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Sales Tax (Read 954 times)
wildco
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Sales Tax
02/09/05 at 13:07:24
 
Here in New York, our Sales Taxes are due in early March.  I see that AR-K will give me the total tax by tax "code".  However, since NY has 80 different jurisdictions, I need the amount of tax due by sales tax "group".
 
Is there a report in DBA to glean this information?  Alternatively, what files/fields do I need to pull to write the report in crystal.
 
Any help anyone can provide would be great.
 
Thank you!
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Aaron

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David Waldmann
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Re: Sales Tax
Reply #1 - 02/09/05 at 14:16:04
 
There's a nice building for sale in the next town over...
 Wink
 
More seriously, I don't know the answer to your question, but probably the best way would be to have set up your tax codes so that you could pick an appropriate range in the report, like NY-01, NY-02, NY-03, etc. However, it's too late to do that now, except possibly using global field replace.
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David N Waldmann
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lmk223a
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Re: Sales Tax
Reply #2 - 02/14/05 at 11:21:43
 
I'm not experienced in writing crystal reports, but I do know state sales tax returns.  You may want to key in on the zip code and city name of the "ship to" address on sales invoices.  As some larger cities like New York and I think Manhattan fall into more than one taxing jurisidiction, and some cities also locally may impose special taxes i.e. school taxes, regional transportation taxes, etc.  
 
DBA has a monthly invoice listing report SO-0-H, which may be a good place to start, and then add the zip code and city info with a little help and guidance from IS TECH support people.
 
Also, most states have a web-site to help you with any questions you may have about jurisidictions and sales tax rates, as these items may change monthly.
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Laura  D. Oliver
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Re: Sales Tax
Reply #3 - 02/15/05 at 10:48:22
 
Maybe I am doing this wrong  WILDCO, but if you are remitting to 80 jurisdcition woundnt you want the report by TAX  CODE?
 
I write scores of checks each quarter to remit sales tax to 100s of jurisdictions.  And DBA handles it great.
 
In Alabama we have 66 counties and thousands of cities.   So we literally could have thousands  of jurisdictions.   Most all cities and counties collect their own tax, so each quarter I write scores of checks to little podunk cities, and scores more to the counties those little cities are in., and I remit monthly to the state.  We basically have 3 tax status: RESALE, MFGrepair parts, and LABOR ONLY (we rarely sell for finished consumption).  So for each jurisdiction there would be at least 3 status.  
 
TAX CODES
4  tax codes for the state                  We have 66 counties               and  1000s of cities    
Ala-Labor   0.0%                Shelby-Labor   .375%                  ----       Calera-labor    0%
Ala-Mfg   1.5%                    Shelby-MFG  .375%                    ----         Calera-MFG   1%
Ala-Resale      0.00   -         Shelby Resale  0.00                     -----   Calera  Resale 0% AlaReg   4.00% -                Bibb-labor     .00%       -  -    -   -             Leeds-labor   0%
                                            Bibb-MFG      .40%                    -----        Leeds-MFG   1.5%
                         .        Etc.  
 
Then I have at least one TAX GROUP for each customer.  Using suffixes to show status & delivery (because in Alabama the jurisdiction where the sell is received gets the tax)
 
So if I get a new customer i.e.      ACME,
 I go and set up 6 TAX GROUPS.                     And choose the tax codes that fit
ACME-01          01=labor only  will call         includes Ala  labor,  Jeff County  Labor  
ACME-11          11=labor only delivered        includes Ala  labor, Shel Labor  & Calera  
ACME-02          02=Resale   will call             includes Ala  Resale, Jeff County  
ACME-22          22=Resale  delivered            includes Ala Resale, Shel Resale & Calera  
ACME-03                     03=MFG delivered             includes Ala MFG, Shel MFG & Calera  
ACME-33                     33=Mfg will call                includes Ala MFG,  Jeff MFG  
 
And when a Sales Order is entered you simply F2 and look for ACME and the appropriate suffix.   If the Acmes invoice is for  $149.00 and breaks down  99.00 material and 50.00 labor.   Then I have the tax itemized on the bottom of the invoice   Ala Mfg tax  $1.49,   Shelby County tax  .37    and  city of Calera Mfg tax  .99
 
Then AR-K prints the report by TAX CODE. Caler-LAB thru Caler-RES showing only 1 invoice 109312 with Calera tax all quarter. But I still need to  tell the city of Calera that I had $50.00 labor only sales,  $00.00  RESALE sales, and  $99.00MFG sales. AR-K will show   So I write a 99cent check to the city of Calera (maybe my only sale in Calera that whole year)   My AR-K report for Shelby county will have scores of invoices itemized inlcuding  .37cents from invoice#109312 .    The AR-K report for Alabama will be for hundreds of dollars,  including 109312 with tax of  $1.49.      
 
