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Set Up Your Company

This article applies to:Avalara CertCapture

Before you start using CertCapture, you’ll need to set up your company profile so it matches how you do business. If other team members will be helping you use CertCapture, create user accounts for each of them.

1. Log in

Sign in to your CertCapture account. 
  1. Go to CertCapture.
  2. In the User Name text box, type the email address that you used to establish your account.
  3. In the Password text box, type your password, and then click Log In.


2. Configure company details

Add contact information and adjust settings for any of your companies set up in CertCapture. To configure settings for a particular company in your company hierarchy, click its name in the company hierarchy dropdown.

  1. On the CertCapture toolbar, click Company Settings > Company Details.
  2. On the Company Details page, click any tab to edit its content. Once you've chosen a tab, click Edit in its top-right corner to make changes.
    1. In the Client Information tab, click the Client logo to upload a custom logo that represents your organization. Then click Edit Client Information. In the Edit Client Entity dialog box, edit any of the following fields. When finished configuring, click Update Client Entity:
      • Name: Name of the sub-entity that appears in the top right corner of the page. It doesn't necessarily have to be the legal name.
      • Legal Name: The legal name of the entity. Legal name is used to populate fields for W-8/W-9 forms.
      • Address (including City, State, Country, & Zip): Address associated with the sub-entity. This address is used as a contact address/return address/response address through out the application.
      • FEIN: The Federal Employer Identification Number for the active sub-entity
      • Phone: The customer point of contact. (Also, the Support By Phone number that displays at the bottom of the online submission tool.)
      • Fax: This field is not open for editing. Your company’s fax number was created by CertCapture and assigned to your company for inbound faxes. Faxes go directly to your Stacks in Data Entry.
      • Corporate Emails: The Support By Email address at the bottom of the online submission tool contains the corporate email address. This field is also used to populate the FROM_EMAIL template tag if used in an request cover letter. To designate the from address on outbound CertCapture messages, click the Username in the upper-right corner of CertCapture, and then select My Profile > My Preferences > Email Preferences > Customer Emails.
      • Notification Emails: CertCapture sends notification emails (such as, Certificate Submission Confirmation and Successful API calls) to this email address
      • Account Lead: This field isn't open for editing. This is the Avalara employee assigned to the account.
      • Equipment Description: Brief description of the business activity of the sub-entity. Depending on the form type, this field may populate the Description of Business activity section of the form.
      • Default Bucket: Buckets are headers that organize incoming certificates. The default is External.
      • Generated Customer Number Prefix: When you generate a customer, it adds the prefix specified here to the customer number
      • Typeahead Minimum Search Length: Auto-searches won't initiate until a minimum character count is typed into the search box
      • Affidavit Expiration: The duration of temporary exempt status for customer records with active affidavit forms
    2. In the Client Settings tab, place a check in the YES or NO box to configure. When finished configuring, click Update Client Entity:
      • Trickle Up Ship To Documents: Documents assigned at the ShipTo level are applied to the BillTo level
      • Require Tax IDs in Data Entry: When YES, users enter a Tax ID when adding data for an exemption certificate in Data Entry
      • Allow Jobs: When YES, documents apply to jobs and Job Search appears in the User Interface
      • Use Document Percentages: When YES, tracks certificates that exempt only a percentage of a tax rate
      • Use Barcodes: When YES, the suggested state, barcode stamp appears at the bottom of form-library forms.
      • Use Managed Services: When YES, Avalara contact information appears in the online submission tool. When NO, the customer's Corporate Email and Phone from the Client Information section appear in the online submission tool.
      • Collect SST: When YES, and customer is designated as an SST customer, SST forms are available as a Certificate Template
      • Require SST: When YES, SST forms are the only accepted certificate type in the online submission tool and campaigns. Collect SST must be enabled for this feature to work. 
      • Hide Title Field: When YES, the Title field appears in the online submission tool in the Please Provide Your Contact Information section
      • Use Locations: When YES, features driven by location (such as Public Wizard, Retail Module, Buckets, and Requests) are available
      • Use Location Addresses: When YES, uses location addresses rather than Client address within Requests, Campaigns, and Retail Module
      • Allow Requesters to set Location: When YES, shows the Location drop-down in the Single Request section of the application
      • Apply Customer Exposure Zones Only: When YES, prevents users from over-selecting exposure zones applied to a customer record. During data entry, click the blue checkbox to remove all selected states that aren't associated with the customer record.
      • Remove Non-Nexus Exposure Zones in Data Entry: When YES, prevents users from over-selecting exposure zones applied to a customer record. During data entry, click the blue ban circle to remove all selected zones that aren't in the current client nexus.
      • API Access: When YES, user has access to REST API
    3. In the Retail Settings tab (only applies if CertCapture for Retail is active for your account), place a check in the YES or NO boxes to configure. When finished configuring, click Update Client Entity:
      • Show Pending Certs: When YES, status appears as Pending if a customer has a document in data entry waiting to be processed
      • Show Customers Without Certs: When YES, customers missing documents appear in searches in CertCapture for Retail
      • Submit to Data Entry: When YES, submits certificates to the data entry screen. When NO, certificates are automatically deemed valid upon submission
      • Append Barcode: When YES, a barcode is stamped at the bottom of all certificates created in CertCapture for Retail
      • Append Certificate ID: When YES, a certificate ID is stamped at the bottom of all certificates created in CertCapture for Retail
      • Disable Upload: When YES, disables document upload for CertCapture for Retail
      • Print/Preview Document: When YES, enables document print preview
    4. In the CertExpress Settings tab, place a check in the YES or NO box to configure. When finished, click Update Client Entity:
      • Days to allow account access to CertExpress: Type the number of the days you want online form submission to be active. Log-in credentials expire at the end of the specified period.
      • Edit Purchaser Information: When YES, allows your customer to edit the Please Provide Your Contact Information in CertCapture
      • Submit to Stack: When YES, if your customer submits a certificate online, it appears in the Stacks page. When No, certificates are validated and attached to the customer.
      • Upload Document Only: When YES, disables the certificate wizard. Certificates have to be uploaded as a PDF file
      • Print/Preview Document: When YES, customers can Print/Preview the document
      • Customer List: When YES, a BillTo/ShipTo page is added to PDFs created online
      • Email Dialog: When YES, a dialog box with email information appears in the online form submission tool
      • Fax Dialog: When YES, a Fax dialog box appears in the online form submission tool
      • Allow Document Upload: When YES, the customer can upload a PDF on the main form submission screen. 
      • Hide Signature: When YES, disables the customer's ability to sign the certificate using a mouse
      • Send Document Completion Client Notifications: When YES, CertCapture sends an email to the customer (using the email on record) to confirm receipt of a document
      • Disable Customer Adding Any Form: When YES, disables the ability for customers to choose additional documents to fill and submit
      • Append Barcode: When YES, a barcode is added to the document

