Epicor Tax Connect Configuration

Epicor ERP 10
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Epicor ERP 10
Revision: April 25, 2014 9:51 a.m.
Total pages: 14
sys.ditaval
Epicor Tax Connect Configuration Contents

Contents
1 Welcome and Introduction.................................................................................................4
2 Before You Begin.................................................................................................................5
3 Configure Epicor Tax Connect............................................................................................5
3.1 Set Up Company Configuration.................................................................................................................5
3.2 Set Up Tax Liabilities..................................................................................................................................7
3.2.1 Set Up Tax Liabilities for Sales Tax (If Needed)..................................................................................7
3.2.2 Set Up Tax Liabilities for Consumer Use Tax (If Needed)....................................................................8
3.3 Validate Addresses.....................................................................................................................................8
3.3.1 Validate Customer Addresses...........................................................................................................9
3.3.2 Validate Company Address..............................................................................................................9
3.3.3 Validate Site Address.....................................................................................................................10
3.3.4 Validate Warehouse Address.........................................................................................................10
3.3.5 Use Bulk Address Validation...........................................................................................................11
4 Configure Avalara..............................................................................................................12
4.1 Configure AvaTax....................................................................................................................................12
5 Test Configurations...........................................................................................................12

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Welcome and Introduction Epicor Tax Connect Configuration

1 Welcome and Introduction

Welcome to the Epicor Tax Connect Configuration Guide. Epicor Tax Connect is included in the standard Epicor
application installation so no separate installation is necessary. Additional licensing and configuration is required.
Epicor Tax Connect is powered by AvaTax , a sales and use tax management service. Epicor Tax Connect Sales
Tax (ST) calculates sales taxes for sales orders, AR invoices, and credit memos. It also eliminates the tedious,
complex work of determining sales tax jurisdictions for ship to addresses, maintaining tax codes and rates, and
managing jurisdiction-specific and commodity-specific taxation rules. Epicor Tax Connect Use Tax (UT) calculates
self-assessed consumer Use Taxes for AP invoices, which are tracked separately in the General Ledger and are
visible on use tax reports run from either Epicor or AvaTax to facilitate the preparation of tax returns and tax
payments.
Use the following graphic to review the configuration process flow:

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Epicor Tax Connect Configuration Before You Begin

2 Before You Begin

Complete the following steps before you start the Epicor Tax Connect configuration.

1. Log on to EPICweb and go to the customer portal website. Navigate to Products > Epicor ERP version 10
> Downloads.
You can use this link: https://epicweb.epicor.com/products/epicor-erp/downloads.

2. View any current patches or guides related to this module or install.

3. Obtain from Epicor and activate the desired Epicor Tax Connect license.

4. Activate the desired AvaTax license with Avalara Inc.

3 Configure Epicor Tax Connect

Use the following steps to configure Epicor Tax Connect.

3.1 Set Up Company Configuration

1. Verify you have a license for Epicor Tax Connect.

2. Log on to your Epicor application.

3. Open System Setup > Company/Site Maintenance > Company Configuration.

4. Select Modules > Finance > Tax Interface.

Note If you can access the fields on the sheet, your Tax Connect license has been activated and you
can proceed to configure Epicor Tax Connect. If the sheet is grayed out, you may have read-only
access to Company Configuration and/or the Tax Connect license has not been activated. A Tax
Connect license must be activated and full access (non-read only) to the Company Configuration
screen is required before you can proceed with configuration.

