EXACTOR GREAT PLAINS 2013
SALES TAX COMPLIANCE PLUG-IN:
INSTALLATION & USER GUIDE
APRIL 2014
CONFIDENTIAL
EXACTOR GREAT PLAINS 2013 PLUG-IN
INSTALLATION & USER GUIDE - APRIL, 2014
Table of Contents
EXACTOR GREAT PLAINS 2013 SYSTEM DESCRIPTION ................................................................................................................. 3
INSTALLING THE EXACTOR GREAT PLAINS 2013 PLUG-IN ........................................................................................................... 4
Uninstalling the Exactor Plug-in ....................................................................................................................................... 7
SETTING UP EXACTOR PLUG-IN WITHIN GREAT PLAINS 2013 ..................................................................................................... 8
Single Merchant Mode ..................................................................................................................................................... 9
Multi-Merchant Mode .................................................................................................................................................... 10
Product Mapping ................................................................................................................................................................ 12
Product Mapping SKUs to EUCs ...................................................................................................................................... 12
Entity Exemption ................................................................................................................................................................ 13
USING THE EXACTOR PLUG-IN WITHIN GREAT PLAINS 2013 ..................................................................................................... 14
Tax Calculation when Creating a Sales Order / Invoice ...................................................................................................... 14
Multi-Merchant Mode ........................................................................................................................................................ 16
Supported Transaction Types ............................................................................................................................................. 16
Calculation Only Transactions and Committed Transactions ............................................................................................. 17
Refunding Tax ..................................................................................................................................................................... 21
Plug-in Scheduler ................................................................................................................................................................ 22
Failed Transactions ............................................................................................................................................................. 23
EXACTOR GREAT PLAINS 2013 PLUG-IN
INSTALLATION & USER GUIDE - APRIL, 2014
EXACTOR GREAT PLAINS 2013 SYSTEM DESCRIPTION
The Exactor Great Plains 2013 Plug-in was developed to enable businesses to incorporate tax calculations from within their
Microsoft Dynamics Great Plains 2013 sales orders and invoices. Once installed and setup, a user does not need to perform
any additional functions to obtain sales tax. The taxes are calculated and seamlessly displayed in the sales orders and
invoices, and because the sales orders and invoices communicate with the Exactor System, the Exactor Great Plains 2013
Plug-in generates tax returns without a merchant having to transfer data from one system to another.
Note: For information about integrating the Exactor System into an e-commerce shopping cart and other transaction
tools, contact [email protected].
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INSTALLATION & USER GUIDE - APRIL, 2014
INSTALLING THE EXACTOR GREAT PLAINS 2013 PLUG-IN
A user must start by downloading the Exactor Great Plains 2013 Plug-in.

On the Exactor Merchant Website, navigate to:
 Account Management
 Integration Points and Plug-Ins

Under "Financial Applications", locate "Microsoft Dynamics Great Plains 2013" and download the appropriate Exactor
Great Plains 2013 Plug-in installation file.

Make sure to note where on the computer the file is saved.
After downloading and saving the Exactor GP2013 Plug-in and before activating the installer, please shut down all programs
and make sure that the Microsoft Dynamics Great Plains 2013 is NOT running.
Note: If Great Plains 2013 is installed on more than one computer (even if used with a central database), make sure to
install the plug-in on all computers where Great Plains 2013 is used. Otherwise, taxes won’t be calculated accurately and
consistently on all invoices.

Navigate to where the Exactor Great Plains 2013 Plug-in file was saved.

Double-click on the Exactor Great Plains 2013 Plug-in installer file or icon.
After the installation files are extracted
and unzipped, the screen says:
"Welcome to the Exactor - Microsoft
Dynamics GP2013 Plug-in Setup
Wizard"
 Click on the "Next" button to proceed
to the next step.
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Now a user is asked where to install the Exactor Plug-in files. The Exactor Great Plains 2013 Plug-in uses Microsoft
Dynamics plug-ins integration approach. A plug-in for Microsoft Dynamics Great Plains 2013 must be installed into the
\AddIns folder in the \GP2013 directory. The default location (1) of this folder is "C:\Program Files\Microsoft
Dynamics\GP2013\AddIns". If you have installed Great Plains into another location, you should specify it. Otherwise, the
Exactor Great Plains 2013 Plug-in will not work. You will be also given an option of choosing (2) user groups: all users or just
a current user.

