How to validate addresses in Sage 300?

Overview

You are looking for step by step instructions on how to validate addresses in Sage 300

Environment

Sage 300

Resolution

• AvaTax address validation is a feature that corrects, verifies, and formats addresses according to the USPS database

  • When you validate addresses using AvaTax, you ensure that the address is formatted correctly so AvaTax calculates tax accurately

  • A valid address has 1-3 address lines, including a city, state, and zip code.

  • At this time, AvaTax only validates addresses in the United States and Canada. Validating addresses may incur additional usage fees.

• Here are some of the most common addresses AvaTax validates:

  • Your company's address - When you validate your company's address, you ensure that the origin address used
    on most invoices is accurate for tax calculation

  •  Your customers' addresses - When you validate your customers' addresses, you ensure that the ship-to address
    used on invoices is accurate for tax calculation

  • Your vendors' addresses - When you validate your vendors' addresses, you ensure that the:

    • Addresses used in consumer use transactions are accurate for tax calculation, and that

    • AvaTax verifies VAT calculation is correct for the address you provide (where applicable)

• Depending on your accounting software, there are other types of addresses that AvaTax validates. We recommend
  validating all addresses for accurate tax calculation
  Validate addresses in several different ways:

  • Validate many addresses at once - Most accounting software that integrates with AvaTax includes a utility that
    allows you to validate many or all of your addresses at once. We recommended this method for validating
    addresses

  • Validate a single address - If you only have a few addresses to validate, or if you're adding a new address and
    have already validated the others in your system, use your accounting software to validate the address or validate
    the address in AvaTax

  •  Validate addresses during tax calculation - Validate addresses on every transaction sent to AvaTax. This is
    generally a setting in your accounting software. Avalara doesn't recommend validating during tax
    calculation because this could increase your usage fees significantly

  • Before you validate addresses, ensure that the Disable Address Validation option in the AvaTax Setup > AvaTax
    Options > Address Validation tab isn't selected

• To validate your customer's address, follow these steps:

  • In Sage 300, go to Accounts Receivable > A/R Customers, click Customers

  • In the A/R Customers window, do either of the following:

    • At the top left, in the Customer Number field, select a customer by name or number, and change any details
      for that customer

    • In the form fields below, type details for a new customer

  • Click Add for new customer address or click Save to update an existing customer address

    • If the address is valid, the validated address is automatically updated in the address fields

    • If the address is not valid, the following error message is shown. Update the address and click Add or Save
      again

• Validate ship-to address

  • In Sage 300, go to Accounts Receivable > A/R Customers, click Ship-To Locations

  • In the A/R Ship-To Locations window, select a customer by name or number.

    • To add a new ship-to location, click New.

    • To change the details for an existing ship-to address, select an existing row and click Open

  •  Click Add for new ship-to address or click Save to update an existing ship-to address

  •  If the address is valid, the validated address is automatically updated in the address fields

  • If the address is not valid, the following error message is shown. Update the address and click Add or Save
    again

    • Error: Description: Country is not mapped in AvaTax Address Validation, cannot proceed Address Validation

• Validate multiple addresses

  • The AvaTax Address Batch utility lets you validate many customer addresses and locations at the same time. To use
    this utility, follow these steps:

    • In the Sage Sales Tax Powered by Avalara folder, click AvaTax Address Validation

    • Next to Content Type, click either of the following:

      • Customer to validate customer addresses

      • Location to validate warehouse addresses. To use this option, ensure that the Inventory Control module is
        active in Sage 300

      • Next to From Customer Number and To Customer Number, select a range of customers whose addresses you
        want to validate. If you leave this blank, AvaTax validates all of your customers' addresses

      • Next to Country, select a country in which to validate customer or location addresses

      • Next to From State and To State, select a range of states in which to validate customer or location addresses

      • At the bottom, click Validate, and then click Close