--> Skip to main content
Avalara Help Center

Manage Avalara CertCapture Reports

This article applies to:Avalara CertCapture

Reports help you manage all the documents you collect and store in CertCapture. Do any of your customers have documents that will expire soon? Are you missing customer records? How often are your team members logging into CertCapture? Export reports that answer questions like these, or have CertCapture deliver them to your email on a regular schedule.

What happens after you run a report and get a list of soon-to-expire exemption certificates? Contact those customers and request updated certificates. If you just want quick information and don't need a full report, try searching for certificates and customers instead.

Run a certificate report

Find expired or soon-to-expire certificates, new certificates, and invalid certificates. Save and send the report to others.

  1. On the CertCapture toolbar, click Reports, and then click Certificate Reports.
    CertCapture6_ReportsMenu2.png
  2. On the Certificate Reports page, at the upper left under Certificate Reports, select any of the following types of reports:
    CertCapture6_CertificateReport1.png
    • Certificates Expiring Soon: This report shows any certificate that will expire within the dates that you choose that have not yet been replaced with a more up-to-date certificate. This report helps you see which customers to contact to request new exemption certificates. By default, CertCapture shows all certificates expiring from 90 days ago to 0 days ago (today) in all exposure zones and for all exemption reasons.
    • Expired Certificates: This report shows any certificate that has expired so that you can replace it with a new, valid exemption certificate. By default, CertCapture shows all certificates that expired from 90 days ago to 0 days ago (today) in all exposure zones and for all exemption reasons.
    • Invalid Certificates: This report shows all certificates within the dates that you choose that anyone has marked as invalid. By default, CertCapture shows all certificates that someone marked as invalid from 90 days ago to 0 days ago (today) in all exposure zones and for all exemption reasons.
    • New Certificates: This report shows certificates that anyone has added to CertCapture within the dates that you choose so that you can review them and quickly decide which are valid and invalid. By default, CertCapture shows all certificates that anyone has added from 30 days ago to 0 days ago (today) in all exposure zones and for all exemption reasons.
  3. At the left, choose the date range of certificates to include in the report.
  4. Click All Exposure Zones, and then select the exposure zone to include in the report.
  5. Click All Exempt Reasons, and then select the exemption reason to include in the report.
  6. At the right, click Run Report.
    CertCapture6_CertificateReport6.png

Run a customer report

Find customer numbers missing names and fix them. Link bill-to and ship-to addresses. Save and send the report to others.

  1. On the CertCapture toolbar, click Reports, and then click Customer Reports.
    CertCapture6_ReportsMenu3.png
  2. On the Customer Reports pane, at the top left under Customer Reports, select one of the following:
    • Invalid Customer: Shows customers who have a customer number, but no customer name or contact information. By default, this report does not include customers who have no certificates or who are marked taxable.
      1. To include those customers in the report, under Filter Report, click either of the following:
        CertCapture6_CustomerReportInvalid1.png
        • Include Customers Without Certificates to include customers who do not have certificates.
        • Filter Taxables to include customers who are taxable.
      2. Click Run Report.
      3. In the Customer Reports pane, at the left under Customer Number, click any customer number to see more details about that customer.
        CertCapture6_CustomerReportInvalid2.png
      4. In the Customer pane, do either of the following:
        CertCapture6_CustomerReportInvalid3.png
        • To send a request to the customer, at the upper right, click Send Request, and in the Send Single Request pane, type or select information for the customer and then click Generate Request. To learn more about how to send a request for a single certificate, read request from one customer.
          CertCapture6_CustomerReportInvalidSendRequest1.png
        • To change the customer's details, at the right, click Edit, and in the Edit Customer pane, change the customer's details, and then click Update Customer. To learn more about how to edit a customer record, read edit customer data.
          CertCapture6_CustomerReportInvalidEditCustomer1.png
    • BillTo - ShipTo Customer: This report shows the billing and shipping relationships between customers and their subsidiaries, job sites, or other locations. To build this kind of report, follow these steps:
      1. Under Filter Report, type or select information in any combination of the following fields:
        • BillTo Customer Number
        • BillTo Customer Name
        • All BillTo Addresses
        • All ShipTo Addresses
          CertCapture6_CustomerReportBillToShipTo1.png
      2. Click Run Report.
        CertCapture6_CustomerReportBillToShipTo2.png

Create a user login report

User Reports let you see user logins and failed user logins for each user and how many certificates each user has validated.