Click "Next" to proceed.

If the User Account Control is enabled
on your computer, click “Yes” to
continue.
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
If you are making a clean installation of
the Exactor Great Plains 2013 Plug-in,
you will be prompted to provide the
Great Plains database connection
settings.
Fill in the required details and click
"Save".
The last window will let you know when the installation is completed, and that the module has been successfully installed.

Click the "Close" button to close the
installer.
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Uninstalling the Exactor Plug-in
To uninstall the Exactor Great Plains 2013 plug-in:

Close Great Plains 2013;

Navigate to Start\Control Panel\All Control Panel Items\Programs and Features;

Right-click on the "Exactor – Microsoft Dynamics GP2013 Plug-in" entry;

Select "Uninstall";

Follow the steps of the uninstallation wizard.
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SETTING UP EXACTOR PLUG-IN WITHIN GREAT PLAINS 2013
Once the Exactor Great Plains 2013 Plug-in is installed, a user should configure their Exactor Merchant Account information
in the Exactor Great Plains 2013 Plug-in. This is required to make sure that the Great Plains 2013 system communicates
correctly and accurately with the Exactor System to calculate sales tax and store transaction information.
To set up the Exactor Merchant Account, a user must navigate to:

Microsoft Dynamics GP

Tools

Setup

Company

Tax Schedules
The Tax Schedule
Maintenance will open in a
new window. Click on
“Additional” and then
proceed to “Exactor Account
Setup”.
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Single Merchant Mode
The "Exactor Account setup" window automatically opens and a user is prompted to complete the following information:
1.
Account Number and User Name.
Fill in the details exactly as you received them
from Exactor. User name is case-sensitive.
Note: Exactor's security system is set so that
unless there is an exact match between these
two fields, the Exactor plug-in won’t be able to
communicate with the Exactor system.
2.
SKU source.
Exactor allows a user to select the source of SKU
info used to identify products sent to the Exactor
system. There are two options:
 Class ID
On selection of this option, the SKU code
field in transaction details will be populated
with a product’s Class ID. If a product has no
Class ID, the SKU code field will be left
empty.

Item Number
The SKU code field in transaction details will
be populated with a product’s Item Number.
A user may view an Item Number and/or Class ID of any product by navigating to Item Maintenance (Inventory
-> Item).
3.
Commit Taxes.
Select in which way transactions will be committed for tax filing and reporting purposes. The Exactor Great Plains 2013
Plug-in provides users with 2 options:

Invoice Date (Accrual Basis). If you select this option, transactions will be committed to Exactor for tax filing and
reporting purposes using the invoice date; transactions will be committed upon posting of an invoice.
 Date Payment Is Received (Cash Basis). If you select this option, transactions will be committed to Exactor for tax
filing and reporting purposes only when a payment is received and applied to an invoice.
4.
Effective Date instructs the Exactor Great Plains 2013 Plug-in to process transactions that have a sale date equal to or
later than the Effective Date, up to the current date. The default value is the first day of a current month.
5.
Process Batch Transactions.
This option is used to calculate sales tax for a batch of invoices and populated the sales tax into every invoice of a
batch. Setup the scheduler component of the Exactor plug-in to process transactions missed in the general workflow,
such as recurring transactions.
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The scheduler has got the following options:

Disabled (processing of batch transactions to be initialized manually).

Every 10 minutes (automatic processing of batch transactions to be launched every 10 minutes).

Every hour (automatic processing of batch transactions to be launched hourly).

