Providing Access to Custom Roles for Generating and Sending Transaction Response to Avalara

Custom roles by default do not have access to generate and send transaction response to Avalara and a warning banner indicating insufficient permissions is displayed.

To enable the access to custom roles, the administrator must perform the following steps:

Go to Setup > User/Roles > Manage Roles
Click Edit on the role which you want to give permission
Under the Authentication subtab, enable Allow Generation and Sending of AR for Avalara.
Click Save.

Generating Transaction Response Content

You can use the Generate button for transaction response records with status “For Cancellation”, “For Rejection”, “Rejected”. The e-document Transaction Response template used for Generation is either provided by Localization SuiteApp or determined based on the transaction type and subsidiary set on the available transaction response templates. For more information see, Creating E-Document Transaction Response Template.

The transaction response content for the following statuses is also generated upon creation of transaction response record:

For Cancellation
For Rejection
Rejected

Note:

The above mentioned transaction response type records are created using Localization SuiteApps.

On successful generation of transaction response content, status updates to “Ready for Sending”.

On unsuccessful generation of transaction response content, status updates to “Generation Failed”. You can check the Error Details subtab for the error.

Important:

The Electronic Invoices license must be present to generate transaction response content for Avalara Transactions or you must select a country from the E-Document Country for Free Use list available on the Parent Company of Electronic Invoicing Preferences (Setup > E-Documents > Electronic Invoicing Preferences) page
No license is required for non-Avalara transaction response generation.
If the Electronic Invoices License is inactive and the Free Country does not match with the subsidiary’s country, warning appears, prompting you to either set the Free Country or purchase an Electronic Invoices license. Additionally, the “Generate” button is disabled.

Sending Transaction Response Content for Avalara Users

If you are an Avalara user, you can send transaction response content for a particular transaction response of response type “For Cancellation” and “For Rejection” using the Send button on the transaction response record. The Send button is displayed when transaction response record is in the status “Ready For Sending”, “In Error” or in “Sending Failed”.

If there are any errors while sending the transaction response content, you can check the Error Details subtab for the error. In this case, the response status displays "Sending Failed".

If the sending is successful you can check the Network References subtab to see the value of the OBN document ID and the status displays "Processing".

If sending is successful, the following operations take place on the transaction which is linked to the transaction response:

An audit trail record is inserted with event type “Cancellation In Progress”, if response type of transaction response is “For Cancellation”. Or with the event type “Rejection In Progress”, if the response type of transaction response is “For Rejection”.
The e-document status updates to “Cancellation In Progress”, if the response type of transaction response is “For Cancellation”. Or with the e-document status “Rejection In Progress”, if the response type of transaction response is “For Rejection”.

After the transaction response content is sent to Avalara, the status of this transaction response changes based on Avalara's response. Avalara provides the response in the form of a document status for each transaction response.

A mandate value is associated with every transaction response, and each mandate value has a corresponding localization plugin. The value of mandate is present in the field Avalara Mandate under the Network References subtab in transaction response record. Every mandate has a corresponding plugin implementation present in NSEB Avalara Mandate record. The document status processes through plugin implementation provided by the localization, and a corresponding response is received.

If the document status plugin implementation sends a success response for a transaction response “For Cancellation”,
- The transaction response status updates to "Cancelled".
- The e-document status of the transaction which is linked to the transaction response record updates to "Cancelled".
- An audit trail is inserted in the linked transaction with audit trail event type as "Cancelled".
If the document status plugin implementation sends a success response, for a transaction response “For Rejection”,
- The transaction response status updates to “Request Completed”.
- The e-document status of transaction which is linked to the transaction response record updates to “Request Completed”.
- An audit trail is inserted in the linked transaction with audit trail event type as “Request Completed”.
If in any of the above cases, the document status plugin implementation does not send success response,
- The response status is set to 'In Error’.
- The error details populate on the “Error Details” subtab under the transaction response record.
- An audit trail with event type as “In Error” is inserted into the linked transaction.

Important:

You will be able to send Avalara transaction response contents only if your account is having an active license(s) for NetSuite Electronic Business and Avalara Processing For NetSuite Electronic Invoicing. Additionally, the "Send" button is disabled.

Sending Transaction Response Content for Non-Avalara Users

If you are a non-Avalara user, you can send transaction response content for a particular transaction response of response type “Rejected” using the Send button on the transaction response record. The Transaction Response record has to be in Status “Ready For Sending” or “Sending Failed”.

For sending the transaction response content, a transaction response sending method must be selected at the subsidiary preference. This subsidiary preference should be corresponding to the transaction’s subsidiary which is linked to the transaction response record. Also, the transaction response sending method should have a relevant sending method plugin implementation selected which will be responsible to send the transaction response content to the relevant third party.

If there are any errors while sending the transaction response content, you can check the Error Details subtab to check the error. The transaction response status in this case would be “Sending Failed”. If the sending is successful, the status would be “Sent”.

