Install and Configure Avalara AvaTax for Workday

To create domain security groups:

1. Create Avalara_Integration_Security_Group:
   1. Search for Create Security Group and select it.
   2. Add the following information, and then click OK and Done:

      Field	Value
      Type of Tenanted Security Group	Integration System Security Group (Unconstrained)
      Name	Avalara_Integration_Security_Group

2. Create Avalara_BP_Security_Group:
   1. Search for Create Security Group and select it.
   2. Add the following information, and then click OK and Done:

      Field	Value
      Type of Tenanted Security Group	User-Based Security Group
      Name	Avalara_BP_Security_Group

Assign integrated system users to three domain security groups.

1. Assign users to domain security group Avalara_Integration_Security_Group:
   1. Search for View Security Group and select it.
   2. In the Security Group field, search for and select Avalara_Integration_Security_Group, and then click OK.
   3. On the View Integration System Security Group (Unconstrained) Avalara_Avalara_Security_Group page, go to Related Actions > Integration Security Group (Unconstrained) and click Edit.
   4. In the Integration System Users field, add the following users, and then click OK and Done:
      • Ava_ISU_CustInv_Reconciliation
      • Ava_ISU_CustInv_TaxCalc
      • Ava_ISU_Options_Maintenance
      • Ava_ISU_CustInv_Post
      • Ava_ISU_CustInv_Err_Recovery
      • Ava_ISU_CustAddr_ValidationCustAddr_Validation
2. Assign users to domain security group Avalara_BP_Security_Group:
   1. Search for View Security Group and select it.
   2. In the Security Group field, search for and select Avalara_BP_Security_Group, and then click OK.
   3. On the View User-Based Security Group Avalara_BP_Security_Group page, go to Related Actions > User-Based Security Group and click Assign Users.
   4. In the Integration System Users field, add the following users, and then click OK and Done:
      • Ava_ISU_CustInv_Reconciliation
      • Ava_ISU_CustInv_TaxCalc
      • Ava_ISU_Options_Maintenance
      • Ava_ISU_CustInv_Post
      • Ava_ISU_CustInv_Err_Recovery
      • Ava_ISU_CustAddr_ValidationCustAddr_Validation

1. Search for Domain Security Policies for Functional Area and select it.
2. Use the information in the table below to complete these steps for each domain security policy:
   1. In Functional Area, search for the functional area and select it. Click OK.
   2. In the left pane, select the domain security policy, and then click Edit Permissions.
   3. Go to the permission section listed in the table below, click + to add the following, and then click OK and Done:
      • In Security Group field, search for Security Groups Valid for Policy and select it.
      • From the list, select Avalara_Integration_Security_Group.
      • Select the associated operation from the table below.

1. Search for Business Process Security Policies for Functional Area and select it.
2. Add the following information, and then click OK.
   • Functional Area: Select By Business Process > Customer Invoice Event > Customer Accounts
   • Business Process: Leave this field blank
3. In the left pane, select Customer Invoice Event, and then click Edit Permissions. When you finish updating the permissions, click OK.
   1. Under Who Can Start the Business Process > Initiating Action as Submit Customer Invoice (Web Service) > Security Group field, search for and select Avalara_Integration_Security_Group and Avalara_BP_Security_Group.

      

   2. Under Who Can Start the Business Process > Initiating Action as Submit Customer Invoice Adjustment (Web Service) > Security Group field, search for and select Avalara_Integration_Security_Group and Avalara_BP_Security_Group.

      

   3. Under Who Can Do Action Steps in Business Process > Security Group field, search for and select Avalara_BP_Security_Group.

      

   4. Under Who Can Do Actions on Entire Business Process > Action Step View All and Approve, select Avalara_BP_Security_Group in Security Group field.

      

To activate security changes:

1. Search for Activate Pending Security Policy Changes and select it.
2. In Comment, type Installation of AvaTax Integration, and then click OK.
3. Select Confirm, and then click OK.

To configure business processes for Customer Invoice Event:

1. Create business process steps A1 and A2:
   1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
   2. On the View Business Process Definition Customer Invoice Event page, go to Related Actions > Business Process and click Edit Definition.
   3. Select the date, and then click OK.
   4. In the Business Process Steps table, add the following details, and then click OK:
      • Click + to add a row, and add the following details:

        Field	Value
        Order	a1
        Notes	Call AvaTax for Sales tax Calc
        Type	Integration

      • Click + to add a row, and add the following details:

        Field	Value
        Order	a2
        Notes	Tax Calc Successful?
        Type	Action
        Specify	Review Customer Invoice
        Group	Avalara_BP_Security_Group

2. If you receive the Invalid Integration Setup for Integration Workflow step error, ignore it. This error resolves after you configure the business process customer invoice event.
3. Create condition rule Not Locked:
   1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
   2. On the View Business Process Definition Customer Invoice Event page, go to the Business Process Step table. In the Step column for A1, go to Related Actions > Business Process and click Create Condition Rule.
   3. In the Create Condition Rule page, complete the following, and then click OK :

