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Currently you can set a shopper's tax exempt status by editing the user record. However there is no provision for that tax-exempt status to expire. All tax exemptions expire after a period of time usually stated on the tax exemption document(s).
We need a tax-exempt expiration date on the user object.
And an automated process that scans for exemptions about to expire (set # days before expire configured in store settings). The same automated process needs to reset tax-exempt status back to None on users who have passed their tax exempt expiration date.
Finally, a Documents tab on the Members page where the user can upload their tax exempt documents. Uploaded documents trigger a notification to the store admin. This sets a IsTaxExemptPending flag on the user record. The store admin has a page where they can see all IsTaxExemptPending = true users. Each user listed shows the uploaded document(s) with a download link so the store admin can review the documents. An Approve or Decline button is available for each user listed. Clicking either button resets the pending flag and fires email notification to the shopper. If approved, the tax exempt status is updated and the admin must specify the tax exempt expiration.
Having the shopper upload documents is vastly more secure and organized than sending through email.
On the admin side, the edit-user page has a new tab for Documents. This shows the user documents assigned to the user account for later review. |
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Rank: Advanced Member
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Although the idea is practical, a lot of code changes would be necessary to enforce an automatic expiration policy. There are however, some things you can do today to help with this process.
First, the state of Florida renews it's tax reseller certificate on a calendar yearly basis for most people; however, others could have extended reseller certificates, you may wish to check with your state and the local tax authorities.
Right now, when we enter a tax certificate, we always use a specific format:
xx-xxxxxxxxxx-x [2024]
The number in brackets represents the expiration of the reseller certificate, since this information is not available in the form of a report, (hint future enhancement) , we create our own reports using a crystal server. In mid-November, we always run this report and advise any customer who has a reseller certificate that's about to expire to send us a copy of the new one.
The idea of having an expiration date, is quite beneficial, but only if there is a correspondent report or query available. Right now, you can create groups based on the expiration of the certificates.
Examples:
Reseller-Expiration-2023
Reseller-Expiration-2024
Reseller-Expiration-2025
You can assign customers to the specific groups, since you have the ability to search for customers using groups, unfortunately no way to print this information unless you do a screenshot, but you do have the ability to export if necessary. However, the expiration date idea is probably the most beneficial, especially if a corresponding report or search option is available.
I hope this helps anyone who has this problem today with the existing version.
-Ray
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