5. Use the following key fields and buttons to define multiple settings and default Tax Connect parameters:
Tax Connect Enabled - Select this check box to activate Epicor Tax Connect for the current company.
If you have selected the Tax Calculation Enabled and the Address Validation Enabled check boxes,
selecting the Tax Connect Enabled check box allows AvaTax to calculate taxes for transactions and to
validate addresses which are sent to it by Epicor.
Debug Mode - Enable this mode to assist Epicor Technical Support personnel with the diagnosis of
problems that you encounter. Selecting this check box causes the Epicor application to capture to a folder
on your server all of the communications for Tax Connect-related actions that require it to work with
AvaTax (for example, tax calculations, address validations, invoice or credit memo postings, or deletions).
Reviewing the captured xml data allows you to see the transaction and tax calculation details exchanged

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Configure Epicor Tax Connect Epicor Tax Connect Configuration

between Epicor and AvaTax; this information may provide important clues that aid in determining the
root cause of problems encountered.
Test Connection - Click this button to test if Epicor is currently able to communicate with AvaTax. After
the connection is tested, a window displays indicating if the connection was successful. If the connection
did not work, an error message displays explaining the reason why a connection could not be established.
If assistance is needed with any errors received, contact Epicor Technical Support.
URL - The URLs (website addresses) that you can potentially receive from Avalara to access AvaTax from
Epicor include https://avatax.avalara.net (Production / Live) and https://development.avalara.net
(Development / Testing).
Request Timeout - Determines the number of seconds that may elapse before Epicor stops trying to
communicate with AvaTax for any reason, after which a timeout-related error message is then generated.
Epicor's Tax Connect Support team recommends using a setting of 300 (5 minutes) to accommodate
internet performance-related slowdowns which may occur from time to time.
Account User Name and Key/Password - Provided by Avalara Inc. and are supplied here to allow
Epicor to access your AvaTax environment for the purpose of handling tax calculations, address validations,
invoice postings, and unposted invoice deletions which may occur.
Note Only credentials which allow an administrator level of access to the AvaTax Admin Console
should be used. Avalara provides different credentials for Production and Development.

Text Case - Controls the case of address data received by Epicor from Avalara when addresses are
validated. Possible settings include Default, Mixed, and Upper.
Note The actual case of the characters in Epicor addresses that are processed for validation has
no effect on the case of the suggested address data that is returned to Epicor by Avalara.

Address Validation Enabled - For tax calculations to occur, valid addresses are required. Select this
check box so that individual addresses can be sent to Avalara for validation from multiple Epicor
maintenance screens, such as Company Configuration, Site Maintenance, Warehouse Maintenance, and
Customer Maintenance. Enabling Address Validation also allows ranges of addresses to be validated by
the Bulk Address Validation process.
Tax Calculation Enabled - Selecting this check box causes tax calculations to be handled by Tax Connect
/ AvaTax instead of by the internal tax engine that is included in Epicor.
Tax ID Prefix - Used by Tax Connect for any Tax Type records that it automatically creates as needed
when taxes are calculated for transactions. This prefix helps to differentiate Tax Connect-created Tax
Types from any Tax Types which may have been manually created in the past by Epicor customer sites
that formerly used the internal Epicor tax engine and functionality before acquiring the Tax Connect
module.
Default Tax Category - Specifies the product tax category that is to be used by default with sales order,
invoice, and credit memo lines that do not have one defaulted in for the applicable part or miscellaneous
charge, or manually entered by users.
Note If a Product Tax Category is defined as the default by selecting the Default check box on
the Detail sheet of Product Tax Category Maintenance , Epicor uses it in preference to the
Default Tax Category specified here for transaction lines which reference parts that do not have
a Tax Category defined on Part Maintenance. An exception is sales order lines for parts which have
a Product Group specified in Part Maintenance. If the part does not have a Tax Category defined
but its Product Group does, Epicor uses the Product Group's Tax Category in preference to all
others. This exception does not apply to miscellaneous AR invoices and credit memos since they
are not created from sales order shipments.

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Epicor Tax Connect Configuration Configure Epicor Tax Connect

6. Navigate to the Accounts Receivable sheet.

7. Select the Ready to Calculate check box in the Sales Tax section to set the default setting to true. This
setting allows sales taxes to be automatically calculated without waiting for users to manually select this
check box for each transaction or to select Set All Ready To Calculate from the Actions menu for new invoices
and credit memos that are created on the AR Invoice Entry screen.

