Technical Notes

This section describes the system parameters, system control records and the other data records that are used by the Sales Tax Certificate Management system.

System Parameters

The following system control file parameters are stored in file 248, and they are used to determine system behavior during sales order entry and editing.

SODEFST – Allow entry of sales order without shipto address in order entry.  This parameter must be set to N when you are using the certificate management logic as the shipto address records store the certificate information that is carried into order entry, and the shipto address panel – in order entry is used to validate the sales tax information being used.  If an order is entered without a shipto (ie using the customer billto information only), the system is not able to block the entry of invalid or expired certificate information.

TAXCRTIA – Allow create or edit of sales tax certificate records in the Sales Tax Certificate Lookup.  This parameter determines if the operator is allowed to create new sales tax certificate records and edit existing records.  If the parameter is set to Y, the operator can add new certificate records or edit existing certificate records.  If the parameter is set to N, the operator may only select from existing certificate information for the customer and they may not add or edit certificate records.

Tax Certificate record format

The following table displays the format of the Tax Certificate records that are stored for each customer in the Longcode Table.  These records are created and updated automatically by the system when a tax certificate is created or edited.

Reseller Certificate Information (Longcode File)

 

LongCode Field	Element	Description
CodeSet	F054RCRT	File 54 Reseller Certificates
Code1	Account	Customer account number
Code2	State	State code of the state issuing the certificate
Code3	Comment#	Unique id used to attach images, comments to record.  Also allows multiple certificates for one state
Data_1	Good_Till	Expiration date of the certificate
Entered_On		Date record was created
Entered_By		Operator who created record
Rev_Date		Date record was last edited
Initials		Operator who last edited record.

The primary key linking the sales tax certificate to comments and images is the comment number in longcode.code3

Textdata System Control Records

The following system control records – which are created and maintained in the TextData file, are used by the Sales Tax Certificate Management System

Type: SCR Code: NEXUS ID: STATES

Text:  State codes with commas in between each state – on first line.

Example: NY,HI,CA

The text portion of this textdata record defines the states in which you have Nexus – or the responsibility to collect sales tax.  If a resale order is entered with a shipto address for any of the states listed in the record, the system will require a valid sales tax certificate to be entered for the order, or the order will be put on hold.

The format of the text section in the textdata record should be the state codes for the states in which you are required to collect tax (these codes should match the information in the State Table in the Gencode File) separated by commas.

The above text information would cause the system to require sales tax certificate info when a resale order is shipped into Hawaii, California and New York

Type SCR Code:NEXUSVEN ID: VendorAccount#

Text:  States in which the vendor company has nexus

Example:

SCR NEXUS PANA

CA, NY

This Textdata record is set up independently for each vendor in your system when it is required.  It defines for each vendor the states in which the vendor has nexus.  This allows the system to detemine if resale certificate information needs to be passed to the vendor purchase order when a vendor shipment order is processed for you by the vendor into a specific state.  If a vendor has nexus in a specific state, the PO requisition program will block entering the PO for a vendor shipment order into that state, from that vendor, unless valid sales tax certificate information is present in the order being processed.  This option allows you to make sure you forward resale info to the vendor when they require it.

In the above example, the system would require valid resale information to be present for any vendor ship orders that are shipped into the listed states by the vendor with the account PANAC.  If a vendor shipment purchase order requisition is present for the vendor, and the sales order associated with the requisition is a resale order, and it is being shipped into one of the states listed in the Vendor Nexus record, the the system will block the operator from  creating a PO for the requisition until valid certificate information is entered into the sales order.

Gencode Records

The following Gencode Table is optional and it is used by the system to determine which States will accept foreign (out of state) resale certificate information for goods being delivered into their states.

Note:  Please note, Nexus issues are complex and they vary from state to state.  It is the users responsibility to determine if and when this particular option should be used.  Cove Systems is not a legal advisor and we do not provide opinions on your particular sales tax reporting or certificate requirements in each state in which you do business.

State Control Information (Gencode File)

 

LongCode Field	Element	Description
Table_Name	RCRTSTAT	Reseller State Information
Code	State	State code of the state this control information is for (state code should match value in Gencode STATE table).
Data_1	Y/N	Does the state accept foreign state reseller certificates?
Entered_On		Date record was created
Entered_By		Operator who created record
Rev_Date		Date record was last edited
Initials		Operator who last edited record.

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Setup/Implementation