Sales Tax Update (Avalara)


IMPORTANT: Avalara Users
Formatting configurations within the Avalara import files for certain states may require manual updates to Sales Tax Authorities/Groups following the update. Please contact your support rep before running Start Sales Tax Update (Avalara). Note that new releases of Version 9.1 support the Avalara Web Service (which does not have these import issues). Upgrading to Version 9.1 also provides preprocessing information on anomalies in the Avalara import files which may need to be corrected.  

This function enables the user to create and update SAMPro Sales Tax Groups and Authorities from Avalara's database as delivered in a text file. Note that the Tax Flags will be set in the Sales Tax Group records, NOT the Sales Tax Authorities.  


The Sales Tax Group Id is based on the Zip Code for imported data.  However, since a single zip code may encompass more than one Sales Tax Group (which specifies the State, County and Municipal / Other Authorities), the Sales Tax Group Id of records generated by running the Start Sales Tax Update will be composed of the Zip Code optionally followed by a .### extension. For example, the Sales Tax Authority with the name "ARVADA JEFFERSON CO COLORADO 80002" is assigned the Id 80002.002 to distinguish it from "DENVER JEFFERSON CO COLORADO 80002" with Id 80002.004. In addition, Use Tax and non Use Tax groups are created.


Registry Sales Tax Group and Registry Sales Tax Authority (prevent imported data from being changed/deleted).

Registry Start Sales Tax Update (configure function and override user entries)

Running the Function:

A. To Import an Avalara File:

1. Click the Import Sales Tax CSV button. When you do so, a browse window will open.  Browse to the location your Avalara CSV or TXT files are stored.

2. Select a file to import.  When you do so, the data will be imported.  This may take a few minutes. When the Import is complete,  A workspace will open with a log file of your import results; this may be closed or saved.

B. To Create / Update Sales Tax Authorities/Groups

Importing the Avalara data does NOT generate / update the Sales Tax Authority and Groups in SAM Pro.  To do so, complete the appropriate fields and then click the Go button.

Last Updated:
Avalara provides a 'Last Updated' date for each row in the import files they provide. When the starter function is run to update the Groups and Authorities, Avalara records whose Last Update Date is less than this field will be skipped.  To that ensure all Groups and Authorities are updated leave this field blank.

GL Account Id:
This field specifies the GL Account to be used in Tax Authority records created from Avalara data. This field will be overridden by the stateid~GLAccount registry option if implemented.

Tax Material?
This fields controls how the Tax Material? field in the Sales Tax Groups will be set.  This field will be overridden by the stateid~TaxMaterial registry option if implemented.

Tax Other?
This fields controls how the Tax Other? field in the Sales Tax Groups updated by this function will be set.  This field will be overridden by the stateid~TaxOther registry option if implemented.

Tax Subcontract?
This fields controls how the Tax Subcontract? field will be set in Sales Tax Groups updated by this function.  This field will be overridden by the stateid~TaxSubcontract registry option if implemented.

Labor Tax Selection: o Use Avalara Rule  o Tax Labor  o Don't Tax Labor
This field controls whether or not Labor will be flagged as Taxable in Sales Tax Groups updated by this function.

Job Cost Use Tax Group Authorities?
Flag this field if the Job Cost? box should be flagged for all Authorities in each Use Tax Group. If this box is flagged, the system will assume that Always Create Use Tax Groups is also flagged to avoid undesirable results.

We recommend completing the State range (with the appropriate 2-character State code); running the function wide open can take considerable time if multiple states have been imported.

Always Create Separate Use Tax Groups?
Flag this box if separate Sales and Use Tax groups should be always be generated, even if the Sales and Use Tax rates are the same.  The Use Tax groups will specify (Use Tax) at the end of the Sales Tax Group Name.

Zip Code:  County Name:  City Name:
Enter one or more of these ranges to limit the update to the specified Avalara data only if you are sure the authorities updated are limited to the ranges specified.

WARNING: Do Not Filter the Avalara Update
If you filter your Avalara update to a specific Zip Code, only that Sales Tax Group would have its Sales Tax Group Rate recalculated. If the update to that Group included changes to rates also impacting other Group (e.g., the State Rate rate), the applicable Tax Authority would be updated, but the other Tax Groups referencing it would not have their Group Tax Rates reset. This is a particular problem since TechAnywhere uses the Group Tax Rate. For this reason, we strongly recommend that you allow your Avalara updates to run wide open so that all applicable Sales Tax Groups will be properly updated.  

 Click the Go button to create/update Sale Tax Authority and Group records in SAMPro from the current Avalara Sales Tax data. Formatting configurations within the Avalara import files for certain states may require manual updates to Sales Tax Authorities/Groups following the update. The following enhancements have been made to manage some of the tax anomalies within the Avalara data, and to alert the user to any potential manual changes that may be required.

1. When the Go button is pressed to update the date with the Avalara tax file, validation will show any anomalies in the data about to be imported. When anomalies are found 2 workspaces and a message box will appear. These workspace reports are provided for the users to review the integrity of the data.

The first workspace report gives the Authority Id, Tax Type, Tax Rate and Count.  Count is the number of records found in the Avalara import file for that Authority’s Tax Rate.

The second workspace report lists Authority Id, Authority Name, Tax Rate, Tax Type and Signature.  The signature shows the zip code and Authority Id’s found with a 0% tax rate. 

2. We suggest printing these workspaces before continuing; this will provide you with the information needed if manual adjustments must be made.

3. When the data is imported, if the system finds a state, county or local tax that changes to a zero rate, the system will attempt to create a new tax authorities with a 'z' added to the Id. This will result in a new Sales Tax Group being generated.  These new Sales Tax Groups must be added to Jobs as needed.