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WIP Install and Configure Avalara AvaTax for Workday

This article applies to:Avalara AvaTax for Workday

After you activate AvaTax and set up your company profile, install and configure AvaTax for your accounting software. During configuration, customize your setup to fit your unique business needs for things like:

  • Tax calculation settings for various tax types
  • Exemption settings if you have exempt customers
  • Product taxability settings

Alter these settings when your business needs change.

It's recommended to contact Avalara Professional Services before you install and configure AvaTax for your accounting software.

Before Installation

Create integration users 

Create the following integration system users for these modules:

Create integration system user For module
Ava_ISU_CustInv_Reconciliation AvaCustInvoiceReconciliation
Ava_ISU_CustInv_TaxCalc AvaCustInvoiceTaxCalc
Ava_ISU_Options_Maintenance AvaTaxOptions
Ava_ISU_CustInv_Post AvaPostCustomerInvoices
Ava_ISU_CustInv_Err_Recovery AvaTaxCalcErrRecovery
Ava_ISU_CustAddr_ValidationCustAddr_Validation AvaValidteCustomerAddress

Create an integration system user:

  1. Search for Create Integration System User and select it.
  2. Type the user name and related details. Click OK.

Create Domain Security policies

  1. Create domain security group Avalara_Integration_Security_Group:
    1. Search for Create Security Group and select it.
    2. Add the following information and then click OK.
      • Type of Tenanted Security Group: Integration System Security Group (Unconstrained)
      • Name: Avalara_Integration_Security_Group
    3. Click Done.
  2. Create domain security group Avalara_BP_Security_Group:
    1. Search for Create Security Group and select it.
    2. Add the following information and then click OK.
      • Type of Tenanted Security Group: User-Based Security Group
      • Name: Avalara_BP_Security_Group
    3. Click Done.

Assign integrated system users to Domain Security policies

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

Assign Domain Security Policies to Common Financial Management

  1. Search for Domain Security Policies for Functional Area and select it.
  2. In Functional Area, search for Common Financial Management and select it. Click OK.
  3. Assign Domain Security Policies for Functional Area Set Up: Company General:
    1. In the left pane, select Set Up: Company > Set Up: Company General.
    2. Click Edit Permissions.
    3. Go to Integration Permissions, click + to add the following and then click OK.
      • In Security Group, search for Security Groups valid for Policy and select it. From the list, select Avalara_Integration_Security_Group.
      • Select Get.
    4. Click Done.
  4. Assign Domain Security Policies for Functional Area Set Up: Maintain Custom Worktags:
    1. In the left pane, select Set Up: Worktags > Set Up: Maintain Custom Worktags.
    2. Click Edit Permissions.
    3. Go to Integration Permissions, click + to add the following and then click OK.
      • In Security Group, search for Security Groups valid for Policy and select it. From the list, select Avalara_Integration_Security_Group.
      • Select Get.
    4. Click Done.

Assign Domain Security Policies to Customer Accounts

  1. Search for Domain Security Policies for Functional Area and select it.
  2. In Functional Area, search for Customer Accounts and select it. Click OK.
    1. In the left pane, select Manage: Customer Invoice.
    2. Click Edit Permissions.
    3. Go to Report/Task Permissions, click + to add the following and then click OK.
      • In Security Group, search for Security Groups valid for Policy and select it. From the list, select Avalara_Integration_Security_Group.
      • Select View.
    4. Go to Integration Permissions, click + to add the following and then click OK.
      • In Security Group, search for Security Groups valid for Policy and select it. From the list, select Avalara_Integration_Security_Group.
      • Select Get and Put.
    5. Click Done.

Assign Domain Security Policies to System

  1. Search for Domain Security Policies for Functional Area and select it.
  2. In Functional Area, search for System and select it. Click OK.
    1. In the left pane, select Business Process Administration > Business Process Reporting.
    2. Click Edit Permissions.
    3. Go to Report/Task Permissions, click + to add the following and then click OK.
      • In Security Group, search for Security Groups valid for Policy and select it. From the list, select Avalara_Integration_Security_Group.
      • Select View.
    4. Go to Integration Permissions, click + to add the following and then click OK.
      • In Security Group, search for Security Groups valid for Policy and select it. From the list, select Avalara_Integration_Security_Group.
      • Select Get.
    5. Click Done.