8. Navigate to the Accounts Payable sheet.

9. Select the Ready to Calculate check box in the Invoicing section to set the default setting to true. This
setting allows consumer use taxes to be automatically calculated for AP invoices without waiting for users
to manually select this check box for each new invoice that is created on the AP Invoice Entry screen.

10. Navigate to the Modules > Sales > Order sheet.

11. Select the Ready To Process check box in the Order Options section to set the default setting to true.
This setting allows taxes to be automatically calculated for sales orders without waiting for users to manually
check that box for each order that is created on the Sales Order Entry screen.

3.2 Set Up Tax Liabilities

Tax Liability setup can differ depending on the type(s) of taxes you need to calculate (sales tax and/or consumer
use tax) and if Tax Liabilities were setup in the past such as in the case of the internal Epicor tax engine being
used to calculate taxes before Tax Connect was purchased.

3.2.1 Set Up Tax Liabilities for Sales Tax (If Needed)

Tax Liability codes are not required for customers and shipments located in the US or in Canada. If tax liabilities
are already set up on your system, (for example, if the internal Epicor tax engine was used to calculate taxes
before Tax Connect was purchased) use these steps to configure them to calculate taxes using Tax Connect.
Alternatively, you can remove tax liabilities from customers to whom you ship to in the US or Canada for which
you want Tax Connect to calculate taxes.
Note To assign to or remove a tax liability from a customer, navigate to Financial Management > Accounts
Receivable > Setup > Customer and complete the desired change on the Billing > Detail sheet and/or on
the Ship To > Detail sheet.

1. Select Sales Management > Order Management > Setup > Tax Liability.

2. Click the Tax Liability button. Search for and select a sales tax liability. Click OK.

3. Select the Tax Connect Calculation check box for the tax liability.

4. Select the Use in AR checkbox if it is not already selected. Click Save .

5. Repeat these steps for each tax liability you want to set up as Sales Tax calculation-capable for use with
customer sales orders, AR invoices and credit memos.

Note Although Tax Liability codes are not needed for Epicor Tax Connect to calculate sales taxes for
customer transactions, they can be used to prevent non-US and non-Canadian transactions from being
communicated to AvaTax . If international transactions are sent to AvaTax, "Unknown Country" errors
may occur when tax calculations are attempted; invoice printing and posting may also be prevented. Clear

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Configure Epicor Tax Connect Epicor Tax Connect Configuration

the Tax Connect Calculation check box on international tax liabilities to exclude transactions which reference
them from tax calculations and from AvaTax screens and reports.

3.2.2 Set Up Tax Liabilities for Consumer Use Tax (If Needed)

If you need to calculate self-assessed consumer use taxes for supplier AP invoice transactions, use Tax Liability
Maintenance to create Use Tax calculation-capable Tax Liability codes, and then assign them to suppliers to
automatically enable by default Use Tax calculations for their AP invoices.

1. Select Financial Management > Accounts Payable > Setup > Tax Liability.

2. In Tax Liability Maintenance, click New. Create a new Tax Liability for consumer use tax. For example, in
the Tax Liability field, enter AVA, and in the Description field, enter Use Tax Capable.
Note You can also select an existing Tax Liability to use with Tax Connect. To do this, click the Tax
Liability button. Search for and select a tax liability code with a description indicating it was set up
for Use Tax, Tax Connect, or AvaTax.

3. Select the Tax Connect Calculation check box.

4. Select the Use in AP checkbox if it is not already selected. Click Save.

5. Repeat these steps for each tax liability that you want to setup as Use Tax calculation-capable for use with
supplier AP invoice transactions.

6. Select Financial Management > Accounts Payable > Setup > Supplier.

7. Click the Supplier button. Search for and select a supplier you want to set up as Use Tax Calculation-capable
by default.

8. Click the Tax Liability button. Search for and select a Use Tax calculation-capable code that was previously
created. Click Save.

