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AvaTax for Communications Sales and Use Viewer Manual (Legacy)

The Sales and Use View Manual is considered legacy and will no longer be updated.

Introduction

Overview

The AvaTax for Communications (AFC) Sales and Use Viewer is an add-on component for the AFC Manager that replicates the functionality of the AFC system for sales and use transactions. By using this tool you may enter transaction information and view the tax calculation results as if the transaction was being processed by AFC.

Usage and Benefits

The AFC is a useful tool that has many applications:

  • Investigate the tax consequences of hypothetical transactions
  • Look at past and current tax rates for a specific transaction
  • Tax validation – assurance that customer and vendor invoices are reflecting the correct taxes and tax amounts for a given set of charges

Using AFC Sales and Use Viewer

After installation, the AFC Sales and Use Viewer will be available as a selection on the Tools menu of the AFC Manager. Selecting this option will display the AFC Sales and Use Viewer.

Starting AFC Sales and Use Viewer

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Clicking on this option will display the AFC Viewer (Sales and Use) form. There are five major sections of this screen.

AFC Viewer (Sales and Use) Screen

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Shipment Information

Shipment Information

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Jurisdiction Information

The Jurisdiction information section is used to specify the Ship From and Ship To points for AFC transactions. These points correspond to the jurisdictions used for subsequent tax calculations in the AFC Sales and Use Viewer.

Ship From

The Ship From field is used to indicate the Taxing Jurisdiction where the shipment is initiated.

Ship To

The Ship To field is used to indicate the Taxing Jurisdiction where the shipment will be delivered.

Change

Use the appropriate Change button to select or update the Ship From and Ship To points. Selecting a Change button invokes the Location Search dialog.

Clear

Use the appropriate Clear button to clear the information currently displayed in a Jurisdiction information field.

Tips

When selecting or changing jurisdictions the information in the Location Search dialog defaults to the previously-selected location. This allows for quick changes in the event that multiple jurisdiction points are set to the same jurisdiction.

Location Search Dialog

Location Search Dialog

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Location Search Dialog

The Location Search dialog is used to find and specify location/jurisdiction information.

Search By Location

Each of the four dropdown list boxes may be used as search fields by typing a full or partial location name. They may also be used as regular dropdown select boxes. Combinations of partial names and drop down selections may also be used.

Select the Search button after selecting or typing location names; the Search Results will be populated with the resulting locations.

Search By

Use the Search By section to search for locations matching one of the criteria at a time. Enter text in the appropriate text box and select the corresponding search button.

The Zip Code fields may be used to specify a zip or postal code. US Zip codes may be typed into the first text box; the plus four is optional and should be typed into the second text box. Use only the first text box For Canadian postal codes.

Search Results / Jurisdiction Details

The Search Results section will be populated with the results from each search performed.

To see full detail for a given search result, select the appropriate row and the Jurisdiction Details section will be populated.

To select a location and return to the main AFC Viewer screen, either double- click the desired location, or select the location and then choose the Select button in the bottom-right corner of the dialog.

Transaction Data

Transaction Data Section

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Transaction Data

The Transaction Data section is used to specify the transaction information that will be used by AFC to determine the type of taxes to apply to the transaction.

T/S

T/S is an abbreviation for Transaction/Service Type. Use the T/S dropdown list boxes to select a transaction type and service type.

Refer to the TM_00115_AFC Transaction and Service Types for descriptions of Transaction and Service Types.

Attribute

Use the pull down menu to select a specific Attribute. Refer to the TM_00506_AFC Sales and Use Mapping Guidelines for attribute definitions.

Sale Type

Select the appropriate Sale Type:

Wholesale: Specifies the transaction is a sale to another company, which will resell the product or service to a consumer.

Retail: Specifies the transaction is a sale to an end user.

Consumed: Specifies the transaction is for an item that is consumed directly.

Vendor Use: Specifies the transaction is for an item that is subject to vendor use tax.

Invalid Transaction Data Combination

Not all combinations of Attributes and Properties may be supported for the selected jurisdiction. If an invalid combination is chosen, an error message will appear near the bottom of the form indicating “Sales attribute contains an invalid property value”.

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Invoice Information

Invoice Information Section

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Invoice Information

The Invoice section is used to provide the date and amount of an Invoice.

Date

The Date field is normally populated with the bill date.

Amount

The Amount field specifies the amount of the transaction to be taxed.

