.. _avatax/portal: ======================= Avalara (Avatax) portal ======================= Avalara's (*AvaTax*) management console offers account management options including: viewing/editing the transactions sent from Odoo to *AvaTax*, details on how the taxes are calculated, tax reporting, tax exemption management, and tax return resources. .. tip:: Avalara is the software developer of the tax software, *AvaTax*. To access the console, first, navigate to either Avalara's `sandbox `_ or `production `_ environment. This will depend on which type of account was set in the :doc:`integration <../avatax>`. Log in to the management console. .. image:: avalara_portal/avalara-portal.png :align: center :alt: Avalara dashboard after logging into management portal. .. seealso:: For more information see Avalara's documentation: `Activate your Communications Customer Portal account `_. .. _avalara/portal-transactions: Transactions ============ To access transactions, click in the :guilabel:`Transactions` link on the main dashboard upon logging into the :ref:`avatax/portal`. To manually access the *Transactions* page, while logged into the Avalara console, navigate to :menuselection:`Transactions --> Transactions`. .. image:: avalara_portal/avalara-transactions.png :align: center :alt: Avalara portal with the transactions shortcut highlighted. Edit transaction ---------------- Click into a transaction to reveal more details about the transaction. These details include sections on :guilabel:`Invoice detail`, :guilabel:`Additional info`, and :guilabel:`Customer info`. Click :icon:`fa-pencil` :guilabel:`Edit document details` to make changes to the transaction. A :guilabel:`Discount` can be added to adjust the invoice. This is especially useful in cases where the transaction has already synced with Avalara / *AvaTax*, and changes need to be made afterward. .. _avalara/portal-filter: Filter ------ Filter transactions on the :guilabel:`Transactions` page, by setting the :guilabel:`From` and :guilabel:`To` fields, and configuring other fields to filter by, including: - :guilabel:`Document Status`: any of the following options, :guilabel:`All`, :guilabel:`Voided`, :guilabel:`Committed`, :guilabel:`Uncommitted`, or :guilabel:`Locked`. - :guilabel:`Document Code`: any of the following options, :guilabel:`Exactly match`, :guilabel:`Starts with`, or :guilabel:`Contains`. - :guilabel:`Customer/Vendor Code`: the customer/vendor code in Odoo (e.g. `Contact18`). - :guilabel:`Country`: the country this tax was calculated in; this is a text field. - :guilabel:`Region`: the region of the country, which varies based on the :guilabel:`Country` selection. Click :icon:`fa-plus` :guilabel:`Filters` to access the following filter conditions: - :guilabel:`Document Type`: any of the following selections, :guilabel:`All`, :guilabel:`Sales Invoice`, :guilabel:`Purchase Invoice`, :guilabel:`Return Invoice`, :guilabel:`Inventory Transfer Inbound Invoice`, :guilabel:`Inventory Transfer Outbound Invoice`, or :guilabel:`Customs Invoice`. - :guilabel:`Import ID`: represents the import ID of the document. Sort by ------- On the :guilabel:`Transactions` page, transactions will be listed below, according to the set :ref:`avalara/portal-filter`, located in the top half of the page. The following columns are available by default, to sort by ascending or descending order: - :guilabel:`Doc Code`: either of the following options, :guilabel:`Exactly match`, :guilabel:`Starts with`, or :guilabel:`Contains`. - :guilabel:`Doc Status`: either of the following options, :guilabel:`All`, :guilabel:`Voided`, :guilabel:`Committed`, :guilabel:`Uncommitted`, or :guilabel:`Locked`. - :guilabel:`Cust/Vendor Code` : this is the customer/vendor code in Odoo (e.g. Contact18). - :guilabel:`Region`: this is the region of the country, this will vary based on the :guilabel:`Country` selection. - :guilabel:`Amount`: the numeric amount of the total amount on the Odoo document. - :guilabel:`Tax`: the numeric amount of the tax applied to the total. .. image:: avalara_portal/transactions.png :align: center :alt: Transactions page on the Avalara portal with the filter and sort-by options highlighted. Customize columns ~~~~~~~~~~~~~~~~~ Additional columns can be added by clicking the :icon:`fa-cog` :guilabel:`Customize columns`. On the resulting popover window, click the drop-down menu for the :guilabel:`column` that should be changed. The following columns can be added for additional transactional information: - :guilabel:`AvaTax calculated`: the amount of tax calculated by *AvaTax*. - :guilabel:`Country`: the country this tax was calculated in; this is a text field. - :guilabel:`Cust/vendor code`: the customer/vendor code in Odoo (e.g. `Contact18`). - :guilabel:`Currency`: the standardized abbreviation for the currency the amount total is in. - :guilabel:`Doc date`: the document's date of creation. - :guilabel:`Doc status`: any of the following options, :guilabel:`All`, :guilabel:`Voided`, :guilabel:`Committed`, :guilabel:`Uncommitted`, or :guilabel:`Locked`. - :guilabel:`Doc type`: any of the following selections, :guilabel:`All`, :guilabel:`Sales Invoice`, :guilabel:`Purchase Invoice`, :guilabel:`Return Invoice`, :guilabel:`Inventory Transfer Inbound Invoice`, :guilabel:`Inventory Transfer Outbound Invoice`, or :guilabel:`Customs Invoice`. - :guilabel:`Import ID`: represents the import ID of the document. - :guilabel:`Last modified`: timestamp of the last time the document was modified. - :guilabel:`Location code`: the location code used to calculate the tax, based on the delivery address. - :guilabel:`PO number`: the purchase order number. - :guilabel:`Reference code`: the Odoo reference code (e.g. NV/2024/00003) - :guilabel:`Region`: the region of the country,which varies based on the :guilabel:`Country` selection. - :guilabel:`Salesperson