Assign Business Process Security policies to Customer Invoice Event

  1. Search for Business Process Security Policies for Functional Area and select it.
  2. Add the following information and then click OK.
    • Functional Area: By Business Process > Customer Invoice Event > Customer Accounts
    • Business Process: <blank>
  3. In the left pane, select Customer Invoice Event.
  4. Click Edit Permissions.
  5. Go to Initiating Action as Submit Customer Invoice (Web Service). In Security Group, search and select Avalara_Integration_Security_Group and Avalara_BP_Security_Group.
  6. Go to Initiating Action as Submit Customer Invoice Adjustment (Web Service). In Security Group, search and select Avalara_Integration_Security_Group and Avalara_BP_Security_Group.
  7. Go to Who can do Action Steps in Business Process. In Security Group, search and select Avalara_BP_Security_Group.
  8. Go to Who can do Actions on Entire Business Process. For Action Step View All and Approve, select Avalara_BP_Security_Group in Security Group.
  9. Click OK.

<image Workday_IC_1BP.png>

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.
<image Workday_IC_2ActivateSecurity.png>

Configure Business Process 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. In View Business Process Definition Customer Invoice Event, go to Related Actions > Business Process and click Edit Definition.
    3. Select the date, and then click OK.
    4. In Business Process Steps table, add the following details, and then click OK.
      • Click + to add a row.
        • Order: Type a1.
        • Notes: Type Call AvaTax for Sales tax Calc.
        • Type: Select Integration.
      • Click + to add a row.
        • Order: Type a2.
        • Notes: Type Tax Calc Successful?.
        • Type: Select Action.
        • Specify: Select Review Customer Invoice.
        • Group: Select Avalara_BP_Security_Group.
  2. Configure Business process Customer Invoice Event (Default Definition):
    1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
    2. In View Business Process Definition Customer Invoice Event, go to Business Process Steps table and click Configure AvaCustInvoiceTaxCalc.
    3. In Integration, select AvaCustInvoiceTaxCalc, and then click OK.
    4. In Configure Integration Step Customer Invoice Event (Default Definition) step a1 – integration, go to Integration Criteria table. Add the following details, and then click OK.
      • Value Type: Select Determine Value at Runtime.
      • Value: Select Customer invoice or Adjustment
  3. Create condition rule Not Locked:
    1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
    2. In View Business Process Definition Customer Invoice Event, go to Business Process Step table. In Step column for a1, go to  Related Actions > Business Process and click Create Condition Rule.
    3. In Create Condition Rule, add the following details, and then click OK.
      • Description: Type Not Locked.
      • And/Or: Select And.
      • Source External Field or Condition Rule: Select Locked in Workday.
      • Relational Operator: Select Not equal to.
      • Comparison Type: Select Value specified in this filter.

        image Workday_IC_3ConditionRule1.png

  4. Create condition rule Using AvaTax:
    1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
    2. In View Business Process Definition Customer Invoice Event, go to Business Process Step table. In Step column for a1, go to  Related Actions > Business Process and click Create Condition Rule.
    3. In Create Condition Rule, add the following details, and then click OK.
      • Description: Type Using AvaTax.
      • And/Or: Select And.
      • Source External Field or Condition Rule: Select Uses Third Party Tax Service.
      • Relational Operator: Select Equal to.
      • Comparison Type: Select Value specified in this filter.
      • Comparison Value: Select Yes.

        image Workday_IC_3ConditionRule2.png

  5. Create condition rule Tax Calc Failed:
    1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
    2. In View Business Process Definition Customer Invoice Event, go to Business Process Step table. In Step column for a2, go to  Related Actions > Business Process and click Create Condition Rule.
    3. In Create Condition Rule, add the following details, and then click OK.
      • Description: Type Tax Calc Failed.
      • And/Or: Select And.
      • Source External Field or Condition Rule: Select Third Party Tax Calculation Details.
      • Relational Operator: Select Starts with.
      • Comparison Type: Select Value specified in this filter.
      • Comparison Value: Select Tax Calculation Error.

        image Workday_IC_3ConditionRule3.png

  6. Setup step condition for a1:
    1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
    2. In View Business Process Definition Customer Invoice Event, go to Business Process Step table. In Step column for a1, go to  Related Actions > Business Process and click Maintain Step Condition.
    3. In Maintain Step Conditions, add the following details, and then click Done.
      • Select Effective Date, and then click OK.
      • In Entry Conditions table, click + to add Using AvaTax condition rule.
      • In Entry Conditions table, click + to add Not Locked condition rule.