3. Add users

You can add as many users to your CertCapture account as you want. Assign each user a role that suits the kind of work they'll use CertCapture to do. When assigning roles, remember that they're listed from lowest access to highest access.

Add a user

Assign a user

  1. On the CertCapture toolbar, click Account Settings, and then click Manage Users.
  2. The Users page shows each of your account's users, including login, name, email, role, and status. You can limit a user's access to specific companies from your Company Hierarchy. To give a user access to specific companies from the hierarchy, click Assign Companies in the Actions column.
  3. In the Assign Companies dialog, click the checkbox next to each company you want to assign the user to, and then choose role from the drop-down menu. When finished, click the Update Company Assignments button.

4. Change nexus

Nexus is the connection or relationship a business has with a taxing jurisdiction in which it sells products and services. This connection obligates the business to calculate, collect, report, and remit taxes. State and local authorities have varying definitions as to what constitutes nexus and who is liable for collecting and remitting sales and use taxes in their jurisdictions. Rules governing what constitutes nexus vary from jurisdiction to jurisdiction. 

Part of the CertCapture account setup process is telling CertCapture where you're registered to collect and remit tax. You should store an exemption certificate to cover every exempt customer transaction. Knowing where you have nexus helps CertCapture alert you when certificates are missing in jurisdictions where you're registered.

To determine your exposure to audit penalties, CertCapture compares where you have nexus to where you have exemption certificates. So check your records, and be sure to configure CertCapture's nexus setting to reflect each jurisdiction where you're registered to collect taxes.

  1. On the CertCapture toolbar, click Company Content, and then click Nexus Settings. If you set up more than one company in your Company Hierarchy, configure nexus for each of the companies.
  2. On the Edit Nexus page, choose a Location, and then click the Assign Nexus button.
  3. In the Edit Client Nexus dialog, place checks in exposure zone boxes where you have nexus. When finished, click Update Client Nexus.