Tax Rate Import

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 selecting the “Import” button.

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• 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.

  • Click Next.

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• 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, it will update the existing Tax Detail record. Otherwise, it will 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, Tax Area Name will be in the format {State}-{ZipCode}.

      • 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

• 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

• Pending - Zon will convert the Tax Area field from a dropdown menu to a Typeahead search field.

• Only 50 to 100 transactions per year would need Sales Tax:

  • Ad Magic

    • Breaking Game Sales Tax is handled by Avalara on Shopify sites.

  • Promotion items only

• Users will manually check Tax Liable, and enter Tax Area on the Sales Order.

  • No need to set up an Account or Alternating Shipping.