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Add Customer Information

This article applies to:Avalara CertCapture

Once you've configured your CertCapture account, it’s time to create customer records. If it's the first time you're adding customers to CertCapture, plan to transfer all the customers who've made exempt purchases from your accounting software into CertCapture. 

Create customer records one at a time or use a template to add multiple customers at once. As you add customers to CertCapture you're creating a record for each customer that holds information that's relevant to the customer's exempt status.

For each customer, include information like name, contact information, and location, and whether you billed the customer or only shipped goods to the customer. If you use a robust accounting software, transferring detailed information about your customers and their relationships to your business should be easy. If your accounting software is less robust, it may store limited information about your customers and their transactions, so you may need to store less detailed customer records in CertCapture.

When you develop a strategy for what customer details to store in CertCapture, keep in mind that the more detailed your records are, the easier it is to search for customers later and interpret their exemption histories. As a general rule, store as much information as you can consistently and comfortably maintain.  

Once you've entered your customers, add and process their compliance documents. If you're missing documents, use CertCapture to ask your customers for them.

Add a single customer record

Enter one new customer record to the database.

  1. On the CertCapture toolbar, on the Customer menu, click Add Customer.
  2. On the Add Customer page, type the following:
    • Customer Number: Because this is the key field for this customer in CertCapture, it must be unique to this customer. To generate a unique customer number automatically, next to this field, click Generate
    • Name: This can be the customer’s business or the customer’s first and last name
    • Contact Name: This is the first and last name of the person you should reference when contacting the customer
    • Custom ID: This might be any other name or number that you used to identify this customer if the customer switched from one software system to another
    • Phone #, Fax #, and Email Address of the customer
    • Address Line 1 and Address Line 2: These are usually the street address of the customer and any secondary address data such as apartment or suite number
    • Email Address: This is the preferred email address for the customer
    • FEIN: This is the Federal Employer Identification Number for the customer
    • Attn Name: This is the first and last name of the person who mailings should be sent to
    • City, State, Country and ZIP Code of the customer
  3. At the lower right, click Add New Customer.
  4. On the Customer Detail page, on the toolbar, do one of the following:
    CertCapture6_CustomerDetail1.png
    • If the customer has ship-to customer records created, follow these steps:
      1. Click the ShipTo tab
      2. In the Add Ship To Customer dialog box, under Customer, type a customer number
      3. Click Link Ship-to Customer
         
    • If the customer has no ship-to customer records but has created ship-to zones, follow these steps:
      1. Click the ShipTo tab
      2. At the right, click Add ShipTo Zone
      3. In the Add Ship To Zone dialog box, under Zone, select a zone, and then click Add ShipTo Zone

Add more than one customer record with a template

Add customers in bulk using a spreadsheet template found in the CertCapture toolkit.

  1. On the CertCapture toolbar, on the Customer menu, click Bulk Import.
  2. In the Import Customers page, under Templates, right-click and download one of the Customer Upload Templates. These are Microsoft Excel spreadsheets that contain headers that provide the correct input fields for CertCapture customer data.
    • If your company's bookkeeping is set up to assign Customer Numbers to your clients based on location, select the Full template
    • If your company's bookkeeping is set up to use the same Customer Number for each client, whether or not they have more than one location, select the Basic template
    • If your company tracks compliance documents at the jobs-level, select the Plus Jobs template 
  3. Enter your customer’s data into the appropriate fields in the Customer Upload Template that you downloaded. As you add data to the Excel spreadsheet, note the following:
    • Don't alter any text in the spreadsheet’s header (top) lines. If you do, you cam't import the spreadsheet into CertCapture
    • Don't use multiple worksheets in the spreadsheet because CertCapture will only recognize one worksheet in it
    • If you sync CertCapture with AvaTax, you must include the Billing Customer Country column
    • You don't have to include all columns in the template. If a column has no data in it, you can delete that column
    • If a customer has the same Billing Customer Name and Shipping Customer Number, enter at least the following in the spreadsheet :
      • Billing Customer Address 1, and Billing Customer Address 2, if it's needed
      • Billing Customer City
      • Billing Customer State
      • Billing Customer Zip
      • Shipping Customer State only for  each state you ship to for this customer. (This will not exempt the customer but will help determine your exposure.)
    • If a customer has a different Billing Customer Number and Shipping Customer Number, enter at least the following in the spreadsheet:
      • Billing Customer Address 1, and Billing Customer Address 2, if it's needed
      • Billing Customer City
      • Billing Customer State
      • Billing Customer Zip
      • Shipping Customer Address 1, and Shipping Customer Address 2, if it's needed
      • Shipping Customer City
      • Shipping Customer State
      • Shipping Customer Zip
  4. On the CertCapture toolbar, on the Customer menu, click Bulk Import.
  5. On the Import Customers page, at the left, click Browse, navigate to and select the Customer Upload Template that contains your customer data, and then click Open.
  6. On the Import Customers page, click Upload.
  7. On the Import Customers page, click Import Customer Data.
  8. To see details about your uploaded customer data, do either of the following:
    • In the upper-right corner of any screen, click your User Name and then click Message Center.
    • On the CertCapture toolbar, click Dashboard, and in your Message Center, click the most recent message.