Tax details—Advanced Tax

Tax details describe specific types of tax that apply to line items. When Sage Intacct calculates taxes, the tax schedule map applies tax details to taxable lines in transactions.

To view your list of tax details, go to Accounts Receivable, Order Entry, or Purchasing > Setup > Tax, and click Details. From the list, you can add, edit, and view a tax detail.

Where are tax details shared?

The Accounts Receivable and Order Entry applications share the same set of tax details, but Purchasing does not.

This means that tax details created in Accounts Receivable or Order Entry can be used in either application. Tax details created in Purchasing can only be used in Purchasing.

Add a tax detail

When you add a tax detail, you can specify not only a tax rate, but also other characteristics such as a taxable range, a minimum and maximum tax amount, and the authority for whom you are collecting taxes (such as the City of San Jose).

For more detailed information on each field, see the field descriptions.

To add a tax detail:

1. From the Tax Details list, click Add.
2. In Detail ID, enter a name for the tax detail.
3. In Description, enter a description of the tax detail. This description appears on the Subtotals section when Show expanded tax details is selected in the transaction definition, allowing you to see all the taxes applied to the line items in the transaction.
4. If an item is taxed only if its cost exceeds a specific threshold, enter that amount in Minimum taxable amount. Likewise, if an item stops being taxed if its cost exceeds an upper threshold, enter that amount in Maximum taxable amount.
5. From the Include in taxable amount dropdown list, choose one of the following:
   • Full amount: include the cost from zero up to the maximum taxable amount.
   • Amount within range: include the amount between the minimum and maximum taxable amount.
6. In Percent, enter the tax rate. For example, enter 5 to apply a tax of 5%.
7. In Minimum tax and Maximum tax, if an item has a fixed minimum or maximum tax, regardless of amount, enter those amounts.
8. In the GL account dropdown list, select the general ledger account to which this tax is to be assigned.
   When Advanced Tax is enabled for both the Accounts Receivable and Order Entry applications, the tax details are shared between the applications. The Accounts Receivable application uses account labels for tax computations and not GL accounts. The Order Entry application only uses GL accounts because it does not have account labels. Whether you access this page through Order Entry or Accounts Receivable, the page shows the account label for Accounts Receivable.

   The Account label field appears only if Advanced Tax is enabled in Accounts Receivable. Both the GL account field and Account label field must reference the same general ledger account number. In other words, if you selected an account label already, choose the GL account that's used by this account label. If you select the GL account first, then select an account label that references that GL account.

9. In the Account label dropdown list, select the account label for the general ledger account you selected in the GL account dropdown list.
10. From the Tax authority dropdown list, select the tax authority to which this tax belongs.
11. Click Save to create the tax detail record.

Edit a tax detail

For system-generated tax details, you can only change the GL account.

To edit a tax detail:

1. From the Tax Details list, click Edit next to a tax detail.

2. Modify information as needed on the record.

3. Save your changes.

Delete a tax detail

You can delete user-created tax details that are no longer needed. Deleting a tax record removes it from Intacct so that it can't be recovered.

To delete a tax detail:

1. From the Tax Details list, click Delete next to a tax detail.
2. Click OK on the delete confirmation pop-up.

Export and import tax information

You can export anything that you can display in the Tax Authorities, Tax Details, Tax Schedules and Tax Schedule Maps lists to a CSV file. This allows you to precisely control what gets exported, including the columns of data, display and sort order, and the list of the tax information that's included. After exported, you can update and change the information in the CSV file and then import your changes into Intacct.

The export and import process:

1. Create a new view.
2. Export the view to CSV file.
3. Make updates and edits to the exported CSV file.
4. Import the updated CSV file.

Create a new view

To control what gets exported, you can create a custom view of a tax information list that includes just the data you want to see.

