANUFACTURERS
    New LA USA LA R-1324 Sales of Construction Materials for use in Charitable Residential USA LA R-1324 Sales of Construction Materials for use in Charitable Residential Construction by Certain Organizations Prime Contractor
    New LA USA LA R-1356-L Sales Tax Exemption for Purchases by the Federal Government  USA LA R-1356-L Sales Tax Exemption for Purchases by the Federal Government  Federal Government
    New LA USA LA R-1046 Federal Recognized indian Tribes and Enrolled Members USA LA R-1046 Sales Tax Exemption Certificate for Federally Recognized Indian Tribes and Enrolled Tribal Members  Tribal Government
    New LA USA LA R-1018 Manufactured Homes, Parts and Accessories USA LA R-1018 Purchase of manufactured homes,parts and accessories for manufactured homes, and for the resale of manufactured homes by manufactured homes retailers Manufacturer
    New LA USA LA R-1007 USA LA R-1007 Commercial Producers and Business Consumers of Farm-Related Products Agriculture
    New ME USA ME ST-A-102 Electricity-M&E for Agricultural Production USA ME ST-A-102 For purchases of electricity or depreciable machinery or equipment for use in commercial
    agricultural production, commercial fishing or commercial aquacultural production, and fuel used in a
    commercial fishing vessel
    Agriculture and Fisherman
    New ME USA ME ST-A-103 Commercial Agicultural Production USA ME ST-A-103 Affidavit Regarding Purchases of Certain Products for Use in Commercial Agricultural Production, Commercial Fishing, Aquacultural Production and Animal Agriculture Agriculture-Fertilizer
    New NC USA NC E-589I Contractor to Fulfill a Qualifying Contract with an Agricultural Exemption Holder USA NC E-589I Affidavit to Exempt from Sales and Use Tax Certain Purchases of Tangible Personal Property by Contractors to Fulfill a Qualifying Contract with an Agricultural Exemption Certificate Number Holder Contractor
    New ND USA ND Sales to a Person in Montana USA ND Certificate of Purchase-Exempt Sales to a Person From Montana NON-RESIDENT
    New NJ USA NJ ST-7 Farmer's Exemption USA NJ ST-7 Farmer's Exemption Certificate AGRICULTURE
    New NV USA NV Exempt Organization Request USA NV Exempt Organization Request CHARITABLE/EXEMPT ORG, RELIGIOUS/EDUCATIONAL
    New NY USA NY DTF-801 Indian Exemption USA NY DTF-801 Certificate of Indian Exemption for Certain Property or Services Delivered on a Reservation Affidavit / Certificate Certificate Tribal Government
    New OK USA OK Exempt Organization Request USA OK Exempt Organization Request CHARITABLE/EXEMPT ORG, RELIGIOUS/EDUCATIONAL
    New TN USA TN Exempt Organization Request USA TN Exempt Organization Request CHARITABLE/EXEMPT ORG, RELIGIOUS/EDUCATIONAL
    New VA USA VA ST-16 Commercial  watermaen who extract fish, bivalves, or crustaceans USA VA ST-16 For use by watermen who extract fish, bivalves, or crustaceans from waters for commercial purposes;
    or for motor fuel or alternative fuel purchased for commercial watercraft owned by a private business
    and used in the conduct of its business and operations
    Fisherman

May 12, 2016

  • Avalara release 6.3.7
  • The new Web Portal Options configuration lets you stamp document ID’s on forms created via Web Portal/Public Wizard.
    • Navigation: Company Settings > Company Details > Web Portal Options
    • Screenshot
  • Now you can filter your customer information in ExciseCapture based on the Bill-To/Ship-To designations.

April 2016 releases

April 29, 2016

  • Avalara release 6.3.6
  • CertCapture now supports single sign on through the use of SAML (Security Assertion Markup Language).
    • This functionality allows CertCapture to have single sign-on capabilities across Avalara products as well as external identity providers such as Okta.
    • Contact your Customer Account Manager (CAM) if you're interested in this feature.