  1. On the CertCapture toolbar, click Reports.
  2. Click User Reports. Choose one of the following options:
    • User Logins: Shows when a particular user logged in.
    • Failed User Logins: Shows when users could not log in to CertCapture in the current company for the time period that you specify.
    • Validation Counts: Shows how many certificates each user in the current company validated during the time period that you specify
  3. Select any or all of these parameters :
    • Under Filter Report, set the date range for the report.
    • Click All Available Roles and then select a user role for the report, or leave as is to report about all user roles.
    • In Filter Login, type part or all of a user's login name.
    • For a report that shows when users could not log in to CertCapture, click Failed User Logins:
      CertCapture6_UserReportsUserLogins1.png
  4. Click Run Report.

Create a logistic report

Logistic Reports show logs for changes that anyone made by using the Global Admin menu. Create and export reports in CertCapture that show activities by users, statistics about exemption reasons, and requests from other software programs to the CertCapture service that failed.

  1. On the CertCapture toolbar, click Reports and then click Logistics.
  2. In the Logistics Reports pane, select one of the following reports:
    • Global Admin Log: Shows changes that people have made in the global administration area of CertCapture.
      1. Under Filter Report, set the number of days back from today for the start date and end date of the report.
      2. Click All Log Types and select one criterion for the report, or select All Log Types to include all criteria in the report.
      3. In User Account Name, type the name of the user whose activities in the global administration area will be the basis of the report. Click Run Report.

        CertCapture6_LogisticsReportLogReport1.png
    • Exempt Reason Statistics: Shows a breakdown of the amount and percentage for each exemption or exposure type defined for your company in CertCapture.
      1. Under Filter Report, click All Exposure Zones, and then select an exposure zone or if you want a report about all of them, select All Exposure Zones. Click Run Report.
        CertCapture6_LogisticsReportExemptReasonsReport1.png
  • Failed API Calls: Shows requests from other software programs to the CertCapture service that failed and why they failed during any time period.
    1. Under Filter Report, pick a date range for the report. Click Run Report.
      CertCapture6_LogisticsReportFailedAPIReport1.png
  1. At the right, click Run Report.

Schedule, export, edit, or delete a report

Schedule a report and have the results emailed to you regularly. Export a report to Excel.

Email a report on a schedule

Automate regular email delivery of important reports.

  • In the Found results pane, at the upper left, click Email Report.
    CertCapture6_EmailReport4.png
  • In the Email this report dialog box, at the top, pick the days of the week on which you'd like to receive the report.
  • Under Name, type a name for the report.
  • Click Add Report.
  • After you see the success message below, CertCapture will email the report to the email address that you provided in your user profile.
    CertCapture6_EmailReport2.png
    Depending on the criteria used to generate your report, it's possible that the report could be blank sometimes. To stop receiving blank reports, go to the CertCapture Dashboard, click your User Name, and then click My Profile. On the My Preferences tab, click to expand the Email Preferences section, and then click to check Skip Blank Report Emails.

Export a report

Prepare reports for download from CertCapture.

  1. In the Found results pane, at the upper left, click Export Report.
    CertCapture6_ExportReport4.png
  2. In the Export Report dialog box, under Name, type a name for the report.
  3. Click Export Report.
  4. After you see the success message below, on the CertCapture Dashboard, at the upper right, click your user name, and then click Download Center.
    CertCapture6_ExportReport3.png
  5. In the Download Center pane, under Actions, do either of the following:
    • Click Download to download the report to your computer's default download folder.
    • Click Remove and then click OK to delete the report from CertCapture.

Edit or delete a report

Update report details or delete reports you no longer need.

  1. On any page in CertCapture, click your user name, and then click My Profile.

    CertCapture6_MyProfile1.png
  2. Click the My Emailed Reports tab, and under Actions, do either of the following:
    CertCapture6_MyEmailedReports1.png
    • Click Edit, and in the Email this report dialog box, change any information and then click Update Report.
    • Click Delete, and in the Attention! dialog box, click OK.