Every day (automatic processing of batch transactions to be launched daily).
Configure the "Show Progress Bar" option to enable or
disable the progress window that can be displayed in the
bottom right corner of your screen to notify you about the
current progress of processing the batch transactions.
Click on the "Update" button of the "Exactor Account setup" window to save the Exactor Plug-in’s configuration settings. If
the configuration was saved successfully, the corresponding message will be displayed.
Note: By clicking the "Update" button you also restart the scheduler component of the Exactor Plug-in.
Multi-Merchant Mode
In the Multi-Merchant mode, the Exactor Great Plains 2013 Plug-in supports reporting transactions to multiple Exactor
merchant accounts within 1 company file. To enable multi-merchant reporting, you need to map all Exactor merchant
accounts to the invoice number prefixes accordingly.
1.
Close the Microsoft Dynamics GP2013.
2.
Browse to the C:\ProgramData\Exactor\ folder
of the computer where the Exactor Plug-in is
installed and open the settings.ini file with the
Notepad editor.
3.
Under [General] enable the Multi-Merchant
mode modifying false to true in
mutliMerchantModeActivated.
4.
Under [Mapping] enter the merchant mapping details, namely an Exactor merchant account and the
corresponding invoice number prefixes.
5.
Save changes and close the settings.ini file.
6.
Restart the Microsoft Dynamics GP2013.
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The next step is to add each Exactor merchant account
that you mapped in the settings.ini file. Click the "Add"
button.
In a new window enter an Exactor merchant account number and a user name. Click "OK". Repeat the procedure with all
Exactor merchant accounts that you mapped.
Congratulations! You have successfully installed and configured the Exactor plug-in for Microsoft Dynamics GP 2013.
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PRODUCT MAPPING
After setting up the Exactor account information, the user should proceed to mapping products to Exactor Unified Codes
("EUC"). Product Mapping is the term used when it is necessary for the Exactor System to identify the type of products sold
in order to correctly apply taxability rules. Exactor applies its internal Exactor Unified Code ("EUC") to determine which
rules apply to a product/service in the given taxing jurisdiction. For example, services and products such as clothing and
food may have special taxability rate in various locations. Because different taxes are applied to different product
categories, Exactor requires its customers to map any products which may require special taxability rules to the EUC codes,
so that the Exactor System can provide an accurate calculation in real time without disrupting the transaction flow.
When using the Exactor Sales Tax Compliance Service, the internal Microsoft Dynamics GP 2013 tax rules are not applied.
As part of the setup process, the Exactor Plug-in resets all Microsoft Dynamics GP 2013 internal tax rates to 0, to assure
there is no conflict with the Exactor processes and tax calculations. Any change that a user makes to this process, such as
changing the internal Microsoft Dynamics GP 2013 rates, results in tax calculation errors.
Product mapping is performed from within the Exactor Merchant Website and NOT from within the Microsoft Dynamics GP
2013 system. As part of the tax calculation process, the Exactor Plug-in transmits the SKU information for each product in a
sales order or invoice to the Exactor System. SKU information should be input to the Exactor Merchant Website mapped to
an appropriate EUC code. Based on how a product is mapped on the Exactor Merchant Website, the Exactor System then
applies appropriate tax rules and rates to each separate line item.
Product Mapping SKUs to EUCs

Export the list of items to a CSV file.

Copy the column with product SKUs
to a new spreadsheet.

Add SKU Range, SKU Description and
EUC columns and map your products
to the most appropriate Exactor EUC
codes.
Exactor has a bulk upload option for
importing the Product Mapping file into
the Exactor System.
For more information on EUCs and Product Mapping on the Exactor Merchant Website, see Product Mapping in the
Exactor User Guide.
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ENTITY EXEMPTION
The Exactor Great Plains 2013 Plug-in allows applying a user's exemption information, and cross-reference between a
buyer's personal exemption and any given transaction. Once an entity exemption is created on the Exactor Merchant Site,
any sale to that customer pre-loads and cross references the exemption information of that customer.
The Exactor Great Plains 2013 Plug-in sends a customer ID to the Exactor merchant site. If a given customer ID is mapped in
the corresponding entity exemption on the Exactor merchant site, the taxes are not calculated for this customer and are
returned to the Exactor Plug-in as $0.00.
The Entity Exemption Mapping is performed on the Exactor Merchant Site, not in the Exactor Great Plains 2013 Plug-in.
To create an exemption
entity, log in to your Exactor
merchant
account
and
navigate to:
Exemption Management
Create Exemption

Fill in the Customer
Details and the Exempt
State Details.