April 14, 2016

  • Avalara release 6.3.5
  • Retail personnel using CertCapture's Retail Module can now scan and upload documents directly into CertCapture.
  • Enterprise accounts can now systematically apply Same-As relationships to customer records using our REST APIs.
  • We've made updates to CertCapture's Certificate Library:
    New/Replace Region Tax Form Name Description Exempt Reason Suggestion

    New

    US USA US Excise NORA fee  USA US Excise NORA National Oil Heat Research Alliance Fee Exemption Certificate Excise
    New US USA US Taxable Fuel Registrant USA US Notification Certificate of Taxable Fuel Registrant Excise
    New US USA US Excise Gasoline Blended USA US Excise Certificate of Person Buying Gasoline Blendstocks for Use Other Than in the Production of Finished Gasoline Excise
    New US USA US Taxable Fuel Registrant TR USA US Notification Certificate of Taxable Fuel Registrant Terminal or Refinery Excise
    New US USA US Excise State Nonprofit USA US Excise Certificate For State Use or Nonprofit Educational Organizational Use Excise
    New US USA US Excise State Nonprofit Custom CHS USA US Custom CHS Excise Certificate For State Use or Nonprofit Educational Organizational Use Excise
    Replace CA USA CA BOE-230J Teleproduction Blanket USA CA BOE-230-J Teleproduction or Other Postproduction Blanket Exemption Sales Tax
    New CA USA CA BOE-230K Teleproduction Partial USA CA BOE-230-K Teleproduction or Other Postproduction Partial Exemption Sales Tax

April 1, 2016

  • Avalara release 6.3.4
  • We've added a new Web Portal option that lets you append barcodes to the bottom of forms.
    • Navigation: Company Settings > Company Details > Web Portal Options > Append Barcode
  • You can now customize the default questions that appear for exempt reasons in the Exemption Matrix.
    • Navigation: Global Admin > Exempt Reasons > then click Add Exempt Reason or Edit
    • Previously, the Description of the exempt reason was the default question in the Exemption Matrix. Now, you can change the default questions using the Webportal/Retail Lead Question field in the Edit Exempt Reason dialog.
    • Screenshot
  • New warning message appears when trying to uploading documents through the UI.
    • The most common reason for document upload failures is because the PDF contains a non-native Adobe font type. To resolve this issue, print, scan, and upload the document using a domestic (US) version of Adobe.
    • Screenshot
  • We extended the maximum search length from 999 days to 9,999 days. You can now perform searches using 9,999 days as the date parameter.
  • If you use the REST APIs to sync with ExciseCapture, you now have a custom Boolean field that designates which records should and shouldn't be synced with Excise.
  • We've made updates to CertCapture's Certificate Library.
    • What are content library updates?
      • Content library updates define which forms have been added, removed, or updated within CertCapture’s form library. The table below illustrates any updates that were in the past weeks. Please note that the release of forms isn't necessarily bound to software releases.
    • What should I do with “new” content updates?
      • If a content library update is designated as “new”, it indicates that additional form templates are available for use in the exemption matrix.  The availability of new templates doesn't impact your current form mappings. If you would like to use newly available forms, access the exemption matrix and search for the new form.
    • What should I do with “replaced” content updates?
      • If a content library update is designated as “replaced”, this means that an existing form template has been updated. For example, if New York issues a new version of its Resale Certificate, the Avalara content team automatically updates the form on your behalf. In this case, there are no actions for you to take.
    • List of updated forms:
      New/Replace Region Tax Form Name Description Exempt Reason Suggestion

      New

      AZ

      USA AZ 5000M

      AZ 5000M Non-TPT Licensed Contractor Certificate (MRRA Project)

      PRIME CONTRACTOR

      New

      CA

      USA CA BOE-230T

      CA BOE-230-T Exemption certificate animal life, feed, drugs and medicines

      AGRICULTURE

      New

      CA

      USA CA BOE-230U

      CA BOE-230-U Exemption certificate animal life, drugs and medicines

      MEDICAL

      New

      CA

      USA CA BOE-146-RES

      CA BOE-146-RES Exemption certificate and statement of delivery in Indian country

      TRIBAL GOVERNMENT

      New

      IL

      USA IL RUT-7

      IL RUT-7 Rolling stock certification

      COMMON CARRIER

      New

      LA

      USA LA R-1381

      LA R-1381 Certificate for lease or rental of pallets used in packaging products

      INDUSTRIAL PROD/MANUFACTURERS

      New

      NY

      USA NY ST121.1

      NY ST-121.1 Exemption certificate for tractors, trailers, semitrailers, or omnibuses

