Overview
Ad Magic necessitates the functionality to compute taxes at the county level for designated sales transactions. This is imperative for optimizing the efficiency of tax return preparation, particularly in states where intricate tax structures are in place.
To attain this objective, we have implemented a Salesforce table, enabling the Ad Magic team to manually import tax rates extracted from Avalara. Subsequently, a button can be activated to generate Tax Area configurations, which will be utilized in the sales transactions at a later stage.
How to Import Tax Rates Extracted from Avalara
Begin by accessing the “Tax Rates list page” and then select the “Import” button.
On the 'Import Your Data into Salesforce' page
Under the “Custom objects” tab, opt for “Tax Rates”.
Choose the option “Add new and update existing records” and specify matching records by “Zip Code (External ID)”.
Place the CSV file exported from Avalara into the “Where is your data located?” section by dragging and dropping it.
When prepared, proceed by clicking “Next”.
Review the field mapping; the system should automatically align fields where the table field name matches the file column name.
If the field mapping appears satisfactory, advance to the next page by clicking “Next”.
Initiate the import process by selecting “Start Import”.
Complete the action by clicking “OK” on the “Congratulations” popup window.
On the “Bulk Data Load Job” page, ensure that the import batch is completed without any errors
Once the tax rates have been successfully imported into Salesforce, navigate to the “Tax Rates list view” and click the “Create GF Tax Area” button
On the confirmation page, click the “Create GF Tax Area” button to trigger the designated routine
When the user activates the button, the system will perform the following actions:
Attempt to locate an existing Tax Area record based on the zip code
If the system finds a Tax Area record, compare the “Estimated Combined Rate” with the Tax Detail’s Tax % field. If they differ, update the existing Tax Detail record. Otherwise, proceed to the next line.
If no Tax Area record is found, create new records for Tax Area, Tax Jurisdictions, and Tax Detail.
When creating a new Tax Area record, utilize the format {State}-{ZipCode} as the Tax Area Name.
When creating a new Tax Jurisdiction record, employ the format {State}-{ZipCode} as the Tax Jurisdiction Name.
When generating a new Tax Detail record, use the value in the “Estimated Combined Rate” column as the “Tax %”, and set the default “Tax Group” to “Material”.
Salesforce Object Setup
Tax Rate Table Definition
Field Name | Field Type |
|---|---|
State | Text(2) |
Zip Code | Text(5) (External ID) (Unique Case Insensitive) |
Tax Region Name | Text(80) |
Estimated Combined Rate | Number(13,5) |
State Rate | Number(13,5) |
Estimated Country Rate | Number(13,5) |
Estimated City Rate | Number(13,5) |
Estimated Special Rate | Number(13,5) |
Risk Level | Number(18,0) |
Add the “Zip Code” field to the Tax Area table.
The Zip Code functions as a distinctive external Id field.
This enables the system to swiftly locate and correlate the Tax Area record by utilizing the zip code.
Whenever the Tax Rate Import routine generates a fresh Tax Area record, it will automatically populate this field with data from the ZipCode column.
Pending Design Decision Review
Zon will convert the Tax Area field from a dropdown menu to a Typeahead search field.
We need to determine the most efficient method for automatically populating the Tax Area field when users create or update Sales Orders/Sales Invoices. Should we consider implementing a flow, or is manual entry acceptable given the relatively low number of entries? Based on Shari's input, the Ad Magic division processes approximately 50-100 transactions annually.
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How to setup Accounts and Alternate Shipping
When an Account record is inserted/updated:
If the Account’s Shipping Zip Code is changed, then the system will try to pull the Tax Area by zip code, if a match is found then populate the Tax Area field, otherwise leave it blank.
If the Account’s Shipping Zip Code is blank then use the Billing Zip Code to search for a Tax Area.
When an Alternate Shipping record is inserted/updated:
If the Alternate Shipping’s Shipping Postal Code is changed, then the system will try to pull the Tax Area by shipping postal code, if a match is found then populate the Tax Area field, otherwise leave it blank.
When to check Tax Liable on the Account and Alternate Shipping???
The Tax Liable field on Account and Alternate Shipping will be checked by the user who set up the account.
Which division is Tax Liable, and which channel???
When a Sales Order is updated:
If the Shipping Post Code is changed, then the system will try to pull the Tax Area by shipping postal code. If a match is found, then the Tax Area field will be populated. Otherwise, it will be left blank. - no need to do it. GoldFinch will pull in Tax Area automatically based on Alternating Shipping or Sell-to. Users can manually update as needed.
[SW] Yes, but all Shipping Address fields are editable.
Ad Magic only -
Only for promotional items. not resell items.
50 or 100 sales transactions,
Resales certificate
Not Breaking Game, avalerara, Shopify game
Sales Order/Sales Invoice Sales Tax Proceces
Division
Sales Channel
Manual order
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