9. Repeat steps 6 through 8 for each supplier you want to set up as Use Tax Calculation-capable by default.

Note To manually designate specific AP invoices as Use Tax calculation-capable, Tax Liabilities may be
manually selected on the Header > Tax sheet of AP Invoice Entry for invoices which have not already had
taxes calculated for them.

3.3 Validate Addresses

Tax Connect uses customer ship to addresses when it calculates sales taxes for customer sales orders, AR invoices
and credit memos. Your company's ship from addresses are also taken into consideration for shipments to your
customers in certain states. Tax Connect uses your company's receiving addresses when it calculates self-assessed
consumer use taxes for the supplier shipments that are received and billed to you on AP invoices. Validate each
of the following types of addresses before you enable the Tax Connect module in a live/production Epicor
environment:
Customer (Sold To and Ship To)
Company

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Epicor Tax Connect Configuration Configure Epicor Tax Connect

Site
Warehouse
You can manually validate addresses for each individual Sold To customer, Ship To customer, company, site, and
warehouse or use the Bulk Address Validation screen to validate multiple addresses at the same time.

3.3.1 Validate Customer Addresses

Use these steps to validate customers' sold to and ship to addresses.

1. On the Menu, select Financial Management > Accounts Receivable > Setup > Customer.

2. Click the Customer button. Search for and select a customer for which you want to validate the address.

3. Review the address on the Customer > Detail sheet and enter any corrections that may be needed.

4. Verify the Exclude from address validation check box is cleared. If this check box is selected, it indicates
the customer address should not be validated through Tax Connect, which may be desired for addresses
that are not located in the US or in Canada, the two countries for which Avalara validates addresses.

5. From the Actions menu, select Tax Connect > Validate Customer Address. When the Address Validation
window appears, review the results of the validation and update the Customer address if needed.
Note The Address Validation window displays an error on the Messages > Detail sheet if the existing
address is incomplete or invalid. If the submitted address was found in the address database either
with or without suggested changes, you may click the Update Original button then click OK to accept
suggested changes, then click Save on the main screen or click the OK or Cancel button to close the
window without accepting changes.

6. Navigate to Ship To > List and select a ship to for which you want to validate the address. Review the
address on the Ship To > Detail sheet and enter any corrections that may be needed.

7. Verify the Exclude from address validation check box is cleared.

8. From the Actions menu, select Tax Connect > Validate Ship To Address. When the Address Validation
window appears, review the results of the validation and update the Ship To address if needed.
Note The Address Validation window displays an error on the Messages > Detail sheet if the existing
address is incomplete or invalid. If the submitted address was found in the address database either
with or without suggested changes, you may click the Update Original button then click OK to accept
suggested changes, then click Save on the main screen or click the OK or Cancel button to close the
window without accepting changes.

9. Repeat these steps for each customer address and each customer ship to address you want to validate.

3.3.2 Validate Company Address

Use these steps to validate the current company address.

1. On the Menu, select System Setup > Company/Site Maintenance > Company Configuration.

2. Review the address on the Detail sheet and enter any corrections that may be needed.

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Configure Epicor Tax Connect Epicor Tax Connect Configuration

3. From the Actions menu, select Tax Connect > Validate Address. When the Address Validation window
appears, review the results of the validation and update the Company address if needed.
Note The Address Validation window displays an error on the Messages > Detail sheet if the existing
address is incomplete or invalid. If the submitted address was found in the address database either
with or without suggested changes, you may click the Update Original button then click OK to accept
suggested changes, then click Save on the main screen or click the OK or Cancel button to close the
window without accepting changes.

3.3.3 Validate Site Address

Use these steps to validate a site address.

