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Guidelines for using the exemptions import template

This article applies to:AvaTax
Column Column heading Value type (Maximum) Required? Description
A Certificate Process Code Integer (1) Required

This column controls whether you are creating a new exemption certificate, updating an existing certificate, or invalidating an existing certificates.

  • 0 = Invalidate an existing certificate
  • 1 = Create a new certificate
  • 2 = Update an existing certificate or link a certificate to a new customer *

* Process code 2 allows you to update certificate and customer details. If you want to update certificate details without changing the customer details, enter the updated certificate details with the current customer details. Entering a new Customer Code in column C creates a new customer if the customer code hasn't already been added. The updated certificate is linked to the original customer and the new customer.

B Certificate ID Integer Conditional

Avalara assigns a unique Certificate ID to each exemption certificate. This is the AvaCert Id number on exemption reports.

If you're creating a new certificate, leave this field blank.

If you're updating or invalidating an existing certificate, this field is required.

C Customer Code Text (50) Required Unique customer code. This is matched with the customer/vendor code during tax calculations to locate an exemption certificate entry.
D Customer Name Text (100) Required The name of the customer on the exemption certificate.
E Address 1 Text (50) Required

The first line of the customer’s primary business address as it appears on the exemption document.

All address information should identify the customer’s primary business address.

F Address 2 Text (50) Optional The second line of the customer’s primary business address, if needed.
G City Text (50) Required The customer's city.
H Country Text (2) Required The two-character country abbreviation for the customer. If this field is blank, AvaTax assumes US.
  •     US = United States
  •     CA = Canada

Abbreviations for other countries can be found on the ISO website.

I Region Text (3) Required The two- or three-character region (state, province, or territory) ISO code.
J Postal Code Text (10) Required The customer's ZIP or postal code.
K Certificate Type Text (50) Required Type of certificate. Use the following text values:
  • BLANKET = Blanket certificate
  • SINGLE = Single use certificate, for a single purchase order or invoice

When using SINGLE, an Invoice/PO No is required in Column L.

L Invoice/ PO # Text (50)

Conditional

Purchase order or invoice number.

Only required if Certificate Type is SINGLE.

M Business Type Number Integer (2) Required

Type of business.

  • 1 = Accommodations and food services
  • 2 = Agricultural, forestry, fishing, and hunting
  • 3 = Construction
  • 4 = Finance and insurance
  • 5 = Information, publishing, and communication
  • 6 = Manufacturing
  • 7 = Mining
  • 8 = Real estate
  • 9 = Rental and leasing
  • 10 = Retail trade
  • 11 = Transportation and warehousing
  • 12 = Utilities
  • 13 = Wholesale trade
  • 14 = Business services
  • 15 = Professional services
  • 16 = Educations and healthcare services
  • 17=  Nonprofit organization
  • 18 = Government
  • 19 = Not a business
  • 20 = Other (requires Business Type Description in Column N)
N Business Type Description Text (255)

Conditional

Enter a description of the business type.

This is required only if Business Type = 20.

O Exemption Reason Text (1) Required Why the customer should be exempt. Some exemption reasons are only applicable in the United States or Canada.
  • A = Federal government (US-only)
  • B = State government (US-only)
  • C = Tribe / Status Indian / Indian Band (US / CA)
  • D = Foreign diplomat (US / CA)
  • E = Charitable or benevolent org (US / CA)
  • F = Religious (US / CA)
  • G = Resale (US / CA)
  • H = Commercial agricultural production (US / CA)
  • I = Industrial production / manufacturer (US / CA)
  • J = Direct pay permit (US-only)
  • K = Direct mail (US-only)
  • L = Other (requires Exempt Reason Desc) (US / CA)
  • M = Educational (US / CA)
  • N = Local government (US-only)
  • P = Commercial aquaculture (CA-only)
  • Q = Commercial fishery (CA-only)
  • R = Non-resident (CA-only)
P Exemption Reason Desc Text (255)

Conditional 

Enter a description of the exemption reason.

This is required only if Exemption Reasons = L.

Q Exemption Number Text (50) Required

The exemption certificate number associated with the issuing region. If you include dashes in the number, AvaTax removes them when they're imported.

NOTE: This field is required in AvaTax. If an exemption certificate states that no exemption certificate number is required, you can enter any text in this field. As an example, enter 'Exempt'.

R Exemption Number Type Text (50) Optional The type of exemption number. If this field is blank, AvaTax treats it as the taxpayer ID.
  • TIN = Exemption number or taxpayer ID
  • FEIN = federal employee identification number
  • DLN = Driver's license number
  • FDN = Foreign diplomat number
S Issuing Country Text (2) Required

The two-character ISO-standard abbreviation of the country that issued the exemption certificate.

Use CA for Canada (GST) to create country-level exemptions when Canada is the issuing country.

T Issuing Region Text (2) Required

The two-character abbreviation of the region (state, province, or territory) that issued the exemption certificate.

U Effective Date Date (10) Required Effective date of the exemption certificate in mm/dd/yyyy format.
V Expiration Date Date (10) Required Expiration date for the exemption certificate in mm/dd/yyyy format.
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