Tax Exemption Certificates for Ponderosa
Every account flagged exempt in Ponderosa with no certificate on file, or an expired one, on one list. A request is drafted and sent by a person, the certificate the customer returns is read and checked, and the exempt flag in Ponderosa stays as your team sets it.
CreditUpdated Oct 202620 ERPs
See it work on Ponderosa.
Click through the steps. Fictional data, in Ponderosa’s terms; the real thing runs on Ponderosa.
| Customer | Exempt in Ponderosa | On file | Expires | Exempt sales, 12 mo | Status |
|---|---|---|---|---|---|
| Shoreline Electric | Yes · resale | None | none | $84,200 | Missing |
| Westfield Masonry | Yes · resale | Resale cert, 2022 | Jun 30, 2026 | $41,600 | Expired |
| Mill Creek Carpentry | Yes · resale | Cert · Mill Creek Carpentry Inc | Mar 31, 2028 | $12,300 | Name differs |
| Bayview Decks | Yes · resale | Resale cert, 2024 | Dec 31, 2026 | $27,900 | Expiring |
| Oak Hill Builders | Yes · resale | Resale cert, 2025 | Dec 31, 2027 | $156,800 | Valid |
Every account Ponderosa flags exempt, against what is on file. Worst first.
The problem, as it happens in Ponderosa.
A contractor says “we’re exempt” at the counter, the exempt flag gets set on the customer master in Ponderosa, and the certificate is coming, they’ll bring it next time. Three years of tax-free sales later, the folder has a certificate for a different legal name, one that expired, and nothing at all for a third of the accounts Ponderosa says are exempt.
Nobody tracks the gap until the auditor pulls the exempt sales report and asks for the paper. Every exempt sale without a certificate is tax the dealer owes, with interest, on a customer who may be out of business. The flag was set in a minute; the certificate behind it was nobody’s job.
How it works.
- 1
Exempt accounts against the file
Every customer master flagged exempt in Ponderosa, read nightly, against the certificates on file: none, expired, expiring, wrong legal name, wrong state for where the goods ship. A list, worst first, with the exempt sales behind each one.
- 2
A request is drafted
A short note to the customer asking for the certificate, with the state’s form linked and a page under your name to upload it. A person sends it. Reminders are drafted on a schedule, each one sent by a person.
- 3
The certificate is read and checked
What the customer returns, by upload, email or photo, is read: state, certificate number, exemption type, expiry, legal name and address against the customer master. Each check is shown as a pass or a question, for a person to accept or send back.
- 4
Filed against the account
The accepted certificate, its expiry and who accepted it, on the account. The exempt flag in Ponderosa stays as your team sets it; where a certificate fails, the list says so and a person decides what to do with the flag.
How it connects to Ponderosa.
Lunica reads the customer master, its tax status and ship-to addresses, and the exempt sales by account through a read-only login to the Ponderosa database, nightly. Certificates already scanned into Ponderosa document imaging are read where you point Lunica at them, so the first list starts from what you have, not from zero.
Nothing is written to Ponderosa by Lunica and nothing is sent on its own. The request and every reminder are drafts until a person sends them. An accepted certificate is filed against the account on the Lunica server, on one Windows server inside your network. Where the expiry is kept on the customer master, it is keyed by your team, and the exempt flag is set or cleared only by your team.
What a week looks like.
- Every exempt account with nothing valid on file, on one list, worst first.
- Requests go out in your words, sent by a person, with a page to upload to.
- Each certificate checked for state, number, expiry and legal name before it is filed.
- Expiries come up before they pass, not at the audit.
Questions
Does Lunica change the exempt flag in Ponderosa?
No. It shows which exempt accounts have no valid certificate. The flag on the customer master is set or cleared by your team.
Does it validate the certificate with the state?
It checks the certificate’s format, expiry, exemption type and the legal name against the customer master. Where a state offers a public lookup, the result is shown beside the certificate for a person to confirm. The state’s rules are still yours to apply.
What about multi-state and drop shipments?
The ship-to address on each exempt sale is read from Ponderosa, so a certificate for one state doesn’t cover goods shipped to another, and the list says which state is missing.
Do customers get reminders automatically?
No. Reminders are drafted on the schedule you set, and each one is sent by a person. The schedule is a spec your admins edit.
Where does the certificate live?
On the Lunica server, against the account, with its expiry and who accepted it. Certificates already in Ponderosa document imaging stay there and are read where you point Lunica at them.
Can it handle resale certificates and direct-pay permits?
Yes. Resale, direct pay, government, nonprofit and the exemption types your states use are each read for what they require, and the account carries which one it holds.
Does it need a server?
Lunica runs on one Windows server inside your network, set up and maintained by Lunica. It reads Ponderosa through a read-only login to the Ponderosa database. There is no inbound connection from outside your network.
What does Lunica read in Ponderosa?
The customer master, open items and terms, purchase orders and receipts, the item master, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to Ponderosa?
Nothing lands in Ponderosa without a person. What belongs in Ponderosa goes back as a Ponderosa import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in Ponderosa document imaging. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Tax Exemption Certificates is written for every system on the list. You’re reading the Ponderosa version.
See it on your Ponderosa data.
Thirty minutes. We walk the workflow on Ponderosa data, then map it to yours.