Note:

Transaction Response records of any type cannot be copied.
Deletion of transaction response records is restricted for records with following statuses:
- Processing
- In Error
- Cancelled
- Request Completed
- Sent

Common Validation Errors for Generation and Sending of Transaction Response

S no.	Error Code	Message	Description	Solution
1	ERR_VENDOR_BILL_ALREADY_APPROVED_GEN	Cannot generate Transaction Response content as Vendor Bill '{ID}' is already approved.	The Vendor bill attached to Transaction Response record is already approved.	You cannot generate transaction response for approved bill, so try creating transaction response for unapproved bills.
2	ERR_VENDOR_BILL_ALREADY_APPROVED_SEND	Cannot send Transaction Response content as Vendor Bill '{ID}' is already approved.	The Vendor bill attached to Transaction Response record is already approved.	You cannot send transaction response for approved bill, so try creating transaction response for unapproved bills.
3	ERR_MANDATE_NOT_ACTIVE	E-Invoicing Mandate '{MANDATE_NAME}' is not activated. Please contact your Avalara manager	Mandate set on transaction response record is not activated for the attached transaction’s subsidiary	You must activate the mandate set on transaction response record.
4	ERR_TEMPLATE_NOT_FOUND	Transaction Response template not found	Template provided by localization is not found	Localization SuiteApp must provide template script id of a template which is available in the account.
5	ERR_TEMPLATE_INACTIVE	Transaction Response template is inactive	Template provided by localization is inactive	Localization SuiteApp must provide a template which is active
6	ERR_TEMPLATE_NOT_FOUND_OR_INACTIVE	Transaction Response Template not found or inactive.	There is no Active Transaction response template with matching subsidiary and transaction type	Make sure you have an active Transaction response template with matching transaction type and subsidiary.
7	SUBSIDIARY_INACTIVE	Subsidiary associated with the transaction linked to the transaction response is inactive	The subsidiary related to the transaction response is inactive.	You must make sure that the subsidiary related to transaction response is active.
8	NO_TR_SUPPORT_SUBS_PREF	Transaction Response Support is not present for the corresponding subsidiary preference. Please enable Transaction Response support for the corresponding subsidiary preference	Support Transaction Response is not enabled for the subsidiary related to the transaction response.	You must enable Support Transaction Response bu checking the box in corresponding subsidiary preference record (Setup > E-Documents > Electronic Invoicing Preferences)
9	ERR_TRANS_RESP_INVALID_STATUS	Generation failed because TR not created with 'Ready for Generation' status	Transaction response record is created with other than “Ready for Generation” status	Localization must create transaction response record with “Ready for Generation” status to be able to generate transaction response content on creation.
10	NO_TRANS_LINKED_TO_TR	No Transaction is linked to the Transaction Response record.	There is no transaction set on Transaction response record	You must set a valid transaction on transaction response record (Field ID: Transaction ID)
11	ERR_REQUIRED_FIELD_MISSING	'{FIELDLABEL}' cannot be empty	The mentioned field is missing on transaction response record which is required for generation of transaction response generation	You must make sure that the required field value specified in error message is set on transaction response record.
12	TRANS_RESP_SEND_METH_INACTIVE	The e-document transaction response sending method is either inactive or not available for the subsidiary.	The sending method set on corresponding subsidiary preference record is inactive	You must set an active sending method on corresponding subsidiary preference record (Setup > E-Documents > Electronic Invoicing Preferences)
13	TRANS_RES_SEND_NO_RECIPIENTS	The transaction response cannot be sent because the customer has no email address. Before you can send this transaction response by email, an email address must be provided on the vendor/customer record.	The entity (customer/vendor)does not have any e-document recipients defined.	You must enter e-document recipients in the entity(customer/vendor) record (Under “E-Document” subtab)
14	TRANS_RES_SENDING_RECIPIENT_NO_EMAIL	One or more recipients of the transaction response content associated with this transaction response does not have an email address. Verify that the recipients for this vendor/customer have valid email addresses.	The entity (customer/vendor)has an e-document recipient that does not have an email address.	You must enter a valid email address in the E-document recipient of entity(customer/vendor) record. (Under “E-Document” subtab)
15	TRANS_RES_ENTITY_INACTIVE	Transaction Responses with inactive customers/vendors are not supported by Electronic Invoicing.	The entity (customer/vendor) linked to transaction response record is inactive.	You must use an active entity (customer/vendor) to link to a transaction response record.
16	CDS_FAILURE_ERROR	Execution of custom data source plug-in implementation has failed.	There is an error occurred in custom data source (CDS) plugin defined on transaction response template while generating transaction response content.	You must fix the error encountered in CDS.
17	TR_CANNOT_BE_COPIED	Transaction response record cannot be copied.	Creating a copy of transaction response record is restricted	You cannot create a copy of Transaction response record.
18	TR_CANNOT_BE_DELETED	Transaction response record cannot be deleted.	Deleting transaction response record with status (Processing, In Error, Cancelled, Request Completed, Sent) is restricted	You cannot delete Transaction response record with the mentioned statuses.

