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Set up AvaTax Connector for Salesforce Sales Cloud for your tax calculation needs

We’ve outlined the steps for you to connect and manage AvaTax Connector for Salesforce Sales Cloud to get started.  

Before you begin 

  • You have purchased AvaTax for Salesforce Sales Cloud. To purchase, select Get integration on the Salesforce Sales Cloud page.

Step 1: Install AvaTax Connector for Salesforce Sales Cloud

Download and install Connector for Salesforce Sales Cloud by installing:

  1. AvaTax for Salesforce Mapper
  2. Connector for Salesforce Sales Cloud

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Note

Connector for Salesforce Sales Cloud is for those with Enterprise and above versions of Salesforce Sales Cloud. If you have another version or are using Salesforce.com, use these instructions to install and configure your connector. 

Before you begin

If you're upgrading from an earlier version of Connector for Salesforce Sales Cloud to version 4.0 or later, make sure you're using AvaTax for Salesforce Mapper 1.60 or later.

Download and install the Avalara AvaTax Salesforce Mapper 

Steps

  1. In Avalara, go to Settings > Integrations.
  2. Select See Connector Versions for the appropriate Avalara AvaTax Salesforce Mapper version (sandbox or production), and then select the most recent version.
  3. In Salesforce Sales Cloud, on the Package Install page, select Install for All Users, and then select Install.
    Install AvaTax Mapper.png
  4. Approve third-party access, check ‘Yes, grant access to these third-party websites’, and select Continue
    Install_approvethirdparty_access.png
  5. Once the installation is complete, select Done.
  6. Ensure the appropriate user roles in Salesforce Sales Cloud have full access permissions for Avalara custom objects (UDLs and UserMessages).

Download and install AvaTax for Salesforce Sales Cloud 

After installing the Avalara AvaTax Salesforce Mapper, install Salesforce Sales Cloud.

Steps

  1. In Avalara, go to Settings > Integrations.
  2. Select See Connector Versions for the appropriate Connector for Salesforce Sales Cloud version (sandbox or production), and then select the most recent version.
  3. In Salesforce Sales Cloud, on the Package Install page, select Install for All Users, and then select Install.
    Install SF.png
  4. Once the installation is complete, select Done.

A warning icon

If you're updating from any previous version of the integration software, do the following:

  1. Go to the Installed Packages page, select Configure next to the AvaTax for the Salesforce Sales Cloud package.
    The Connector for Salesforce Sales Cloud page opens and the Account Credentials tab is selected.
  2. Select Test Connection.

Step 2: Establish a connection between Salesforce Sales Cloud and AvaTax

After you install Connector for Salesforce Sales Cloud, connect Salesforce Sales Cloud to AvaTax.

Before you begin

Steps

  1. In Salesforce Sales Cloud, select Setup.
    setup.png
  2. Under Home, search for and select Installed Packages.
    Installed packages.png
  3. On the Installed Packages page, under the Action column, select Configure beside the AvaTax for Salesforce Sales Cloud package.
    installed packages_both.png
    The Connector for Salesforce Sales Cloud page opens and the Account Credentials tab is selected.
    Account Credentials.png
  4. Add your AvaTax account number and license key.
    Make sure the account number you enter is the correct one for the environment you're connecting to (sandbox or production).
  5. Select which environment you're connecting to.
  6. Select Test Connection.
  7. From the Company Code list, select the code for the company you want to connect to in AvaTax.
    To find a company code in AvaTax, go to Settings > All AvaTax Settings, and then select Manage under Companies. Company codes are listed next to company names.

    Tip icon

    You must test the connection before you can select the company.

  8. Select Save.
  9. Select the Corporate Address tab, and then provide a company address.
    This address is the origin address used on transactions.
    Corporate address.png
  10. Select Save.

Step 3: Manage taxability of products and services

After you connect your business application to AvaTax, you may want to further adjust the settings depending on the products and services you sell and whether you have exempt customers.

Map the items you sell to Avalara tax codes 

Some products—such as clothing, food, software, medical supplies, software subscriptions, and freight—are taxed differently depending on where they're sold. To get the most accurate rate for these items, map them to Avalara tax codes. If you don't map items to Avalara tax codes, all products and services are taxed at the standard rate for each jurisdiction.

