Avalara is a tax-compliance software package that integrates with many business applications, including DEAR.

DEAR's integration with Avalara means that DEAR customers can calculate actual taxes of sales going to specified shipping addresses directly from within the system.

Avalara Integration is currently available for DEAR business users in the US and Canada. The Avalara Integration page in DEAR will only show up for customers based in these countries.


Some Things to Consider

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  • To have access to the Avalara Integration page:
    • DEAR users with organizations based in the USA and that have already integrated QuickBooks Online with DEAR must have auto-tax lookup enabled.
    • XERO organizations connected with DEAR must not have enabled Avalara integration.
  • If Avalara is integrated with DEAR and  the B2B portal is connected to DEAR, taxes are calculated on the B2B Checkout page, based on Avalara's data.
  • In DEAR POS, all taxes will still be calculated based on the DEAR POS Sale Tax or Outlet sale tax. DEAR POS does not depend on Avalara integration.


Integrating DEAR with Avalara

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There are differences between integrating Avalara for DEAR accounts connected to QuickBooks and XERO, and DEAR accounts that are not connected to the two systems.


To Integrate DEAR Accounts Connected to QuickBooks or XERO

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The process for integrating DEAR accounts with Avalara is simple, particularly if DEAR has also been integrated with QuickBooks and XERO.

  1. Go to Integrations -> Avalara.
  2. On the Avalara Integration page, the Settings tab is open by default. Enter your Avalara account ID and licence key, which you can find on your Avalara Admin page, and select your company from the list.
  3. Click Save.


To Integrate Non-QuickBooks or XERO-Connected DEAR Accounts

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The process for integrating DEAR accounts that do not have integrated QuickBooks and XERO to Avalara is more complicated.

  1. Go to Integrations -> Avalara.
  2. On the Avalara Integration page, the Settings tab is open by default. Enter your Avalara account ID and licence key, which you can find on your Avalara Admin page.
  3. Optionally, select the appropriate company addresses from the Point of Order Origin and Point of Order Acceptance lists. If your company address is not on any of the lists yet, click the button next to the boxes, enter your company address on the Add Company Address window, making sure to enter the required information on the boxes marked with *, then click Save.
  4. Back on the Avalara Integration page, click Connect.


Setting Up Tax Codes in Avalara via DEAR

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Once DEAR and Avalara are integrated, you can set up tax codes for your products in DEAR, then upload them to Avalara.


To Edit a Product's Tax Code

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  1. Go to Integrations -> Avalara.
  2. On the Avalara Integration page, click the Tax Codes tab to open the Tax Codes page, where a list of your products with their Product SKUs and Names from DEAR and the Tax Codes from Avalara are displayed. 
  3. By default, Avalara sets tax codes for all products as P000000. Look for the products to be edited. You can use the Search box to search by SKU or product name, or you can use the filters at the top to search for products, categories, brands, and product tags. 
  4. Once you find the product to be edited, click its tax code to enable it for editing.
  5. Enter the new tax code for the product, then click Save. To edit more products, repeat Steps 3-4.


To Edit Product Tax Codes in Bulk

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  1. Go to Integrations -> Avalara.
  2. On the Avalara Integration page, click the Tax Codes tab to open the Tax Codes page, where a list of your products with their Product SKUs and Names from DEAR and the Tax Codes from Avalara are displayed.
  3. By default, Avalara sets tax codes for all products as P000000. Look for the products to be edited. You can use the Search box to search by SKU or product name, or you can use the filters at the top to search for products, categories, brands, and product tags.
  4. Click the Bulk Setup button. After clicking on it, the list becomes enabled for Bulk Update mode, with check boxes appearing near each product on the grid. 
  5. Check the products to be edited from the grid, then set their tax codes.
  6. Click Save.

NOTE: Clicking the Refresh button on the Tax Codes page refreshes the list of products with the latest data from DEAR.


Synchronizing DEAR and Avalara

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Sales orders in DEAR can be synchronized with Avalara. Any updates to sale orders in DEAR means that data in Avalara related to these orders are also updated during the synchronization process.

  1. Go to Integrations -> Avalara.
  2. On the Avalara Integration page, click the Synchronization tab. 
  3. On the Synchronization page, a list of sale tasks that will be or have been synchronized with Avalara is displayed. The status, date, sale order number, and error/comments of each sale task on the list is displayed.
  4. You can filter the list by status (Pending, Success, Failed, Skipped, or Completed). You can also use the Search box to perform a search by sale number or customer name. 
  5. Once you are satisfied with the list, click Start Synchronization.

NOTE: Clicking the Refresh button on the Synchronization page refreshes the list of sales with the latest data from DEAR.


What Happens During Synchronization

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  • New Tax Rules received from Avalara will be created in DEAR.
  • In Avalara, authorized invoices are generated for all sales transactions that have not been uploaded to Avalara or have been edited since the last synchronization. 
  • DEAR receives tax rules for each product in the Sale tasks from Avalara. 
  • If the tax rule received from Avalara has not been created in DEAR already, these are created in DEAR.
  • If a standalone Credit Note is synchronized with Avalara, the billing address from the credit note is used as the shipping address. 
  • Avalara calculated sales and credit notes are exported to Xero and QuickBooks Online. 
  • Depending on how its online auto tax lookup module is set up, QuickBooks Online may change tax rule names.