      Field	Value
      Description	Type Not Locked
      And/Or	And
      Source External Field or Condition Rule	Locked in Workday
      Relational Operator	Not equal to
      Comparison Type	Value specified in this filter
      Comparison Value	Select this option

4. Create condition rule Using AvaTax:
   1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
   2. In the View Business Process Definition Customer Invoice Event page, go to the Business Process Step table. In the Step column for A1, go to Related Actions > Business Process and click Create Condition Rule.
   3. In the Create Condition Rule page, complete the following, and then click OK:

   Field	Value
   Description	Using AvaTax
   And/Or	And
   Source External Field or Condition Rule	Uses Third Party Tax Service
   Relational Operator	Equal to
   Comparison Type	Value specified in this filter
   Comparison Value	Select this option

5. Create condition rule Tax Calc Failed:
   1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
   2. On the View Business Process Definition Customer Invoice Event page, go to the Business Process Step table. In the Step column for A2, go to Related Actions > Business Process and click Create Condition Rule.
   3. On the Create Condition Rule page, complete the following, and then click OK:

   Field	Value
   Description	Tax Calc Failed
   And/Or	And
   Source External Field or Condition Rule	Third Party Tax Calculation Details
   Relational Operator	Starts with
   Comparison Type	Value specified in this filter
   Comparison Value	Tax Calculation Error

6. Setup step conditions for A1:
   1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
   2. On the View Business Process Definition Customer Invoice Event page, go to the Business Process Step table. In the Step column for A1, go to Related Actions > Business Process and click Maintain Step Condition.
   3. On Maintain Step Conditions page, complete the following, and then click Done:
      • Select Effective Date, and then click OK:
      • In the Entry Conditions table, click + and select Using AvaTax condition rule.
      • In the Entry Conditions table, click + and select Not Locked condition rule.

        

7. Setup step conditions for A2:
   1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
   2. On the View Business Process Definition Customer Invoice Event page, go to the Business Process Step table. In the Step column for A2, go to Related Actions > Business Process and click Maintain Step Condition.
   3. On the Maintain Step Conditions page, complete the following, and then click Done:
      • Select Effective Date, and then click OK.
      • In the Entry Conditions table, click + and select Tax Calc Failed condition rule.

        

To create and configure TaxDetails custom object :

1. Create the TaxDetails custom object:
   1. Search for Create Custom Object and click Create Custom Object. In the Create Custom Object page, complete the following, and then click OK:
      • Workday Object: Type Customer Invoice Line
      • Customer Object Names: Type TaxDetails
2. Add details to TaxDetails:
   1. In the General Settings section, click Edit. Make sure the Allow Multiple Instances per Object option isn't selected. Complete the following, and then click Next:
      • Custom Object Name: Automatically displays TaxDetails
      • Web Service Alias: Automatically displays TaxDetails
   2. In the Field Definitions section, click Edit. In Proposed New Fields, click Add to add a field using the table below. In Display Order, type a letter. Repeat the step for each row in the table, and then click Next. After all the fields are created, the fields are sorted based on the value of this field and displayed accordingly:

      Field label	Field Type	Display Order	Details > Web Service Alias
      TaxType1	Text	A	taxtype1
      TaxAmount1	Decimal	B	taxamount1
      TaxRate1	Decimal	C	taxrate1
      JurisCode1	Text	D	juriscode1
      JurisName1	Text	E	jurisname1
      TaxType2	Text	F	taxtype2
      TaxAmount2	Decimal	G	taxamount2
      TaxRate2	Decimal	H	taxrate2
      JurisCode2	Text	I	juriscode2
      JurisName2	Text	J	jurisname2
      TaxType3	Text	K	taxtype3
      TaxAmount3	Decimal	L	taxamount3
      TaxRate3	Decimal	M	taxrate3
      JurisCode3	Text	N	juriscode3
      JurisName3	Text	O	jurisname3
      TaxType4	Text	P	taxtype4
      TaxAmount4	Decimal	Q	taxamount4
      TaxRate4	Decimal	R	taxrate4
      JurisCode4	Text	S	juriscode4
      JurisName4	Text	T	jurisname4

   3. In the Permissions section, click Edit, search and add the following Domain, and then click Next:
      • Manage: Customer Invoice
      • Process: Customer Invoice.
   4. In the Summary section, review the settings shown:
      • If the settings are correct, click OK
      • If you want to continue or edit the settings later, click Save For Later
   5. Click Done.