To create an export view for Tax Authorities:

1. Go to Accounts Receivable, Order Entry, or Purchasing > Setup > Tax and select Authorities.
2. Locate the Manage views dropdown menu at the top of the Tax Authority list, and choose Create New View.
3. On Step 1 of the Create New View wizard, select the columns of data you want to include.
   Intacct recommends including the fields that are in the Tax Authority CSV template: Name, Description, Supplier, and Parent Authority. For the other tax templates, you can either include all the fields in each template, or just the required fields. The required fields are indicated in the individual CSV templates.
4. Make other changes as needed.
5. Select Save.

Export the new view

After you've created a new view for the Tax Authority information you want to export, you export the information as a CSV file.

1. If you haven't already done so, choose the list view that includes the data you want to export.
   • At the top of the Tax Authorities list, select the All dropdown menu and then choose the name of the view that you previously created.
   • If you don't select a view before exporting the list, your export file will include the list of authorities and columns that you currently see in the Tax Authorities list.
2. Export the list as a CSV file from the Export dropdown menu at the top of the Tax Authorities list. Save the file to your computer.

Update the CSV file

After you've exported your existing Tax Authority information, you can edit the resulting CSV file with new information, and then import your changes.

1. Open the CSV file in a spreadsheet application.

2. Update the spreadsheet.

   • You can add new Tax Authorities. If the Tax Authority that you specify doesn't already exist in Intacct, a new Tax Authority record will be created.
   • Be sure to include required fields in your CSV file. If you do not included fields of information that are required, the import can fail.
   • Be sure to change the labels in the header row for each column so they match the labels in the header row of the current import template.

     To download the current import template:

     1. At the top of the Tax Authorities list, select Import. The Import dialog box appears.
     2. Select the Download template link.

     The first row in the template is the header row, and the second row contains descriptions of the kinds of data to enter for the column.

3. When you're finished, save the spreadsheet in CSV format.

Import your changes

1. Select the Import button at the top right of the Tax Authorities list.

2. In the Import Company Information dialog, set the following and select Import:

   Import Company Information: options

   Import file option descriptions

   Option	Description
   Browse	Use the Browse button to locate and select the CSV file you want to import.
   Date format	When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.
   File encoding	Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.
   Process offline	Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox. Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.
   Email results to this address	Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,). Sage Intacct highly recommends entering an email address.

Field descriptions

The following table describes each item in the Tax detail information page.

Tax detail information page field descriptions

Field	Description
Detail ID	Name of the tax detail. You can't change the name after you have saved the tax authority. For example, you might enter "San Francisco Local."
Description	A description of this tax detail. For example, you might enter "General city tax." In an Order Entry or Purchasing transaction, this description appears in the Subtotals section if Show expanded tax details is selected in the transaction definition, allowing you to see all the taxes applied to the line items in the transaction.
Minimum taxable amount	The threshold at which tax begins to be applied to a line item amount in a transaction. If the amount of a line item is at or below this value, tax is not applied. For example, if the value of this field is £200, no tax is calculated when the line item amount is £200 or less.
Maximum taxable amount	The threshold at which tax stops being applied to a line item amount in a transaction. Tax is applied to line item amounts up to this value, but not on any amount over this value. For example, if the value of this field is £3,000, and the line amount is £4,000, tax is calculated only on £3,000 and not on the extra £1,000.
Include in taxable amount	The range to include in the taxable amount: Full amount: Include the cost from zero up to the maximum taxable amount. Amount within range: Include the amount between the minimum and maximum taxable amount.
Percent	The tax rate. For example, enter 5.75 to apply a tax rate of 5.75%. Tax rate percentages for tax details are limited to three decimal places.
Minimum tax	The least amount of tax that will be applied. If the calculated tax is below this amount, this amount is applied.
Maximum tax	The most amount of tax that will be applied. If the calculated tax exceeds this amount, this amount is applied.
GL account	The general ledger account to which this tax is to be assigned.
Account label	This field appears only if Advanced Tax schedules are enabled in the Accounts Receivable application. Both the Account label field and the GL account field must reference the same general ledger account number. In other words, if you selected an account label already, select the GL account that's used by this account label. If you selected the GL account first, then select an account label that references that GL account.
Tax authority	The tax authority to which this tax belongs.
Status	Indicates whether this tax detail is active or inactive. It's used to add tax if it's active.