Customer Information

Customer Information Section

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Customer Fields

The Customer Information fields are used to define the status of the customer.

Customer Type

Select the appropriate Customer Type from the drop down list box.

Incorporated

Check the Incorporated check box to indicate that the customer resides inside or outside of the Local level designated as their location.

Additional Fields

Additional Fields Section

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Additional Fields

Use the additional fields to specify adjustments, create exemptions, or use Invoice Mode

Adjustment

Check the Adjustment check box to specify the transaction as an adjustment.

Adj Method

Use the Adjustment Method drop down list box to specify the method for the adjustment.

Exemptions

When tax exemptions have been applied to the transaction a summary of the exemptions will show up in the Exemptions field. Use the View/Edit… button to add, change, or remove exemptions.

View/Edit…

Use the view/edit button to specify tax exemptions for a transaction. . Selecting View/Edit will display the Tax Exemptions Dialog.

Invoice Mode

Check the Invoice Mode check box to enable Invoice Mode.

When Invoice Mode is enabled, process transactions as normal. Be sure to select the Calculate button in the bottom left corner of the main AFC Viewer screen to record each transaction. After the desired transactions have been processed, select Customer Totals to see the totals for all the customer transactions. This will reset the transaction totals for the next customer. If Invoice Mode is no longer desired, uncheck the Invoice Mode check box.

AFC applies Steps, Brackets and/or Limits on a per transaction basis unless operating in Invoice Mode. Invoice Mode is used to group transactions that apply to the same customer. AFC maintains a history of the transactions and applies the Steps, Brackets and/or Limits to entire group of transactions.

For example, suppose a jurisdiction charges a 10% UUT on just the first $10 of an invoice. If two separate $6 transactions on the invoice are passed while not in Invoice Mode, two $0.60 tax charges would be erroneously totaled and a $1.20 tax would be generated. However, if these same transactions are passed while in Invoice Mode, the total tax charge would be correctly totaled and a $1.00 tax would be generated.

Refer to the AFC Manual for more information about using Invoice Mode.

Tax Exemptions Dialog

Tax Exemption

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Tax Exemptions

Tax Exemption dialog is displayed when the View/Edit… button on the main AFC Sales and Use Viewer screen is pressed. Use this Tool to Specify Tax Exemption Information.

Select the Clear button in the bottom right corner of the dialog to remove all specific and tax level exemptions at once.

Refer to the AFC Manual for more information about exemptions.

Jurisdiction for Exemption

Select the jurisdiction the exemption applies to.

If choosing Other, select the Change button and the Location Search dialog will be displayed. Find and select the desired jurisdiction.

Tax Level Exemptions

Check the Federal, State, County, and/or Local check boxes to exempt all taxes at the specified level.

Add Exemption…

Select the Add Exemption… button to add a new Specific Exemption.

Specific Exemptions

The table lists exemptions that have been added for the transaction. To edit an exemption row, select the row handle on the left side of the Tax Level column. Drop down arrow buttons will appear in the Tax Level and Tax Type table cells; these drop down arrows can be used to edit the Tax Level and Tax Type of the exemption.

To select all Tax Types for a specific Tax Level, choose the Tax Type [** All Taxes **] from the drop down (the first tax type listed).

To remove an exemption row, select its row handle and then press the Delete key on the keyboard.

Tax Calculation Results

Tax Calculation Results Section

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Tax Calculation Results

This list box displays the taxes resulting from a tax calculation or the cumulative taxes resulting from the set of transactions processed in Invoice Mode. The following information is returned.

  • PCode – PCode (Permanent Location Code) for the tax jurisdiction. Refer to the AFC Manual for more information about PCode and Jurisdictions.
  • Level – The tax level the tax applies to
  • Tax Type – The tax type description
  • Tax Type ID – The numeric tax type identifier
  • Rate – Tax Rate or amount applied
  • Tax Amount – Calculated tax amount
  • Taxable Measure – Amount of charge plus any taxed taxes
  • Exempt Sale Amount – Amount of the charge exempt from taxes
  • Calculation Type – The method used to calculate the tax. (i.e. Rate, Fixed, Per Minute, Per Line)
  • Surcharge - Surcharge flag from tax logic
  • Jurisdiction Rule – The rule used to determine this tax’s applicability to the transaction.
  • Billable - Billable flag from tax logic
  • Compliance - Compliance flag from tax logic
  • Tax Taxes – The list of all the taxes that will include the tax amount generated for this tax into their taxable measure, before calculating the tax amount.