        image Workday_IC_3ConditionRule4.png

  7. Setup step condition for a2:
    1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
    2. In View Business Process Definition Customer Invoice Event, go to Business Process Step table. In Step column for a2, go to  Related Actions > Business Process and click Maintain Step Condition.
    3. In Maintain Step Conditions, add the following details, and then click Done.
      • Select Effective Date, and then click OK.
      • In Entry Conditions table, click + to add Tax Calc Failed condition rule.

        image Workday_IC_3ConditionRule5.png

Create custom object (TaxDetails)

  1. Create custom object TaxDetails:
    1. Search for Create Custom object and click Create Custom Object.
    2. In Create Custom Object, add the following details, and then click OK.
      • Workday Object: Type Customer Invoice Line.
      • Customer Object Names: Type TaxDetails.
  2. Add details to custom object TaxDetails:
    1. In General Settings, click Edit to add the following details, and then click Next.
      • Custom Object Name: Automatically displays TaxDetails.
      • Web Service Alias: Automatically displays TaxDetails.
      • Allow Multiple Instances per Object: Ensure that this option is not selected.
    2. In Field Definitions, click Edit to add the following details, and then click Next.
      •  In Proposed New Fields, add the following fields. Click Add to add a field. In Display Order, type an alphabet. 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
        TaxType1 Text .A
        TaxAmount1 Decimal B
        TaxRate1 Decimal C
        JurisCode1 Text D
        JurisName1 Text E
        TaxType2 Text F
        TaxAmount2 Decimal G
        TaxRate2 Decimal H
        JurisCode2 Text I
        JurisName2 Text J
        TaxType3 Text K
        TaxAmount3 Decimal L
        TaxRate3 Decimal M
        JurisCode3 Text N
        JurisName3 Text O
        TaxType4 Text P
        TaxAmount4 Decimal Q
        TaxRate4 Decimal R
        JurisCode4 Text S
        JurisName4 Text T
    3. In Permissions, click Edit to add the following details, and then click Next
      • Domain: Search and add Manage: Customer Invoice and Process: Customer Invoice.
    4. In Summary, the above settings are displayed. You can click OK if you agree to the settings or you can click Save For Later.
    5. Click Done.

Create custom report for error handling (AvaCustInvErrs)

  1. Create custom report AvaCustInvErrs:
    1. Search for Create custom report and click Create Custom Report.
    2. In Create Custom Report, add the following details, and then click OK.
      • Report: Type AvaCustInvErrs.
      • Report Type: Select Advanced.
      • Data Source: Select All Business Process Transactions of Type Awaiting Person in Date Range.
      • Temporary Report: Select to if this report is temporary.
      • Enable as Web Service: Select this option.
  2. Add details to custom report AvaCustInvErrs, and then click OK.
    1. Ensure that Primary Business Object is Action Event.
    2. In Item, create a row for Business Process Transaction. Go to Additional Information > Columns > Item and add:
      • Business Object: Type Business Process Transaction.
      • Field: Type Workday ID.
      • Column Heading Override XML Alias: Type Invoice_ID.
    3. In Item, create a row for For. Go to Additional Information > Columns > Item and add:
      • Business Object: Type For.
      • Field: Type Workday ID.
      • Column Heading Override XML Alias: Type Event_ID.
    4. In Group Column Headings, create a row for Business Process Transaction. Go to Additional Information > Columns > Group Column Headings and add:
      • Business Object: Type Business Process Transaction.
      • Column Heading Override XML Alias: Type Business_Process_Transaction.
    5. In Group Column Headings, create a row for For. Go to Additional Information > Columns > Group Column Headings and add:
      • Business Object: Type For.
      • Column Heading Override XML Alias: Type For.
    6. In Filter, create a row for And. Go to Additional Information > Filter and add:
      • And/OR: Select And.
      • Field: Select Business Process Steps 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. In Prompts, create a row for And. Go to Additional Information > Prompts and add:
      • Instructions: Select And.
      • Runtime Date Prompts: Select the Effective Date and Entry Date as the date range for the validity of this report.
      • Populate undefined Prompts Defaults
      • Display Prompt Values in Subtitle: Select this option.
      • Prompt Defaults: To create an error report for a business process, add a row with related information.  
    8. In Share, specify the sharing options for this report.Go to Additional Information > Share and add:
      • 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. The Additional Information > Advanced displays the definitions and selections made for this report.

Install

Download

To connect your accounting software to AvaTax, download your integration software. 

  1. In AvaTax, on the Home tab, click Get Started.
  2. In the Download and Install Your Integration Software section, click Download Software
  3. In the Download Your AvaTax Connector Software window, click the arrow next to the name of your software, and then download the latest version of your integration. If the file isn't available for download, clear your browser's cache, and log back into AvaTax.
  4. Save the .zip file somewhere on your computer that's easy to find.
  5. Right-click the .zip file and extract the installation folder or file (.exe or .pdf or .msi). 

