Once aACE is set up to use AvaTax, the integration will be largely seamless to your users.
When creating new company records or updating existing ones, any change to the office address will prompt a validation. If Disable Address Validation in aACE Preferences is enabled then this will appear as an optional button that users can click to manually validate the address; if that preference is disabled then the address will be automatically validated on save if the country is in the Filter Address Validation by Country list (System Admin > aACE Preferences > Accounting). Note that if the address is invalid it will not restrict the user from saving the record, it will simply return a message telling them the address is invalid.
In orders and invoices, when a user selects a company who’s address has already been validated, it will not re-validate the address. However, if the user overrides the validated address–with a custom address, for example–they will once again be presented with an option to validate the address, or if automatic validation is enabled the address will be validated on save.
In order entry, when you save a record using an AvaTax-enabled tax profile, a request will be made to AvaTax for a tax amount for AvaTax-enabled categories. This value is stored with the order. Any edits to line items, e.g. changes to the total or changes to related AvaTax settings, will prompt a new request to AvaTax for an updated tax amount. The button, located to the left of the Tax selector, gives a breakdown of information coming from AvaTax including any errors that may be preventing the system from accurately calculating taxes.
In invoices, when you save a record as pending using an AvaTax-enabled tax profile, an uncommitted sales invoice will be created in AvaTax, and the tax amount that is returned will be stored with the invoice. Any edits to the invoice will result in a new request to AvaTax for an updated tax amount. Note that deleting a pending invoice in aACE will delete the uncommitted sales invoice in AvaTax. As in orders, the button gives you a summary of related information.
When the invoice is posted, a request will be made to commit the sales invoice in AvaTax.
In aACE–as in AvaTax–a posted invoice cannot be edited, so any adjustments will need to be issued as Credit/Adjustments in aACE, which correspond to Credit Memos in AvaTax. For Credit/Adjustments the same logic applies: saving a Credit/Adjustment will request applicable tax amounts and save an uncommitted Credit Memo in AvaTax; posting a Credit/Adjustment will commit the Credit Memo in AvaTax.
If an invoice has been posted in aACE but has not been committed in AvaTax–for example due to a connectivity problem or if AvaTax integration was disabled–you can manually trigger the process for a posted invoice by selecting Post to AvaTax. This option is unavailable for already-committed sales invoices.
Additionally, you can select Refresh AvaTax Taxes to update a posted invoice to the latest values; any changes will be reflected in the GL. If, for whatever reason, the uncommitted sales invoice is different than the final version, or if the taxes have changed, the updated tax amount will be returned and stored in aACE.