1. On the Menu, select Material Management > Inventory Management > Setup > Site.

2. Click the Site button. Search for and select a site for which you want to validate the address.

3. Navigate to the Detail > Address sheet.

4. Review the address and enter any corrections that may be needed.

5. From the Actions menu, select Tax Connect > Validate Address. When the Address Validation window
appears, review the results of the validation and update the Site address if needed.
Note The Address Validation window displays an error on the Messages > Detail sheet if the existing
address is incomplete or invalid. If the submitted address was found in the address database either
with or without suggested changes, you may click the Update Original button then click OK to accept
suggested changes, then click Save on the main screen or click the OK or Cancel button to close the
window without accepting changes.

3.3.4 Validate Warehouse Address

Use these steps to validate a warehouse address.

1. On the Menu, select Material Management > Inventory Management > Setup > Warehouse.

2. Click the Warehouse button. Search for and select a warehouse for which you want to validate the address.

3. Review the address and enter any corrections that may be needed.

4. From the Actions menu, select Tax Connect > Validate Address. When the Address Validation window
appears, review the results of the validation and update the Warehouse address if needed.
Note The Address Validation window displays an error on the Messages > Detail sheet if the existing
address is incomplete or invalid. If the submitted address was found in the address database either
with or without suggested changes, you may click the Update Original button then click OK to accept
suggested changes, then click Save on the main screen or click the OK or Cancel button to close the
window without accepting changes.

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Epicor Tax Connect Configuration Configure Epicor Tax Connect

3.3.5 Use Bulk Address Validation

Valid addresses are required for AvaTax to calculate the correct taxes for your transactions. Use Bulk Address
Validation to validate addresses for your sites, warehouses, customers, and customer ship to locations before
using Tax Connect in a live/production Epicor environment.
Note You can also have the Bulk Address Validation process run on a regular schedule by assigning it to
a process set. Each time the schedule activates within the process set, the parameters you define on this
program will automatically run. For more information about process sets, review the Process Set Maintenance
program.

1. On the Menu, select Financial Management > Accounts Receivable > General Operations > Bulk
Address Validation.

2. In the Process section, select the check boxes for the types of addresses you want to include in bulk address
validation.

3. In the Log Filename field, enter the path to the log file and enter the name you want to use. The result of
the Bulk Address Validation process will be placed inside a .csv file that you can then view with a spreadsheet
tool like Microsoft Excel or a similar program.

4. Use the Filters section to reduce the number of addresses that are processed when bulk address validation
is executed. Databases may contain several thousand addresses. If you find that Bulk Address Validation
takes an unacceptably long time to complete, it is suggested that you run the process against a smaller
subset of address data using one or more of the filters that are provided.

5. Select the Validate option if you only want to preview the address changes which may be recommended
by Avalara and leave the original addresses in Epicor unchanged. Select the Validate and Update option
to automatically replace the original addresses in Epicor with any address changes which may be
recommended by Avalara.

6. Click the Submit icon in the toolbar.

7. Navigate to the System Monitor located at System Management > Utilities > System Monitor.

8. The Bulk Address Validation (BAV) process is listed on the History Tasks sheet when it is executed to
completion. Once it is completed, proceed to the next step.
Tip If the process is listed on the Scheduled Tasks sheet, it is still waiting to run. If it is listed on the
Active Tasks sheet, it is still running. Click the Refresh icon on the standard toolbar to refresh the
screen if needed.

9. Navigate to the path on the Epicor server where the Bulk Address Validation log file is located. Open the
BulkAddressValidation.csv file or your own log file if you chose to override the default file name before
executing the process. Review the address validation results for error messages and address changes that
you may need to act on.

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Configure Avalara Epicor Tax Connect Configuration

4 Configure Avalara

Use this section to configure your AvaTax system.

4.1 Configure AvaTax

There are a number of setups which you may potentially need to complete in AvaTax including setup of your
Epicor companies, nexus jurisdiction selection, tax codes, tax rules, items, miscellaneous charges and customer
exemptions. Use these steps to configure your AvaTax system.

1. Consult your tax expert to determine which parts, charges, tax rules and customer exemptions you may
need to set up in AvaTax.

