Slide Deck summarizes integration flow, analysis and solution options using Avalara, Shopping Cart App, SFDC and Oracle

1. Sales Tax Exemption Integration
(context: eCommerce, Avalara, Vertex)
Donald Fernandes,
2015

2. 2
Agenda
Problem Statement
Solution Options
Scope + Assumptions
Solution Options Summary
(TO-BE) Exemption Processing Flow
Avalara CertCapture Configurations (TBD)

3. 3
Problem Statement
Provide automated integration and UI to enter, validate,
record, compute and report Sales Tax Exemption
information for US Sales Customers using Online Store

4. 4
Current Situation
 SFDC CRM
 Oracle ERP (OM, AR, GL)
 Vertex - O series

5. 5
Scoping + Assumptions
 32 Nexus States (within US)
 Applies only for US based Ship-To addresses
 Sync-up between Avatax (tax engine) and CertCapture modules takes upto a few minutes
 Avalara Tax Filing Functionality: out of scope
 Migration of Legacy Customer Exemptions into CertCapture: out of scope

6. 6
Solution Options
# Option Summary System of Record
for Exemption
Certificate
Pros Cons
1 FORCE-CHECK AT OM BOOKING:
• Exempt Order goes on Taxation Hold
within Oracle
• Manually enter Exempt Customer Info in
Vertex
• Release Order Hold
• Book Order
- Vertex (Legacy) - No possibility of
Discrepancy between
Vertex and Avalara
- No additional tools to
be implemented
- Slows down OM
processing
- Possible quarter-
end issue
2 FULL AUTOMATION:
• Automatically create Exempt Customer
Info in Vertex, using WebService API,
• Suppress Tax in Online Store
- Vertex
(Certificate
Management)
- Guaranteed
Reconciliation between
Vertex and Avalara
- No Manual intervention
- Vertex will need
upgrade to 7.0
- Additional IT+Biz
effort
3 OFFLINE NOTIFICATION ONLY:
• Avalara/ Shopping Cart notifies
salestax@ABCompany.com to
create/check Exempt Customer within
Vertex
• Order gets Booked with no process
changes
• Check Discrepancy Report
- Avalara
(CertCapture)
- Medium IT effort - Timing issue does
not guarantee
Vertex will be
ready prior to
Order Booking, -
- May need after-
the-fact
adjustments
4 AS-IS PROCESS W/ NO CHANGES:
• Order gets Booked with no changes
• Adjust Invoice and Vertex after-the-fact, if
Invoice happens to be for Exempt
Customer
- Vertex (Legacy) - No additional Oracle IT
effort
- Oracle AR and
Vertex will need
after-the-fact
manual
adjustment

7. 7
Business Scenarios
1. New Exempt Customer places online Order (for the first time)
2. Exempt Customer places online Order (for the second time)
3. Exempt Customer requires to update existing Certificate information
4. New Customer places online Order (for the first time), gets no
Exemption, claims a Tax Refund after-the-fact for CC overpayment
5. New Exempt Customer places online Order (for the first time), enters
invalid data
6. New Exempt Customer places online Order (for the first time), ERP
Invoice does not provide equivalent Exemption

8. 8

9. 9
Shopping Cart UI
New Customer: Default Unchecked
Existing Exempt Customer: Default Checked

10. 10
System Changes (Planning Purposes only)
# Change Summary Purpose Impacted System
1 Configurations in Avalara CertCapture Enable System of Record for
storage of Certificate information,
and eCommerce Integration
Avalara CertCapture
2 Sales Tax Exemption Checkbox - Qualify a new Transaction as Tax
Exempt, when entering
- Qualify an existing Customer as
Tax Exempt, when entering
Shopping Cart (SFDC)
3 New Field(s) on Opportunity/Quote/Sales
Order
Record Exemption Flag, and
Avalara Exempt Customer Code
for a given Transaction
- SFDC
- Oracle
4 Order Booking Change Suppress Vertex calculation,
depending on the Flag
- Oracle
5 Notification from Shopping Cart
(NICE-TO-HAVE-ONLY)
Inform
salestax@ABCompany.com
department reg online order
Exemption
Shopping Cart (SFDC)

11. 11
Discovery Summary
# Item Summary Status Owner(s) Comments/ Resolution/ Action
1 What is the end-user process flow/ navigation
UI/screens, when the CertCapture API link is initiated
from eComm Shopping Cart?
Open Avalara Click here for Reference URL on
Avalara Help
What is this ?
Demo Meeting next week
QUESTIONS:
- Whats the Process for handling
Bad or No Certificate data?
- What are the minimum fields/
info expected to be entered self-
service by the Customer?
2 At Submit Order, Avalara (Avatax) Post API needs to
return back Customer Exemption Flag (True/ False)?
Closed ABCompany/ IT Ref. existing Custom POST API
3 Have a new OM Hold – Pending Tax Review – for
online Exempt Customer Orders?
Open ABCompany/ OM
4 Estimate of Exempt Customer Invoices based on
past recent dataset
Closed ABCompany/ IT
5 Content, format of online Exempt Order notification
email
Closed ABCompany Include Exempt Customer Flag in
existing notification

12. 12
Discovery Summary
# Item Summary Status Owner(s) Comments/ Resolution
8 Check basic integration between Avalara (Avatax)
and CertCapture, using couple valid Certificates
Closed ABCompany/ IT Works as expected
(see test transaction on Avatax)
12 Validate appropriate routing of Customer Exempt
Flag from Shopping Cart  SFDC  Oracle
Open ABCompany/ IT Regression Testing only
Leverage OM DFF
13 Biz Process for Bad/ Incomplete Certificate Data
handling within Avalara CertCapture
Open Avalara/
ABCompany