code`: the numeric ID of the user assigned to the sales order in Odoo. - :guilabel:`Tax date`: the month/day/year of the tax calculation. - :guilabel:`Tax override type`: where an exemption would appear, should there be none, the field populates with :guilabel:`None`. To add a new column click the :icon:`fa-plus` :guilabel:`Column`. .. seealso:: For more information on *AvaTax* transactions, refer to this Avalara documentation: `Transactions `_. Import-export ------------- While on the :ref:`avalara/portal-transactions`, click :icon:`fa-download` :guilabel:`Import transactions` or :icon:`fa-upload` :guilabel:`Export transactions` to import or export transactions. Reports ------- To access reporting, navigate to the :menuselection:`Reports` link in the top menu of the Avalara management console. Next, select from one of the available reporting tabs: :guilabel:`Transactions reports`, :guilabel:`Liability & tax return reports`, or :guilabel:`Exemption reports`. .. tip:: Additionally, there is a :guilabel:`Favorites` tab and :guilabel:`Downloads` tab. The :guilabel:`Favorites` tab contains any favorited report configurations for the Avalara user. The :guilabel:`Downloads` tab contains a list view where the user can download the high-volume transaction reports created in the last 30 days. Make a selection for the :guilabel:`Report Category`, and the :guilabel:`Report Name`, under the :guilabel:`Select a report` section. Next, fill out the :guilabel:`Select report details` section. These options will vary based on the tab selected above. Depending on the report size, the following two options are available in the section labeled, :guilabel:`Select the approximate number of transactions for your report`: :guilabel:`Create and download the report instantly` (for small reports) and :guilabel:`Create and download the report in the background` (for larger reports). Select one or the other depending on the volume of transactions in this report. Finally, under the section labeled, :guilabel:`Report preview and export` make a selection of the file type to download. Either a :guilabel:`.PDF` or :guilabel:`.XLS` can be chosen. Alternatively, the file can be previewed by selecting the :guilabel:`Preview` option. After making all the configurations, click :guilabel:`Create report` to download the report. Click :icon:`fa-star-o` :guilabel:`Make this report a favorite` to save the report configuration to the user's favorites. After the report is created, click :icon:`fa-download` :guilabel:`Download` to download the file to the device. .. tip:: Select a pre-configured report from the :guilabel:`Frequently used reports` section of the reporting dashboard. Access this list by clicking on the :guilabel:`Reports` option in the top menu of the Avalara management console, and scroll to the bottom of the page. .. seealso:: `See Avalara's documentation: Reports in AvaTax `_. Add more jurisdictions ====================== Additional jurisdictions (tax locations) can be added in the Avalara management console. Navigate to either Avalara's `sandbox `_ or `production `_ environment. This will depend on which type of account was set in the :doc:`integration <../avatax>`. Next, navigate to :menuselection:`Settings --> Where you collect tax`. Choose between the three different tabs, depending on the business need. The first tab is :guilabel:`Sales and use tax`, where tax can be collected for the United States. Click the :icon:`fa-plus` :guilabel:`Add to where you collect sales and use tax` to add another location where the company collects sales and use tax. The second option, is the :guilabel:`VAT/GST` tab where the :icon:`fa-plus` :guilabel:`Add a country or territory where you collect VAT/GST` can be selected to add another country or territory where the company collects VAT/GST. Finally, on the far-right, is the :guilabel:`Customs duty` tab, where a country can be added where the company collects customs duty. Simply click on the :icon:`fa-plus` :guilabel:`Add a country where you calculate customs duty` icon below the tab. .. image:: avalara_portal/where-you-collect-tax.png :align: center :alt: AvaTax management console, on the Where you collect tax page, with the add button and sales and use tax tab highlighted. .. seealso:: `See Avalara's documentation: Add local jurisdiction taxes `_. Tax exemption certificate ========================= Tax exemption certificates for customers can be added into the Avalara management console, so that *AvaTax* is aware of which customers may be exempt from paying certain taxes. To add an *exception certificate* navigate to :menuselection:`Exemptions --> Customer certificates`. From there, click on the :icon:`fa-plus` :guilabel:`Add a certificate` to configure an exemption. .. warning:: An Avalara subscription to Exemption Certificate Management (ECM) is required in order to attach certificate images, and to be ready for an audit. For more on subscribing to this add-on, visit `Avalara `_. End-of-year operations ====================== Avalara's services include tax return services, for when it is time to file taxes at the end of the year. To access Avalara's tax services log, into the `management portal `_. Then, from the main dashboard, click :guilabel:`Returns`. Avalara will prompt the Avalara user to log in for security purposes, and redirect the user to the *Returns* portal. .. image:: avalara_portal/avalara-returns.png :align: center :alt: Avalara portal with the returns shortcut highlighted. Click :guilabel:`Get started` to begin the tax return process. For more information, refer to this Avalara documentation: `About Managed Returns `_. .. tip:: Alternatively, click on the :menuselection:`Returns` button in the top menu of the Avalara management console. .. seealso:: - :doc:`../avatax` - :doc:`avatax_use` - `US Tax Compliance: Avatax elearning video `_