To create and configure the AvaCustInvErrs custom report :

1. Create the AvaCustInvErrs custom report :
   1. Search for Create custom report and click Create Custom Report. On the Create Custom Report page, complete the following, and then click OK:

   Field	Value
   Report	Type AvaCustInvErrs
   Report Type	Select Advanced
   Data Source	Select All Business Process Transactions of Type Awaiting Person in Date Range
   Temporary Report	Select this option if this report is temporary
   Enable as Web Service	Select this option

2. Add details to AvaCustInvErrs custom report, and then click OK:
   1. Ensure that Primary Business Object is Action Event.
   2. In the Item section, create a row for Business Process Transaction. Go to Additional Information > Columns > Item and complete the following:

      Field	Value
      Business Object	Type Business Process Transaction
      Field	Type Workday ID
      Column Heading Override XML Alias	Type Event_ID

   3. In the Item section, create a row for For. Go to Additional Information > Columns > Item and complete the following:

      Field	Value
      Business Object	Type For
      Field	Type Workday ID
      Column Heading Override XML Alias	Type Invoice_ID

   4. In the Group Column Headings section, create a row for Business Process Transaction. Go to Additional Information > Columns > Group Column Headings and complete the following:

      Field	Value
      Business Object	Type Business Process Transaction
      Column Heading Override XML Alias	Type Business_Process_Transaction

   5. In the Group Column Headings section, create a row for For. Go to Additional Information > Columns > Group Column Headings and complete the following:

      Field	Value
      Business Object	Type For
      Column Heading Override XML Alias	Type For

   6. On the Filter tab, create a row for And. Go to Additional Information > Filter and complete the following:

      Field	Value
      And/OR	Select And
      Field	Select Business Process Step Awaiting Action
      Operator	Select exact match with the selection list
      Comparison Type	Select Value specified in this filter
      Comparison Value	Select Customer invoice event > Customer invoice event (Default Definition) > Customer invoice event (Default Definition) step a2 – Action

   7. On the Prompts tab, create a row for And. Go to Additional Information > Prompts and complete the following:
      • Instructions: Select And
      • Runtime Date Prompts: Select Effective Date and Entry Date as the date range for the validity of this report
      • Display Prompt Values in Subtitle: Select this option
      • Prompt Defaults: To create an error report for a business process, add a row for each of the following fields with the indicated values:

        Field	Label for Prompt XML Alias	Default Type	Default Value
        Start Date	Start_Date	No default value
        End Date	End_Date	No default value
        Business Processes	Business_Processes	Specify default value	Customer Invoice Event

   8. In the Share tab, specify the sharing options for this report.Go to Additional Information > Share and complete the following:

      Field	Value
      Report Definition Sharing Options	Select Share with specific authorized groups and users
      Authorized Groups	Select Avalara_Integrations_Security_Group
      Authorized Users	Select logged in user and then select Ava_ISU_CustInv_err_Recovery

   9. Go to Additional Information > Advanced to view the definitions and selections made for this report.

To link all AvaTax integrations to users:

1. Search for view sys and click View Integration System.
2. On the View Integration System page, select AvaCustInvoiceReconciliation.
   1. On the View Integration System AvaCustInvoiceReconciliation page, click Related Actions > Workday Account > Edit, select Ava_ISU_CustInv_Reconciliation and then click OK.
   2. On the Edit Account for Integration System page, click OK.
3. On the View Integration System page, select AvaCustInvoiceTaxCalc.
   1. On the View Integration System AvaCustInvoiceTaxCalc page,click Related Actions > Workday Account > Edit, select Ava_ISU_CustInv_TaxCalc and then click OK.
   2. On the Edit Account for Integration System page, click OK.
4. On the View Integration System page, select AvaPostCustomerInvoices.
   1. On the View Integration System AvaPostCustomerInvoices page, click Related Actions > Workday Account > Edit, select Ava_ISU_CustInv_Post and then click OK.
   2. On the Edit Account for Integration System page, click OK.
5. On the View Integration System page, select AvaTaxCalcErrRecovery.
   1. On the View Integration System AvaTaxCalcErrRecovery page, click Related Actions > Workday Account > Edit, select Ava_ISU_CustInv_Err_Recovery and then click OK.
   2. On the Edit Account for Integration System page, click OK.
6. On the View Integration System page, select AvaValidateCustomerAddress.
   1. On the View Integration System AvaValidateCustomerAddress page, click Related Actions > Workday Account > Edit, select Ava_ISU_CustAddr_Validation and then click OK.
   2. On the Edit Account for Integration System page, click OK.
7. On the View Integration System, select AvaTaxOptions.
   1. On the View Integration System AvaTaxOptions page, click Related Actions > Workday Account > Edit, select Ava_ISU_Options_Maintenance and then click OK.
   2. On the Edit Account for Integration System page, click OK.

1. Search for intsys:avataxoption and select AvaTaxOptions from the search results.
   The View Integration System page opens.
2. Click Actions, click Integrations, and then click Launch / Schedule.
   The Launch / Schedule Integration page opens.
3. Click OK.
   The View Background Process AvaTaxOptions page opens.
4. Click Refresh until the status changes from Processing to Completed.
5. On the Message tab, confirm that  the installed AvaTaxForWorkday version is as expected, and confirm that the mapped AvaTax credentials show as valid.