      COMMON CARRIER

      New

      NY

      USA NY ST121.9

      NY ST-121.9 Exempt purchase certificate for certain property and services used in dramatic and musical arts performances

      INDUSTRIAL PROD/MANUFACTURERS

      New

      NY

      USA NY ST-123

      NY ST-123 IDA agent or project operator exempt purchase certificate

      PRIME CONTRACTOR

      New

      NY

      USA NY ST-124

      NY ST-124 Certificate of capital improvement

      CAPITAL IMPROVEMENT

      New

      OH

      USA OH STECU

      OH STEC U Unit exemption certificate

      COMMON CARRIER

      New

      UT

      USA UT 721DP

      UT 721DP Direct payment permit holders certificate

      DIRECT PAY

      New

      VA

      USA VA ST-14

      VA ST-14 Out-of-state dealer certificate of exemption

      NON-RESIDENT

      New

      WA

      USA WA 27-0050

      WA 27-0050 Digital products and remote access software exemption certificate

      INDUSTRIAL PROD/MANUFACTURERS

      New

      FL

      USA FL COMM FORM

      USA FL Communications Services Form

      TELECOM

      New

      NY

      USA NY CT-120

      USA NY CT-120 Resale Certificate for Telecommunication Purchases

      TELECOM

      New

      CA

      USA CA COMM USERS TAX

      USA CA Los Angeles Certificate of Exemption From City of Los Angeles Communication Users Tax

      TELECOM

      New

      OK

      USA OK Contractor

      USA OK Contractor Exempt Entity Instructions

      PRIME CONTRACTOR

      New

      IN

      USA IN Utility Communication Request

      USA IN Utility-Communication Sales Tax Exemption Certificate Instructions

      INDUSTRIAL PROD/MANUFACTURERS

      Replace

      FL

      USA FL Communication Form Request

      USA FL Communications Services Form

      TELECOM

      New

      OK

      USA OK Veteran Request

      USA OK Veteran Sales Tax Exemption Certificate Instructions

      CHARITABLE/EXEMPT ORG

      New

      TX

      USA TX 01-925

      USA TX Texas Timber Operations Sales and Use Tax Exemption Certificate

      AGRICULTURE

March 2016 releases

March 17, 2016

  • Avalara release 6.3.3
  • There are 3 exemption document types in CertCapture's Exemption Matrix -- documents, affidavits, and requests. With this release, the roles of affidavits and requests are redefined.
    • ​​Certificates remain defined as fillable forms that collect required buyer and seller information and create an exemption certificate that is active for the period defined by the Exemption Matrix. They're saved and associated with your customer's account.
    • Affidavits are now defined as fillable forms that enable a buyer to agree to the requirements of exemption, and may define additional forms/documents that also need to be submitted. They're active for a period not defined by the Exemption Matrix, but by you in your CertCapture settings. They're saved and associated with your customer's account.
    • Requests are now defined as a set of instructions that provides a buyer with all the information they need to submit the state or federal supplied document necessary for exemption. They can be used as a cover sheet to help auto-associate the submitted form with the Buyer account.
  • You can now upload and auto-associate standard and custom exposure zones to customer records through the bulk upload functionality
  • The following forms have been updated in CertCapture's Certificate Library. You may want to update your Exemption Matrix mappings.
    • Primary: In our opinion, you should map these forms to the given exposure zone/exemption reason combination
    • Suggested: In our opinion, you can use these forms, or other forms, as you deem appropriate.
      Region Tax Form Name Description Exempt Reason Suggestion Primary/Suggested
      AZ USA AZ 5000M AZ 5000M Non-TPT Licensed Contractor Certificate (MRRA Project) PRIME CONTRACTOR Suggested
      CA USA CA BOE-230T CA BOE-230-T Exemption certificate animal life, feed, drugs and medicines AGRICULTURE Suggested
      CA USA CA BOE-230U CA BOE-230-U Exemption certificate animal life, drugs and medicines MEDICAL Primary
      CA USA CA BOE-146-RES CA BOE-146-RES Exemption certificate and statement of delivery in Indian country TRIBAL GOVERNMENT Suggested
      IL USA IL RUT-7 IL RUT-7 Rolling stock certification COMMON CARRIER Primary
      LA USA LA R-1381 LA R-1381 Certificate for lease or rental of pallets used in packaging products INDUSTRIAL PROD/MANUFACTURERS Suggested
      NY USA NY ST121.1 NY ST-121.1 Exemption certificate for tractors, trailers, semitrailers, or omnibuses COMMON CARRIER Primary
      NY USA NY ST121.9 NY ST-121.9 Exempt purchase certificate for certain property and services used in dramatic and musical arts performances INDUSTRIAL PROD/MANUFACTURERS Suggested
      NY USA NY ST-123 NY ST-123 IDA agent or project operator exempt purchase certificate PRIME CONTRACTOR Suggested
      NY USA NY ST-124 NY ST-124 Certificate of capital improvement CAPITAL IMPROVEMENT Primary
      OH USA OH STECU OH STEC U Unit exemption certificate COMMON CARRIER Primary
      UT USA UT 721DP UT 721DP Direct payment permit holders certificate DIRECT PAY Primary
      VA USA VA ST-14 VA ST-14 Out-of-state dealer certificate of exemption NON-RESIDENT Primary
      WA USA WA 27-0050 WA 27-0050 Digital products and remote access software exemption certificate INDUSTRIAL PROD/MANUFACTURERS Suggested
      FL USA FL COMM FORM USA FL Communications Services Form TELECOM Primary
      NY USA NY CT-120 USA NY CT-120 Resale Certificate for Telecommunication Purchases TELECOM Primary
      CA USA CA COMM USERS TAX USA CA Los Angeles Certificate of Exemption From City of Los Angeles Communication Users Tax TELECOM Primary

