SOP - Avalara, Tax Exempt, Resellers

Avalara Tax Exemption and Reseller Account Setups - TABLE OF CONTENTS


AVA-001                     GD Reseller Account Setup

Email Template “Welcome New Wholesale Client”

AVA-002                     DO (Big Commerce) Tax Exemption Account Setup

AVA-003                     TSB (Shopify) Tax Exemption Account Setup

AVA-004                     Troubleshooting When Tax Still Showing For Exempt Accounts



AVA-001         GD Reseller Account Setup

Situation: When a new wholesale client submits a reseller’s application.

Policy: Our goal is to proactively set up their wholesale account accurately and provide them with the instructions for ordering with Galaxy Displays.

Procedure:

    1. When we receive a task for a new reseller’s application form, first the sales agent should check off the task, so the rest of the team know that someone is already working on it.
    2. Head to Big Commerce and log in to Galaxy Displays, hit the Customers Tab and then Add.
    3. Create the new customer account using their name and email address. The Customer Group should be set to Wholesale, toggle the Force Password Reset to Yes and then create the temporary password display123.
    4. After saving the new customer account, click the three dots under Actions for the new client and then select Edit.

    5. Once this loads, copy the unique customer code from the URL bar of the browser like pictured:

      Photo of where to find clients unique customer code

    6. Then head to www.avalara.com and login. Select the Exemptions tab and then Customers. Click to Add A Customer.
    7. Fill out the customer’s name, paste over the unique customer code that you copied from part 5. above and then fill out the address provided in the reseller’s application form.
    8. Click “Save and add certificate”. Select the regions (states) covered in the exemption form the client provided and then the reason for the exemption, which is Resale. The business type you should then select Wholesale Trade. Fill in the tax ID number provided in the field before clicking Save Changes.

  • Then we must reply to the client to notify them that their account has been approved, set up and how they can log in and order from us. Hit reply and send the following email:

    Email Template - “Welcome New Wholesale Client”

    Hi[NAME],


    Thank you for your interest in Galaxy Displays! I’ve gone ahead and created a log in for you on our website. Whenever you log on to our website, your wholesale pricing will automatically be reflected for each product.


    www.galaxydisplays.com

    Username: [EMAIL ADDRESS]

    Password: display123


    Aside from our regular inventory that have a wholesale 20% discount off retail, we have additional “top sellers” that are considered a deeper discount of 30%:


    QuickZip Displays (available in 8ft, 10ft, 20ft and a variety of styles)

    QuickZip Lightbox Displays (available in 8ft, 10ft)

    QuickZip MAX Displays (available in 8ft, 10ft, 20ft)

    Perfect-Pop Displays (only 8ft and 10ft sizes, available in straight or curved)

    Media Displays (all custom printed media displays)

    Table Throws (applies only to Printed, Fitted and Ultra-Fit)


    Standard production and shipping will get our proprietary products into your hands 5 business days after artwork approval. Rush production is available on select products – production time and costs vary from product to product.


    Additional information:

    -No setup fees

    -Turnkey solutions-

    -Please note your tax-exempt status will apply to orders that are being shipped to the states for which you have provided a certificate.


    Let me know if you have any questions!



AVA-002         DO (Big Commerce) Tax Exemption Account Setup

Situation: When a client calls or emails in to Display Overstock and notifies us that they are tax exempt.

Policy: Our goal is to proactively set up their tax-exempt account accurately and provide them with the instructions for moving forward.

Procedure:

    1. If speaking on the phone, ask the client to email in their tax exemption.
    2. Head to Big Commerce and log in to Display Overstock, hit the Customers Tab and then Add.
    3. Create the new customer account using their name and email address. The Customer Group should be set to Tax Exempt, toggle the Force Password Reset to Yes and then create the temporary password display123.
    4. After saving the new customer account, click the three dots under Actions for the new client and then select Edit.

    5. Once this loads, copy the unique customer code from the URL bar of the browser like pictured:

      Photo of where to find clients unique customer code

    6. Then head to www.avalara.com and login. Select the Exemptions tab and then Customers. Click to Add A Customer.
    7. Fill out the customer’s name, paste over the unique customer code that you copied from part 5. above and then fill out the address listed on their tax exemption form.
    8. Click “Save and add certificate”. Select the regions (states) covered in the exemption form the client provided and then choose the closest matching reason for the exemption. Select the best fitting business type as well. Fill in the tax ID number provided in the field before clicking Save Changes.
    9. Email the client and provide them with the login password. Advise them that any tax should drop off by the time they get to the credit card section of the checkout.

    10. In Dropbox select “Display Overstock” then “12 DO – Tax Exempt”. Create a new folder using the clients email address as the name. Drop the clients tax certificate into the folder.



AVA-003         TSB (Shopify) Tax Exemption Account Setup

Situation: When a client calls or emails into TSB and informs us they are tax exempt.

Policy: Our goal is to proactively set up their tax-exempt account accurately and provide them with the instructions for moving forward.

Procedure:

    1. If speaking on the phone, ask the client to email in their tax exemption.
    2. Head to Shopify and log in, hit the Customers Tab and then Add Customer.
    3. Create the new customer account using their name and email address. Uncheck the “Collect Tax” option and hit Save.

    4. After saving the new customer account, copy the unique customer code from the URL bar of the browser like pictured:

      Photo of where to find clients unique customer code

    5. Then head to www.avalara.com and login. Select the Exemptions tab and then Customers. Click to Add A Customer.
    6. Fill out the customer’s name, paste over the unique customer code that you copied from part 5. above and then fill out the address listed on their tax exemption form.
    7. Click “Save and add certificate”. Select the regions (states) covered in the exemption form the client provided and then choose the closest matching reason for the exemption. Select the best fitting business type as well. Fill in the tax ID number provided in the field before clicking Save Changes.
    8. Email the client to let them know that their account has been updated, now when they order using that email address the tax will drop off.

    9. In Dropbox select “Display Overstock” then “12 TSB – Tax Exempt”. Create a new folder using the clients email address as the name. Drop the clients tax certificate into the folder.



AVA-004         Troubleshooting When Tax Still Showing for Exempt Accounts

Situation: When a client emails or calls and informs us that they have a tax-exempt account, but the tax is still showing.

Policy: Our goal is to verify they have got a tax-exempt account and then ask questions to determine what the issue might be.

Procedure:

●First check which website they are on and verify if they have a tax-exempt account setup by checking the backend and Avalara.

●If you cannot find their account, check our other websites to see if they have one there. if they do, advise the client to head to the correct website to order.

●If you are able to verify that they have a tax-exempt account setup with us, ask the following questions:

  • Have you gotten all the way to the credit card section of the checkout? While only in the cart, billing address or shipping address sections of the checkout, the tax may still show. Only when you get to the credit card section of the checkout will the tax remove.
  • What state are you shipping to? Their exemption is only for the state they provided an exemption for. If they are shipping to another state, then they will be charged tax. They will need to provide an exemption for that state, or they will need to ship to their exempt state instead to avoid paying tax.

●If still not working, we will need to contact Avalara and BC/Shopify to determine what might be the issue. Notify Jackie so she can assist.


If the client has a tight deadline, have them place the order and pay the tax and then set a refund task to the Refund Manager to credit the tax back to the client. This is a last resort option only. Should this happen, be sure to notify Jackie of the specific order number so she can make arrangements for filing taxes the following year

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.