Install AvaTax for Workday

Once you have downloaded the AvaTax ZIP file from AvaTax, extract the contents.

  1. Open Workday Studio.
  2. Right-click Workday2AvaTax_AR.clar and click Import > Solution Catalog CLAR. The Project Explorer displays the .clar file details.
  3. Go to AvaCustInvoiceTaxCalc and double-click Assembly.
  4. In the Assembly editor, click on AvaCustInvTaxCalc and add the following details: 
    1. Go to Design > Properties > Workday-In > Services.
    2. Click  to add a new reference to custom object TaxDetails. In Select Custom Object window, select Active Custom Object and from the right panel select TaxDetails.
  5. In the Assembly editor, click on AvaTaxCalcErrRecovery and add the following details: 
    1. Go to Design > Properties > Workday-In > Services.
    2. Click  to add a new reference to custom object Ava_TaxErrDetails. In Select Custom Object window, select Active Custom Object and from the right panel select TaxDetails.
    3. Click  to add a new reference to custom object Ava_CustInvErrs.
    4. In Add Custom RaaS Report window, click Next. Select the custom report Ava_CustInvErrs and then click Finish.
  6. In the Project Explorer, right-click on any of the folders and click Deploy to Workday
  7. In Deploy to Workday:
    1. Select Include source code in deployed CLAR and then click Next.
    2. In Configured, select Workday2AvaTax_AR and then click Finish.
  8. On successful deployment, the Cloud Explorer displays the Workday package along with the installation date and time stamp.

Configure

Sign in to Workday, and then complete the following procedures to configure AvaTax for Workday.

Enable AvaTax in Workday

To enable AvaTax in Workday:

  1. In Search, type Edit Company Accounting Details, and then click Edit Company Accounting Details.
  2. In Company, type the name of the company for which you want to enable AvaTax.
  3. On the Edit Company Accounting Details page, under the Customer Invoice Options, ensure that Use Third Party Tax Service is enabled, and then, in the Tax Service Name field, type AvaTax.

Add an ID

You can skip this procedure if you've already added an external ID AvaTaxOptions

To an ID:

  1. In Search, type the company name.
  2. On the Company Details page, next to the company name, click Related Actions and Preview , point to Integration IDs, and then click View IDs.
  3. Add an external ID AvaTaxOptions:
    1. On Integration IDs, click Related Actions and Preview , point to Integration IDs, and then click Edit External IDs.
    2. In Edit External IDs, select the Effective Date and then click OK.
    3. Click +.  A new row is created in the table. Either choose an existing system or type AvaTaxOptions.
    4. In ID Value, type the company code, and then click OK. Click Done.
  4. Add reference ID:
    1. On Integration IDs, click Related Actions and Preview , point to Integration IDs, and then click Edit Reference ID.
    2. On the Edit External IDs page, in the Reference ID Value field, type the company code, and then click OK. Click Done.

Link all AvaTax integrations to users

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

Configure integration attributes

To configure integration attributes: 

  1. Search View Integration System and click View Integration System.
  2. On the View Integration System page, in Integration System field, type AvaTaxOptions, and then click OK.
  3. On the View Integration System AvaTaxOptions page, click Related Actions and Preview , and then go to Integration IDs > Configure Integration Attributes.
  4. On the Configure Integration Attributes for Integration System AvaTaxOptions page, fill in the following, and then click OK:
    Field Action
    • Service URL
    • Account Number
    • License Key
    Use the information you received from Avalara in an email when you signed up for your AvaTax account.
    Countries to update TaxDetails Add the countries for which you want to view the AvaTax calculated sales tax details.
    Optional: Item Worktags Define and add at the header/line level to have Item Worktags reference IDs send as the tax code for the item.
    AvalaraCompanyCode Select either the Reference ID or the External ID that you created.
    Optional: Lock WD Invoice After Post to Avalara Select to lock the invoices in Workday after they're successfully posted to AvaTax. If this option isn't selected, the invoices remain unlocked in Workday.
    Optional: Process this Invoice Type as SalesOrder Select an invoice type to not post to AvaTax. Also, it's document type won't change from sales order to sales invoice.
    Optional: Send Item Group to AvaTax Select to send the item group reference ID as the item code from Workday to AvaTax.

To make sure your AvaTax for Workday tax profile is configured correctly, send a test transaction.

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