Attach an Exemption
Certificate copy.

Pay attention to the
Customer ID field. Enter a
customer ID the Great
Plains 2013 system.
For more information on ECNs and Entity Exemptions on the Exactor Merchant Website, see Exemption Management in
the Exactor User Guide.
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USING THE EXACTOR PLUG-IN WITHIN GREAT PLAINS 2013
Once the Exactor Plug-in is installed and set up within the Microsoft Dynamics GP 2013 system, and the Exactor Merchant
Site information is configured, a user is ready to run Great Plains 2013, allowing the Exactor Plug-in to do the sales tax
calculation and reporting automatically. The following sections of the Exactor Great Plains Plug-in User Guide describe:

The tax calculation using Exactor when creating an invoice or sales order;

Tracking the taxes calculated by Exactor;

The difference between a Committed Transaction and a Calculation Only Transaction.
TAX CALCULATION WHEN CREATING A SALES ORDER / INVOICE
Note: In order to calculate taxes correctly and reliably and for accurate tax reporting, you must always use the Exactor
plug-in. Disabling or bypassing Exactor plug-in may result in inaccurate tax calculations and tax reporting. Using other
methods for tax calculation may result in double taxes being calculated and added into the invoice.
For handling tax calculation, the Exactor plug-in integrates into two Great Plains 2013 forms: Invoice Entry (IVC) and Sales
Transaction Entry (SOP) forms. The Exactor Plug-in overrides the tax calculation rules of Great Plains 2013 and calculates the
sales tax in real-time when any of the transaction data that the Exactor Plug-in monitors is changed – Ship To address (3),
line items (4), trade discount, freight, or miscellaneous (5)

Create a transaction as you normally do;

Click on "Save" (1) or "Post" (2) instructing the Exactor Great Plains 2013 Plug-in to perform the tax calculation and
commit the transaction to the Exactor merchant site for reporting.
Sales Transaction Entry:
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Invoice Entry:
After a transaction is saved or posted, a user can view the calculated tax within the Invoice Tax Summary Entry. The sales
tax calculated by Exactor is identified as "Sales Tax". The Exactor Plug-in disables internal tax calculations of Great Plains
2013 to prevent the possibility of double tax calculations on a transaction. All other line items other than the Exactor’s tax
line item are removed.
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MULTI-MERCHANT MODE
The Exactor Great Plains 2013 plug-in supports the functionality of reporting the transactions to multiple Exactor merchant
accounts within a single company database. The Exactor Plug-in can be configured to commit transactions to different
merchant accounts based on the transaction document number prefix.
Configuration. A user can enable or disable the MultiMerchant mode by modifying the settings.ini file that is
located in the C:\ProgramData\Exactor\ folder.
Under [General] in "mutliMerchantModeActivated"
set value "true" to enable the Multi-Merchant mode or
set value "false" to disable it.
How it works. If a transaction document number starts
with a prefix that was mapped under [Mapping] in the settings.ini file, the transaction is committed to a corresponding
Exactor merchant account as specified in the [Mapping] section. Otherwise, a transaction is committed to a default
Exactor merchant account configured in "defaultMerchant" under [General].
SUPPORTED TRANSACTION TYPES
The Exactor Great Plains 2013 Plug-in supports the following types of transactions:

Invoice, Fulfillment Order and Return transaction types (calculate and commit tax);

Order and Quote transaction types (only calculate tax).
The Back Order transactions are ignored by the Exactor Plug-in.
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CALCULATION ONLY TRANSACTIONS AND COMMITTED TRANSACTIONS
Exactor allows a user to commit transactions on the date a transaction was created or on dates that are later than the date
when a tax calculation occurred. This is used when there is a time interval between the moment an order is created and a
delivery occurs. The delayed commitment enables a user to commit transactions when revenue is recognized, at a date that
could be subsequent to when a calculation took place. These two methods are implemented in the Exactor plug-in using the
following types of operations in the Exactor System.