2. Login to the AvaTax Admin Console and complete the setups necessary to satisfy your business needs. Use
links on the Home (Dashboard) sheet of the AvaTax Admin Console to access AvaTax educational content.
If you need hands-on setup or implementation assistance, you should contact Epicor consulting.
The codes you set up in AvaTax must correspond exactly to the codes in your Epicor application. For example:
Company ID in Epicor corresponds to Company Code in AvaTax
Part ID in Epicor corresponds to Item Code in AvaTax
Customer ID in Epicor corresponds to Customer Code in AvaTax.
Tax Category in Epicor corresponds to Tax Code in AvaTax.
Note If you need to assign tax codes to your parts and miscellaneous charges for the correct tax
outcomes to occur, you can set them up in Epicor or on the Items sheet under the Organization tab
in AvaTax. If you have different tax code assignments for the same parts and charges in Epicor and
AvaTax, the assignments in AvaTax are used in preference to those which exist in Epicor.

5 Test Configurations

Create test transactions and review the tax calculation results to verify the configurations before enabling Tax
Connect in your live/production Epicor environment. Please review the following information before testing your
configurations:
AvaTax only allows each AR invoice number to be used once per Epicor company per AvaTax account, therefore
care must be taken to avoid consuming the same series of AR invoice numbers by the same Epicor company in
the same AvaTax account. If you try to use the same AR invoice numbers more than once for the same Epicor
company in the same AvaTax account, a "DocStatus is invalid for this operation" message is received in Epicor
and taxes are not calculated for the second and any other subsequent attempts to use the same invoice numbers,
which also prevents the invoices from being printed and posted.
Consider the following options while preparing to pilot or test Tax Connect:
Ask Avalara personnel to provide a development/testing account and URL (https://development.avalara.net)
that is separate from the live account and URL (https://avatax.avalara.net) you already have (a fee may apply).
If this option is used, the test Epicor company would be pointed to its own development/testing AvaTax URL

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Epicor Tax Connect Configuration Test Configurations

and account and its test transactions would therefore not be co-mingled in AvaTax with the transactions
which you send to it for your live/production company.
Note If the pilot/test DB is refreshed by overwriting it with a current copy of the live DB, it inherits the
live DB's Starting AR invoice number value that is specified on the Accounts Receivable tab of the
Company Configuration screen in Epicor. Whenever this is done, be sure to increment the Starting AR
invoice number value on the Accounts Receivable tab of the Company Configuration screen in the test
DB to a value that causes it to consume a series of invoice numbers which have not been consumed
before by that same Epicor company and AvaTax URL/account combination

Note If the pilot/test DB is refreshed by overwriting it with a current copy of the live DB, it also inherits
the live DB's Avalara URL (https://Avatax.avalara.net), Account User Name and Key/Password. It is
important to remember to revert each of these back to the correct values for your pilot/test DB so test
transactions that you create do not get added to your live/production Avalara account/environment.

Use only one AvaTax account and URL (https://avatax.avalara.net) for both your test transactions and for your
live/production transactions. If this option is used, the test transactions can be kept segregated from the
live/production transactions by using one or both of the following methods:
Segregate by Company: Create and test with an Epicor company that is different from the live/production
company so test and live/production transactions are kept separate within the same AvaTax account by
company.
Segregate by invoice number range: Assign different Starting AR invoice number values on the Accounts
Receivable tab of the Company Configuration screen in Epicor for the test company and for the live
company. Using this method by itself (not in concert with the one mentioned above) is perhaps the most
risky, least desirable choice that can be made.

You may use the Void button on the Transactions screen of the AvaTax Admin Console to void any undesired
test transactions which have been selected; this prevents them from appearing on AvaTax reports. Take
extreme care to not void any transactions which came from your live/production Epicor database!
Note There is no transaction deletion capability in AvaTax. Transactions are only deleted from AvaTax
when they are deleted from Epicor; only unposted transactions may be deleted from Epicor.

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