    Note: Due to the design of the AFC engine, only the first 10 tax on tax items are displayed in the results of this column. There may be additional tax on tax items beyond this limited number.

Tax Inclusive Calculations

Tax Inclusive Calculation Results Option

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Tax Inclusive Calculation

Tax Inclusive Calculations allow you to enter the total charge desired including the base sale amount plus the tax. The AFC Sales and Use Viewer will then calculate the appropriate taxes and determine what the appropriate base sale amount for the transaction should be.

In order to enable tax inclusive calculations, check the Tax Inclusive Calculation checkbox and then enter the desired total charge into the Total Charge textbox. The base sale amount will automatically be calculated and displayed in the Invoice Amount text box. The screenshot below shows an example of a tax inclusive calculation in which the user entered $150.00 as the total charge. The AFC Viewer determined that the appropriate base sale amount should be $138.06.

Tax Inclusive Calculation Example

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AFC Sales and Use Viewer Options

AFC Manager Options

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Viewer Options

When clicking on the AFC Manager Tools menu after the AFC Sales and Use Viewer has been started, the Tools menu will include “Options.” The Options are used to configure the Viewer Settings. Note that if additional Manager add-ons are installed the Options dialog will include options for all running add-ons, not just the AFC Sales and Use Viewer.

AFC Sales and Use Viewer Settings – General

AFC Sales and Use Viewer Settings – General Tab

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General

The General tab within the AFC Sales and Use Viewer Settings is used to filter Transaction/Service Types to be displayed on the Viewer.

Tax Calculation

Check the Calculate taxes automatically after updating an input field check box to have the AFC Viewer behave as if the Calculate button was pressed any time an input field is updated.

Jurisdiction Updates

Check the Update ship to location when ship from location is changed check box to have the ship to location update at the same time as the ship from location.

Transaction/ Services

Use this section to show or hide transaction/service types that may or may not be of interest.

To show or hide individual transaction/service types, select one or more items from the appropriate list box and then press the > or < buttons to them back and forth.

AFC Sales and Use Viewer Settings – Nexus

Nexus

Use the Nexus tab to specify which states have nexus and which do not. When AFC determines there is no nexus for the taxing jurisdiction of the transaction, no taxes will be returned.

To move states back and forth between Do Not Have Nexus and Have Nexus, select one or more items from the appropriate list box and then press the > or < buttons to move them back and forth.

Refer to the AFC Manual for more information about Nexus.

Save To

Use Save To… to save the current Nexus settings to a nexus file. The file can be used to initialize AFC with the specified nexus settings.

Refer to the AFC Manual for more information about initializing AFC with a nexus file.

AFC Sales and Use Viewer Settings – Exclusions

Exclusions

Use this tab to specify state-level tax exclusions. AFC has the ability to exclude states (and therefore lower level jurisdictions) from taxation. When a state has exclusions AFC will not return any taxes except the federal level.

To move states back and forth between Do Not Have Exclusions and Have Exclusions, select one or more items from the appropriate list box and then press the > or < buttons to move them back and forth.

Refer to the AFC Manual for more information about exclusions.

Save To

Use Save To… to save the current set of exclusions to an exclusions file. The file can be used to initialize AFC with the specified exclusions.

Refer to the AFC Manual for more information about initializing AFC with an exclusions file.

AFC Sales and use Viewer Settings – Override File

AFC Sales and Use Viewer Settings – Override File Tab

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Override File

Use this tab to select an existing override file to use with the Viewer.

AFC Sales and use Viewer Settings – Tax Grid

AFC Sales and use Viewer Settings – Tax Grid Tab

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Tax Grid

Use this tab to add or remove visible columns for Tax Results and Customer Tax Totals information to be displayed on the AFC Viewer.

AFC Sales and Use Viewer Settings – Group Mode

AFC Sales and Use Viewer Settings – Group Mode Tab

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Group Mode

Use this tab to specify tax groupings. AFC has the ability to group tax calculation results based on tax level and tax type criteria.

Refer to the AFC Manual for more information on tax grouping.

AFC Manager Help

About AFC Manager

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About

The Help Menu currently contains one menu selection, the About AFC Manager. The path to this selection is illustrated above.

About AFC Manager

AFC Manager – About Dialog

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About AFC Manager

The About AFC Manager option screen displays the version of the software and all of the currently installed components. It also displays the output directory of the AFC configuration file and status file(s).