Tax Calculation Request
The Exactor System performs an accurate tax calculation based upon transaction data entered in a transaction
document. The transaction data and tax information are transmitted to and stored in the Exactor System, but ARE NOT
used for reporting or tax filing purposes.

Committed Sales Transaction
The sales tax is calculated, and then the transaction data and taxes are sent to the Exactor System, and ARE used for
tax reporting and filing purposes. The "Committed Transactions" report can be found under the "Reports" menu of the
Exactor merchant site:
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The Exactor Great Plains 2013 Plug-in supports both types of operations. The behavior of Exactor plug-in depends on the
accounting method specified by a merchant in the "Exactor Account setup" window.
Accrual Basis. A tax calculation request is sent to the Exactor merchant site when an invoice is created or some important
transaction data that are monitored by the Exactor plug-in have been modified (line items, address information, etc.). When
a user clicks on "Save" (1) or "Post" (2) button, a transaction is committed.
A user can view calculated taxes in their Exactor merchant account under "Committed Transactions" report.
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Besides, a user can set a Batch ID (2) for the transaction and click "Save" (1) button.
Transactions related to this Batch ID will be posted when a user clicks on "Post" (1) to post the given batch using Batch
Entry Form and close it (2).
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Cash Basis. A tax calculation request is sent to the Exactor merchant site when an invoice is created. The transactions are
committed only when a payment is collected.
When a user clicks on the "Post" (1) button of the Cash Receipts Entry window (Transactions -> Sales -> Cash
Receipts), the transactions related to this payment will be committed:
Once completed, a transaction is published under "Committed Transactions" and will be filed with an upcoming tax return.
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REFUNDING TAX
To refund the sales tax of a transaction that was committed to the Exactor merchant site, open the Invoice Entry form and
click on "Delete" (1) and close the form. The Exactor Great Plains 2013 Plug-in will refund the line items and sales tax.
After the transaction is deleted, a user can navigate to the "Committed Transactions" report on the Exactor merchant site
and see that the line items and taxes are refunded with negative amount.
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PLUG-IN SCHEDULER
The Scheduler is an integral part of the Exactor Great Plains 2013 Plug-in. It schedules the processing of all unprocessed
transactions that are found in the database to calculate tax for them. A user can set an interval (1) with which the Exactor
Plug-in will be processing transactions.
When a user is logged into the Great Plains 2013, the Scheduler
is checking whether to start processing transactions by
checking the next start time. If the time of next start time has
already passed, it starts immediately; otherwise it schedules
the next start time.
To run the processing of batch transactions manually, open the
"Exactor Account setup" window and click on the "Process" (2)
button. This action interrupts the current processing of
transactions that may be running on schedule.
Note: Each time a user updates the account information, the
Scheduler is reset and it force-starts at the current time.
If the number of unprocessed transactions is more than 10, the Exactor Plug-in will display a notification window with the
following messages:
On start:
On completion:
A user may enable a progress bar (3) window to display the current transaction being processed, the number of processed
transactions and the total number of unprocessed transactions to be processed. By clicking the "Stop" button, a user can
interrupt processing of transactions.
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FAILED TRANSACTIONS
Every transaction that couldn’t be processed by the Exactor Plug-in can be found in the "Failed Transactions" form that can
be accesses at Microsoft Dynamics GP -> Tools -> Setup -> Company -> Tax Schedules ->
Additonal -> Exactor Account setup -> Show Failed Transactions.
Thank You
Thank you for using the Exactor Sales Tax Compliance Service and the Exactor Magento Plug-in.
For further information, please contact Exactor Customer Service at 866-601-3378, or send an email to
[email protected].
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