Managing Customer Exemption Certificates

To add a customer exemption certificate, do the following:

1. Select Menu > Configuration > Customers. The Customer list displays.
2. Select the customer you want to add an exemption certificate to.
3. Click the Add exemption certificate link at the bottom of the customer entry. The Add Certificate form displays.
4. Enter the following information on the Certificate tab:
   • Certificate ID. Required. A certificate ID is automatically populated. Click the Edit button to change it.
   • Tax Authority. Required. You can add multiple by clicking Add another tax authority after completing the two fields below.
     • State. Select the state the certificate applies to.
     • Tax Authority. Select the specific tax authority.
   • Exempt Reason. Required. Select the reason for the exemption. If you select Other, enter a description of the type of business in the Exempt Reason Description field.
   • Effective date. Required. Select the date exemption becomes effective.
   • End date. Required. Select the date the exemption expires.
   • Certificate number. Select the type of certificate number (Driver's license, FEIN, Foreign diplomat number, Other, SST ID, or Taxpayer ID) and then enter the alphanumeric certificate number.
     • Driver's license state. If the certificate number type is a driver's license number, select the state of issue.
   • Certificate description. Enter a description of the certificate.
   • Notes. Enter any notes about the certificate.
   • Invoice number. If this is a single-use certificate, enter the invoice number the certificate is associated with.
   • Certificate status. Select whether the certificate is Active, Inactive, Retired, or Revoked. If the status is Inactive, Retired, or Revoked, enter the Status as of date.
   • Streamlined Sales Tax (SST) ID. Enter the SST ID if necessary. This ID is used for reporting and export purposes.
   • SST type of business. Select the type of business from the drop-down. If you select Other, enter a description of the type of business in the SST type of business description field.
5. Click here to see instructions on adding an exemption for this certificate:

   Note: You can add multiple tax authorities (whether by state or geocode), transaction type codes or SKUs/product mappings, and tax exemption codes in one exemption. If you do this, SureTax will combine these elements to create as many exemptions are possible using each combination.

   Example: If you enter two tax authorities, two exemption codes, and three transaction type codes, twelve exemptions are created.

   1. Click Add Exemption. This saves the certificate, and prompts you to enter the exemption information.
   2. Enter the Exemption ID. This field is required. It is pre-populated with a system-generated ID. You can change this to a custom ID if necessary by clicking .
   3. Choose to add the exemption by tax authority or by geocode:
      • To use the tax authority, do the following:
        1. In the Base exemption on field, select State / Tax authority.

        2. Select whether you want to include all local authorities.

      • To use the geocode, do the following:
        1. In the Base exemption on field, select Geocode.
        2. Make a selection in the Geocodes field.
   4. Select the Tax exemption code.
   5. Do one of the following:
      • Select Transaction Type Code and select the appropriate code.
      • Select SKU / Product Mapping and select the appropriate mapping.
   6. Based on your selection from the previous step, select either the transaction type code or the SKU / product mapping to exempt.
   7. Enter the Reason for the customer exemption.
6. Click Save.

To edit an exemption certificate, do the following:

1. Select Menu > Configuration > Customers. The Customer list displays.
2. Click the exemption certificate you want to change. The Edit Exemption Certificate dialog displays.
3. Edit the information on the Certificate tab as required. The Customer Number, Certificate Number, State, Tax Authority, and Start Effective Date fields are read-only.
4. Click here to see instructions on adding an exemption for this certificate:
   1. Click Add Exemption. This saves the certificate, and prompts you to enter the exemption information.
   2. Enter the Exemption ID. This field is required. It is pre-populated with a system-generated ID. You can change this to a custom ID if necessary by clicking the button.
   3. Choose to add the exemption by tax authority or by geocode:
      • To use the tax authority, do the following:
        1. In the Base exemption on field, select State / Tax authority.

        2. Select whether you want to include all local authorities.

      • To use the geocode, do the following:
        1. In the Base exemption on field, select Geocode.
        2. Make a selection in the Geocodes field.
   4. Select the Tax exemption code.

   Note: You can select more than one code, if applicable.

   5. Do one of the following:
      • Select Transaction Type Code and select the appropriate code.
      • Select SKU / Product Mapping and select the appropriate mapping.
   6. Based on your selection from the previous step, select either the transaction type code or the SKU / product mapping to exempt.
   7. Enter the Reason for the customer exemption.
5. Click Save.

To view the revision history of customer exemption certificates, do the following:

1. Select Menu > Configurations > Customers. The Customer Exemptions page displays.
2. Click in the upper right.
3. On the Revision History dialog, select Customer Exemption Certificate.
4. Click View History.
5. A grid displays the detailed revision history.
6. On the revision history page, you can filter the details by selecting in the upper right. You can also export the results by selecting in the upper right.