March 3, 2016

  • Avalara release 6.3.2
  • New feature protects all PDFs stored at rest in the CertCapture database with AES256 encryption
  • CertCapture’s form and logic engine (Gencert 2.0) now supports Topaz signature pads.
    • Topaz signature integration is a custom feature. Reach out to CertCapture sales if you are interested in this feature.
  • You can now define what items show up in the Description of property to be purchased drop-down during certificate creation.
    • Available to: Admin Users 
    • Navigation: Company Settings > Company Details > Edit button under Client Information
    • In the Edit Client Entity window, in the  Equipment Description field, type your products delimited by a
      • ​Example: Soda | Wine | Expensive Bottled Water
      • Video Example

February 2016 releases

February 18, 2016

  • Avalara release 6.3.1
  • Added a new thunderbolt icon Thunderbolt.pngto indicate that an invalid certificate was recently received.
    • User Roles: All User Roles
    • Navigation: Search > Customer Search > Customer Information > Taxability Info > Active Linked Certificates
    • Active linked certificates display the status of the most recently received, manually-validated certificates within CertCapture. If a new, invalid certificate is received while there is already an active, valid certificate on file, a thunderbolt icon appears on the active certificate.

February 4, 2016

  • Avalara release 6.3
  • The Exemption Matrix is a new feature that provides a central location to manage your company's exemption rules, including:
    • Which states/exposure zones you would like to collect certificates for
    • Which exempt reasons you would like to collect certificates for
    • The option to create custom form expiration rules
    • The ability to map forms to exposure zones/exempt reasons
    • The option to include customized questions/prompts
  • Screenshot of the Exemption Matrix

    ​Note

    If you currently have custom configurations for your exemption rules, these will be preserved upon release of the Exemption Matrix. If you have any questions, please contact Avalara Support.

  • Moved or deleted, certain menu items in the navigation ribbon, and added a new menu option called Company Content. Navigation paths for the changes are listed below:
    • Exemption Matrix (new feature): Company Content > Exemption Matrix
    • Nexus Settings (formerly Nexus, under Company Settings): Company Content > Nexus Settings
    • Certificate Library (formerly under Reports): Company Content > Certificate Library
    • Certificate Templates (formerly under Requests): This option no longer exists. Its functionality is rolled up into the Exemption Matrix.
    • Expiration Matrix (formerly under Company Settings): This option no longer exists. Its functionality is rolled up into the Exemption Matrix.
  • Updated the form completion process in the Retail Module, the Web Portal, and the E-Commerce plugin:
    • You can configure custom questions that guide your customers to the proper form
    • Fields are shown or hidden based on their input
    • Tax IDs and registration numbers are verified for correct formatting prior to submission

      Note:

      CertCapture flags improper formatting, but doesn't verify the validity of the Tax ID.

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