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
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AvaTax address validation is a feature that corrects, verifies, and formats addresses according to the USPS database
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When you validate addresses using AvaTax, you ensure that the address is formatted correctly so AvaTax calculates tax accurately
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A valid address has 1-3 address lines, including a city, state, and zip code.
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At this time, AvaTax only validates addresses in the United States and Canada. Validating addresses may incur additional usage fees.
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Here are some of the most common addresses AvaTax validates:
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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:
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Addresses used in consumer use transactions are accurate for tax calculation, and that
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AvaTax verifies VAT calculation is correct for the address you provide (where applicable)
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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
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To validate your customer's address, follow these steps:
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In Sage 300, go to Accounts Receivable > A/R Customers, click Customers
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In the A/R Customers window, do either of the following:
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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
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Click Add for new customer address or click Save to update an existing customer address
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If the address is valid, the validated address is automatically updated in the address fields
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If the address is not valid, the following error message is shown. Update the address and click Add or Save
again
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Validate ship-to address
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In Sage 300, go to Accounts Receivable > A/R Customers, click Ship-To Locations
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In the A/R Ship-To Locations window, select a customer by name or number.
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To add a new ship-to location, click New.
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To change the details for an existing ship-to address, select an existing row and click Open
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Click Add for new ship-to address or click Save to update an existing ship-to address
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If the address is valid, the validated address is automatically updated in the address fields
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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
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Validate multiple addresses
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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
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Next to Content Type, click either of the following:
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Customer to validate customer addresses
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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
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Next to From State and To State, select a range of states in which to validate customer or location addresses
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At the bottom, click Validate, and then click Close
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