Steps

  1. In Salesforce Sales Cloud, open a product object.
    product.png
  2. Enter an Avalara tax code in the tax code field.
    Avalara Tax Code.png
  3. Select Sync AvaTax Tax Code before proceeding and adding tax code to any Product/Item.
    save changes.png
  4. Save your changes.

Exempt customers from tax

If you regularly sell to tax-exempt customers, you need to consistently exempt their purchases. If you don't already have a way to exempt customers, here are the options available to you through Avalara.

Use CertCapture

CertCapture is the most comprehensive solution for managing exemption certificates and other compliance documents. This product must be purchased separately. Contact your Account Manager for more information.

Use CertCapture with or without AvaTax to manage compliance documents:

  • Store an unlimited number of your customers' exemption documents in one place
  • Automatically exempt purchases from tax when appropriate
  • Send mail or email campaigns to ask your customers for certificates, and then track their progress

In Salesforce Sales Cloud, add individual customers or multiple customer records at once to CertCapture.

Use Exemptions

Exemptions is included with AvaTax. Exempt purchases from tax by associating exemption information with customer records.

To activate Exemptions in AvaTax, select Exemptions and then select Get Set Up. For more information, see set up Exemptions.

In Salesforce Sales Cloud, add individual customers or multiple customer records at once to Exemptions.

Add an exemption number to a customer record

Enter an exemption number in the exemption number field on a customer account record. AvaTax recognizes the customer as exempt. However, it does not store customer exemption information.

To store customer exemption information, use CertCapture or Exemptions.

Add an entity use code to a customer, transaction, or item

When you use an entity use code in Salesforce Sales Cloud, AvaTax exempts transactions as long as the entity use code is valid for the jurisdiction where the transactions take place. However, it does not store customer exemption information.

For more information about available entity use codes, see the exempt reason matrix for the U.S. and Canada.

  1. Add an entity use code to a customer account record.
    1. Select a customer account record in Salesforce Sales Cloud.
    2. Select an entity use code on the account record.
  2. Add an entity use code to a transaction type.
    1. Go to Orders, Opportunities, or Quotes and open the object you want to make exempt.    
    2. Add an entity use code to your selection.
      The exemption applies only to that transaction.
  3. Add an entity use code to an item on a transaction.
    1. Go to Orders, Opportunities, or Quotes and open the object to which you want to add an exempted item.
    2. Select the item you want to add the exemption to and enter the entity use code.
      The exemptions applies only to that item on that transaction.

Step 4: Update AvaTax settings for Salesforce Sales Cloud

Connector for Salesforce Sales Cloud works with the suggested default settings. But you can adjust them any time based on your company's business needs.

  1. In Salesforce Sales Cloud, select Setup, and then in the search field, type "installed packages."
  2. Select Installed Packages.
  3. Next to AvaTax for Salesforce Sales Cloud select Configure.
    installed packages_both.png
  4. On the configuration page, specify the values:
    Account Credentials.png
Section Field and Action
Account Credentials
  • Account Number and License Key: View your account number in AvaTax. Select Settings > All AvaTax settings. The account number is listed at the top of the page as your Account ID. If you don't know your license key, get a new one.
  • Company Code: Enter the company code you entered when you activated your AvaTax account. Every accounting software that works with AvaTax uses a company code to identify itself to AvaTax.
  • Environment: Select the type of account you're connecting to AvaTax.
Corporate Address Enter the address used as your origination address when calculating sales tax.
Advanced Settings
  • Enable Address Validation: If you disable address validation, AvaTax Update uses the customer's ship-to address as entered to calculate the correct sales tax. Sales tax might be calculated incorrectly if this option is disabled.
  • Optional: Save Transactions to AvaTax: If this is not enabled, transactions are not committed to AvaTax.
  • Optional: Enable UPC Code as Item Code: Select to send a UPC instead of an item code to AvaTax. Using this feature may trigger additional fees. Talk to your Customer Account Manager (CAM) for more information.
  • Enable Tax Calculation: If you choose to disable tax calculation, your accounting software no longer uses AvaTax to calculate tax on transactions.
  • Optional: Allow Tax Override: Enable to allow AvaTax to override the tax amount.
  • Shipping Code: Enter the tax code that AvaTax should use to calculate tax on shipping and handling fees. 
  • Enable AvaTax Exemptions: Enable to use the exemptions utility, which allows you to create exemptions records in Exemptions or CertCapture via Salesforce Sales Cloud if you use one of those products.
  • Optional: Disable AvaTax Triggers: If you disable AvaTax triggers, orders you delete in Salesforce Sales Cloud are not voided in AvaTax.
  • Optional: Disable AvaTax Process Builders: Enable to disable all AvaTax process builders at once rather than one at a time.
  • Launch Mapper Studio: Select to launch the utility that lets you easily map Salesforce Sales Cloud fields to AvaTax fields.
MultiCompany Settings
  1. In Object Name for Subsidiary, enter the API name of the appropriate custom object you previously created and associated.
  2. Enter the corresponding value in Subsidiary Field Name on Account, and then select Display Mapping. Company codes associated with the subsidiary object display in the table below.
  3. Select the AvaTax company code to associate with each, and then select Save.
  4. After you finish selecting company codes, if you need to change the Ship From Address that displays for a subsidiary, which is used as the origin address for calculating tax:
    1. Select AvaTax Company Codes, and then select the company for which you want to change the address.
    2. Select Edit, change the address, and then select Save.

