Guidelines for using the customer and certificate data import template
| 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 a certificate, or invalidating a certificates.
* 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 certificate. 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.
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:
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.
|
| 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 | The reason the customer should be exempt. Some reasons for the exemption are only applicable in the United States or Canada.
|
| P | Exemption Reason Desc | Text (255) |
Conditional |
Enter a description of the reason for the exemption. 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.
|
| 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 certificates 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. |