I was recently audited and the audit folks were impressed with how I could specifically account for every sale,  AND THE BEST PART.... this is super easy for your sales order entry person.   The only snag is that  w/c  might change to    delivered     after the order is entered  but that is fixable.  
 
As far as using zipcodes         this would be a problem in Alabama.  We are in 35207,  part of 35207 is in the city of Birmingham, and part is not.    This is what DELL and other companies do, and we end up paying tax to the city of Birmingham,  but we get no city services, as we are in unincorporated Jefferson county,      
 
 
 
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« Last Edit: 02/15/05 at 13:07:21 by Laura  D. Oliver »  

Laura D. Oliver
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aricon
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Re: Sales Tax
Reply #4 - 02/15/05 at 11:21:35
 
Hmmm...apparently Laura has an inner "author" that is lurking around in her.... Grin
 
But seriously, well done Laura. Couldn't have set it up better myself.
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Lorne Rogers
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Laura  D. Oliver
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Re: Sales Tax
Reply #5 - 02/15/05 at 13:20:25
 
I was asked privately "isn't this a lot of work?"  
 
The only time consuming part is setting up your codes.  and I have added very few new ones in the last year.  
 
And doesn't everyone have to set up codes for each jurisdiction (locality) anyway?      I have heard that in California you only have to write 1 check a month and the state distributes it to the cities and counties,  but Im sure you have to tell the state how to distribute it to those little cities and counties.        
 
 
Tax Groups are created in a snap each time we add a new customer.    
 
So no, its now really that much upfront work, but the reports are great.  
I thought everybody did it this way?
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Laura D. Oliver
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David Waldmann
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Re: Sales Tax
Reply #6 - 02/16/05 at 05:30:21
 
No, not everyone does it that way. That's why I suggested Wildco move to Vermont. I have two tax codes (one for VT and one for "Shipped out of state) and no tax groups. Our sales tax form has the following lines:
 
Gross sales
Amount subject to use tax*
Add lines 1 & 2
Non-taxable sales
Balance subject to tax
Tax due (6% of line 5).
 
That's it. No additional documentation. Write the check and send it in. (it is, however, much more complicated than our payroll tax withheld form. That has only one line on it - "How much did you withhold?")
 
*items that we would have had to pay tax on, but didn't (like things purchased out of state that were shipped in, material taken from inventory that was purchased as tax-exempt but used for taxable purpose, etc).
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David N Waldmann
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wildco
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Re: Sales Tax
Reply #7 - 02/16/05 at 08:47:46
 
Thanks for the help everyone. I really appreciate it.
 
We got the sales tax half right... we set up tax groups for each jurisdiction and entered the appropriate tax group for the customers.
 
However, for our tax codes, we used one for each rate (i.e 8%, 7%, 7.5%, 8.25%, etc).  The only sales tax related report I can find prints out by tax code, not tax group.
 
Therefore, since I think (hope) all my data is contained in the sales tax group info, I was thinking that crystal could just pull in that info.  For 2005 we will change our structure to be as Laura indicated, but for 2004 I am stuck.
 
Thank you!
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Aaron

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aricon
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Re: Sales Tax
Reply #8 - 02/16/05 at 12:45:50
 
Wildco,
 
I would suggest using MS Access to do the data extract rather than Crystal. The reason being that in Access (since it is a database system itself) you can grab the data and create the queries that provide just the data that you want formatted the way you want and such and then produce your report(s) from there. And if you have at least ONE license of Office Pro, then you have Access. Since you paid for it, why not use it?  Grin
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Sincerely,

Lorne Rogers
President
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Phone: (780) 471-1430
Fax: (780) 471-4918
E-mail: lrogers@ariaconsulting.net
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wildco
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Re: Sales Tax
Reply #9 - 02/17/05 at 06:22:49
 
Lorne: That would assume that I actually know how to use access  Grin
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Aaron

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