Invoicing to Avalara Mappings

Here is a description of how fields and values from an invoice are mapped to an Avalara AvaTax transaction.

Note:

When you calculate tax for an invoice, an uncommitted transaction is created in Avalara AvaTax. When you recalculate tax for an invoice, the existing transaction is replaced by a new one. The ID of the transaction is stored in the External Tax Transaction ID field on the invoice.

Invoicing to Avalara Transaction Mappings

Avalara Transaction Field

Invoicing Value
Company Code Set to the value of the Company Code field. This is defined on the Tax Calculation Settings page. For more information, see OIM Tax Calculation Settings Fields.
Document Code Set to the value of the Invoice Number field.
Document Type Set to "Sales Invoice".
Document Date Set to the value of the Invoice Date field.
Customer Code

Determined as follows:

  • If the Billing Account field is populated, the name of the specified account is used.
  • Otherwise, the name of the customer account specified in the Customer field is used.
Discount If the Applied Discount field is greater than zero, its value is used. Otherwise, this is set to zero.
Location Code Set to the value of the Avalara Location Code field.
Customer Exempt Number

Determined as follows:

  • If the Billing Account field is populated, this is set to the Exemption Certificate field of the billing account.
  • Otherwise, this is set to the Exemption Certificate field of the account specified in the Customer field.
Entity Use Code

Determined as follows:

  • If the Billing Account field is populated, this is set to the Tax Exemption Reason field of the account extension record related to the billing account.
  • Otherwise, this is set to the Tax Exemption Reason field of the account extension record related to the account specified in the Customer field.
Customer VAT Number Set to the Tax Registration Number field of the account specified in the Customer field on the invoice.
Currency Set to the name of the currency master record specified in the Currency lookup field of the related sales order or service contract.
Ship From

Determined from the warehouse of the related sales order or service contract as follows:

  • If the related warehouse contains an address, the address of the warehouse is used.
  • If the related warehouse does not contain an address, the address of the ICP related to the warehouse is used.
  • If a warehouse is not specified, the org address is used.
Ship To Set to the value of the ship-to fields.

Here is a description of how fields and values from an invoice line item are mapped to an Avalara AvaTax transaction line.

Note:

Invoice line items with a quantity of zero and line items of type "Tax" are not sent to Avalara.

Invoice Line Item to Avalara Transaction Line Mappings

Avalara Transaction Field

Invoice Line Item Value
Item Code

Determined as follows:

  • If the record type of the line item is "Freight", this is set to Freight.
  • If the record type of the line item is "Miscellaneous", this is set to Miscellaneous.
  • For other record types, this is set to the value of the Invoice Line Items Number field.
Item Description Set to the value of the Item Description field.
Quantity Set to the value of the Quantity field.
Total Amount

Determined as follows:

  • If the Extend Price After Rebate Discount field is greater than zero, its value is used.
  • Otherwise, this is set to the value of the Amount field.
Avalara Tax Code

Determined as follows:

  • If the record type of the line item is "Freight", this is set to the value of Tax Code for Freight Invoice Lines field.
  • If the record type of the line item is "Miscellaneous", this is set to the value of Tax Code for Miscellaneous Invoice Lines field.
  • For other record types, if the Override Avalara Tax Code field is populated, its value is used. Otherwise, the value of the Avalara Tax Code field is used.
Note:

The Tax Code for Freight Invoice Lines and Tax Code for Miscellaneous Invoice Lines field are defined on the Tax Calculation Settings page. For more information, see OIM Tax Calculation Settings Fields.
Include Line in Discount Calculations

Determined as follows:

  • If the record type of the line item is "Freight" or "Miscellaneous", this is deselected.
  • For other record types, this is selected if the Applied Discount of the invoice is greater than zero.
Ship From

Determined as follows:

  • If the line item is linked to a service contract line that has a warehouse specified, the address of the warehouse is used.
  • If the warehouse linked to the service contact line doesn't contain an address, the address of its ICP is used.
  • Otherwise, the Ship From address of the invoice is used.
Ship To

Determined as follows:

  • If the Ship-to address fields are populated on the invoice line item, their values are used.
  • Otherwise, the Ship To address of the invoice is used.