Customize page layouts in Salesforce Sales Cloud

Customize the page layout for Accounts, Opportunities, Orders, Products, and Quotes.

Steps

  1. Choose the page type you want to customize, and on that page select Edit Layout.
  2. Select Fields.
  3. In the Detail section of each page, add the following fields and buttons:
    Page Fields Buttons/Mobile Lightning View
    Accounts
    • Is Seller Importer of Record
    • Business Identification Number
    • Exemption Number
    • Entity/Use code
    • Validate Billing Address
    • Validate Shipping Address
    Opportunities
    • AvaTax Doc Status
    • AvaTax Message
    • Calculate Tax
    • Sales Tax
    • Tax Date
    • Entity/Use Code
    • Invoice Message
    • Is Seller Importer of Record
    • Calculate Tax
    Opportunity Product
    • Sales Tax Amount
    • Sales Tax Details
    • Sales Tax Rate
    • Tax Override
     
    Orders
    • AvaTax Message
    • AvaTax Doc Status
    • Is Seller Importer of Record
    • Calculate Tax
    • Commit Tax
    • Entity/Use Code
    • Invoice Message
    • Tax Date
    • Sales Tax
    • Calculate Tax
    • Validate Billing Address
    • Validate Shipping Address
    Order Product
    • Sales Tax Amount
    • Sales Tax Details
    • Sales Tax Rate
    • Tax Override
     
    Products
    • Tax Code 
     
    Quotes
    • AvaTax Doc Status
    • Calculate Tax
    • AvaTax Message
    • Entity/Use Code
    • Is Seller Importer of Record
    • Invoice Message
    • Shipping and Handling Tax
    • Tax Date
    • Calculate Tax
    • Validate Bill To Address
    • Validate Ship To Address
    Quote Line Item
    • Sales Tax Amount
    • Sales Tax Details
    • Sales Tax Rate
    • Tax Override
     

Step 5: Send a test transaction from your business application

After you connect your application to AvaTax, send a few test transactions to make sure the connection is working and to verify different business scenarios and workflows.

  1. In your business application, create and commit a transaction or an invoice.
    The transaction must be committed for AvaTax to calculate tax. If your application allows it, add a prefix to the document code on the test transaction so you can easily identify the transaction and void it later on. 

    Tip icon

    Tip

    We recommend testing common workflows and billing scenarios including quotes, return invoices, or credit memos.

    Here are some things you might want to include in a test transaction:

    • Addresses in jurisdictions where you collect and pay tax
    • Products and services mapped to Avalara tax codes
    • Shipping fees included in a freight line
    • Tax-exempt customers, if any
  2. Once the transaction is posted to AvaTax, sign in to AvaTax and go to Transactions to review the transaction. If the test transaction doesn't show up in AvaTax or look as you expect, try these things:
    • Make sure the account ID, license key, and company code in AvaTax match the ID, key, and code in your business application.
    • Create another test transaction and turn off any plugins or customizations to your business application. Sometimes these additions interfere with the connection to AvaTax.
  3. Change your settings as needed.
  4. Once you're satisfied with the AvaTax results, void the transaction in your business application and in AvaTax to make sure it isn't included in your tax returns.

Frequently asked questions