To import exemption certificates, do the following:

1. Select Menu > Configuration > Customers. The Customer list displays.
2. Click in the upper right.
3. Select Customer Exemption Certificate, then click Import. The Importing Customer Exemption Certificates wizard displays.
4. You can now choose to download a CSV template with the information pre-arranged by clicking Download Template, or prepare the CSV file yourself.
5. Ensure the customer exemption certificate data are arranged in a CSV file with the following headers, in this order:

Header	Notes
Certificate Geocode	Required. Provide alphanumeric value with max length of 12.
CertificateID	Required. Enter the ID for the exemption certificate. Provide alphanumeric value with max length of 50.
Customer Number	Required. Enter the customer's number. Provide alphanumeric value with max length of 40.
Certificate Number	Optional. Provide alphanumeric value with max length of 25.
Certificate Number Type	Optional. Provide 1 digit code: 1 - Taxpayer ID 2 - FEIN 3 - Driver's license 4 - Foreign diplomat number 5 -SST ID 6 -Other
Driver's License State	The two-letter abbreviation of the driver's license state.
Client Custom Number
Client Custom Number 2
Certificate Description	Optional. Provide alphanumeric value with max length of 255.
Notes	Optional. Provide alphanumeric value with max length of 255.
Certificate Type	Enter 1 for Blanket or 2 for Single Use
Invoice / Project ID	The invoice or project number.
Certificate Status	The certificate's status: 1: Active 2: Inactive 3: Retired 4: Revoked
Certificate Status Date	Enter the certificate status date in MM/DD/YYYY format.
SST ID	Optional. Provide alphanumeric value with max length of 15.
Tax Authority	Required. One digit. Enter the tax authority code: 0: Federal 1: State 2: County 3: City 4: Local 5: Reporting Agency
SST Type of Business	The SST type of business. Must be two digits. 01: Accommodation and food services 02: Agricultural, forestry, fishing, and hunting 03: Construction 04: Finance and insurance 05: Information, publishing, and communications 06: Manufacturing 07: Mining 08: Real Estate 09: Rental and leasing 10: Retail trade 11: Transportation and warehousing 12: Utilities 13: Wholesale trade 14: Business services 15: Professional services 16: Education and health-care services 17: Nonprofit organization 18: Government 19: Not a business 20: Other
SST Type of Business Description	Optional. Provide alphanumeric value with max length of 255.
Exemption Reason	Required. Must be two digits. This is the Exempt Reason: 01: Federal Government 02: State or Local Government 03: Tribal Government 04: Foreign Diplomat 05: Charitable Organization 06: Religious or Educational Organization 07: Resale 08: Agricultural Production 09: Industrial Production/Manufacturing 10: Direct Pay Permit 11: Direct Mail 12: Other 13: Non Profit
Exemption Reason Description	Optional. Provide alphanumeric value.
Is State Certificate	Enter "Y" or "N"
Local Uses State Certificate	Enter "Y" or "N"
Is Certificate on File	Enter "Y" or "N"
Start Effective Date	.Required. Enter the start effective date in MM/DD/YYYY format.
End Effective Date	Required. Enter the end effective date in MM/DD/YYYY format.
ExemptionID	Optional. Provide alphanumeric value with max length of 50.
Geocodes	Optional. Provide alphanumeric value with max length of 12.
ExemptionTaxAuthId	Optional. Provide numeric value.
IncludeAllAuthorities	Optional. Enter "Y" or "N"
Trans Type Code	Optional. Enter Transaction Type Code, SKU, or PGPI here. Provide numeric value with max length of 50.
Exemption Code	Optional. Provide numeric value with max length of 2.
Reason	Optional. Provide alphanumeric value with max length of 255.
ExemptReason	Required. This heading is required in the import file, but the content of this column is not used in the import.
ExemptReasonDesc	Optional. Provide alphanumeric value with max length of 255.
IsPGPI	Required if PGPI is entered under Trans TypeCode.* 0 or blank = Transaction Type Code or SKU 1 = PGPI

6. Once the CSV file is prepared, click My File is Ready.
7. Drag the CSV file to the drop-box, or select Browse..., locate the file, and click Open.

   Note: The file format must be CSV, XLSX, or XLS.

8. Click Next.
9. Verify that your Source File Header and Row 1 Data match the Map To column, then click Next. The Summary displays.
10. Click Finish.

To view the exemption certificates import history, and view whether each import was successful or failed, do the following:

1. Select Menu > Reports > Import Logs. The Import Log list displays.
2. Select Imports.

To export customer exemption certificates, do the following:

1. Select Menu > Configuration > Customers. The Customer list displays.
2. Click in the upper right. The Exporting Customer Details dialog displays.
3. Select Certificates.
4. Click Export.
5. A CSV file is downloaded with customer exemption certificates.

To delete an exemption certificate, do the following:

1. Select Menu > Configuration > Customers. The Customer list displays.
2. Select the customer with the exemption certificate you want to delete.
3. Click beside the exemption certificate.
4. Click Delete on the confirmation dialog.