S no.

Error Code

Message

Description

Solution

ERR_VENDOR_BILL_ALREADY_APPROVED_GEN

Cannot generate Transaction Response content as Vendor Bill '{ID}' is already approved.

The Vendor bill attached to Transaction Response record is already approved.

You cannot generate transaction response for approved bill, so try creating transaction response for unapproved bills.

ERR_VENDOR_BILL_ALREADY_APPROVED_SEND

Cannot send Transaction Response content as Vendor Bill '{ID}' is already approved.

The Vendor bill attached to Transaction Response record is already approved.

You cannot send transaction response for approved bill, so try creating transaction response for unapproved bills.

ERR_MANDATE_NOT_ACTIVE

E-Invoicing Mandate '{MANDATE_NAME}' is not activated. Please contact your Avalara manager

Mandate set on transaction response record is not activated for the attached transaction’s subsidiary

You must activate the mandate set on transaction response record.

ERR_TEMPLATE_NOT_FOUND

Transaction Response template not found

Template provided by localization is not found

Localization SuiteApp must provide template script id of a template which is available in the account.

ERR_TEMPLATE_INACTIVE

Transaction Response template is inactive

Template provided by localization is inactive

Localization SuiteApp must provide a template which is active

ERR_TEMPLATE_NOT_FOUND_OR_INACTIVE

Transaction Response Template not found or inactive.

There is no Active Transaction response template with matching subsidiary and transaction type

Make sure you have an active Transaction response template with matching transaction type and subsidiary.

SUBSIDIARY_INACTIVE

Subsidiary associated with the transaction linked to the transaction response is inactive

The subsidiary related to the transaction response is inactive.

You must make sure that the subsidiary related to transaction response is active.

NO_TR_SUPPORT_SUBS_PREF

Transaction Response Support is not present for the corresponding subsidiary preference. Please enable Transaction Response support for the corresponding subsidiary preference

Support Transaction Response is not enabled for the subsidiary related to the transaction response.

You must enable Support Transaction Response bu checking the box in corresponding subsidiary preference record (Setup > E-Documents > Electronic Invoicing Preferences)

ERR_TRANS_RESP_INVALID_STATUS

Generation failed because TR not created with 'Ready for Generation' status

Transaction response record is created with other than “Ready for Generation” status

Localization must create transaction response record with “Ready for Generation” status to be able to generate transaction response content on creation.

NO_TRANS_LINKED_TO_TR

No Transaction is linked to the Transaction Response record.

There is no transaction set on Transaction response record

You must set a valid transaction on transaction response record (Field ID: Transaction ID)

ERR_REQUIRED_FIELD_MISSING

'{FIELDLABEL}' cannot be empty

The mentioned field is missing on transaction response record which is required for generation of transaction response generation

You must make sure that the required field value specified in error message is set on transaction response record.

TRANS_RESP_SEND_METH_INACTIVE

The e-document transaction response sending method is either inactive or not available for the subsidiary.

The sending method set on corresponding subsidiary preference record is inactive

You must set an active sending method on corresponding subsidiary preference record (Setup > E-Documents > Electronic Invoicing Preferences)

TRANS_RES_SEND_NO_RECIPIENTS

The transaction response cannot be sent because the customer has no email address. Before you can send this transaction response by email, an email address must be provided on the vendor/customer record.

The entity (customer/vendor)does not have any e-document recipients defined.

You must enter e-document recipients in the entity(customer/vendor) record (Under “E-Document” subtab)

TRANS_RES_SENDING_RECIPIENT_NO_EMAIL

One or more recipients of the transaction response content associated with this transaction response does not have an email address. Verify that the recipients for this vendor/customer have valid email addresses.

The entity (customer/vendor)has an e-document recipient that does not have an email address.

You must enter a valid email address in the E-document recipient of entity(customer/vendor) record. (Under “E-Document” subtab)

TRANS_RES_ENTITY_INACTIVE

Transaction Responses with inactive customers/vendors are not supported by Electronic Invoicing.

The entity (customer/vendor) linked to transaction response record is inactive.

You must use an active entity (customer/vendor) to link to a transaction response record.

CDS_FAILURE_ERROR

Execution of custom data source plug-in implementation has failed.

There is an error occurred in custom data source (CDS) plugin defined on transaction response template while generating transaction response content.

You must fix the error encountered in CDS.

TR_CANNOT_BE_COPIED

Transaction response record cannot be copied.

Creating a copy of transaction response record is restricted

You cannot create a copy of Transaction response record.

TR_CANNOT_BE_DELETED

Transaction response record cannot be deleted.

Deleting transaction response record with status (Processing, In Error, Cancelled, Request Completed, Sent) is restricted

You cannot delete Transaction response record with the mentioned statuses.

General Notices