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Set up sales tax in QuickBooks Desktop

by Intuit•1• Updated 2 months ago

You may be required to collect taxes for certain goods and services you offer. QuickBooks helps you keep an accurate record of these taxes so you can easily monitor and remit them to the appropriate tax collecting agency.

This article is part of a series on Sales Tax. It covers the usual sales tax workflow in QuickBooks Desktop.

It also helps you complete other sales tax-related tasks.

If you encounter problems while working on your sales tax, see Resolve common sales tax issues.

Sales tax group

Set up sales tax group for multiple sales tax items that appear on the same sales transaction. When you set up a sales tax group, you can track and report sales taxes individually although they show as a single line item on your invoices and sales receipts.

From the Type dropdown, choose Sales Tax Group.
On the Group Name/Numberfield, type your preferred name for the tax item group. Further information can be entered in the Description field.
Enter each sales tax that you need to include in the group. If the tax item is not set up yet, select Add New, then follow the steps in creating a tax item.
Select OK.

Assign sales tax codes. Sales tax codes help you track taxable and non-taxable sales and/or customers. Setting up and assigning the correct sales tax code allows you to run a report that divides the total taxable and non-taxable sales. When you turn on sales tax in QuickBooks, two tax codes are automatically created: TAX (taxable) and NON (non-taxable). TAX is used for items and customers that you need to collect tax for. NON is used for items and customers that are exempted from tax such as non-profit organizations, out-of state sales, or items that your customers will resell.

Set up the non-taxable status of an item

Go to the Lists menu, then select Item List.
On the Item List window, select Item then New (or Edit Item).
From the tax code dropdown, choose Non Taxable Sales (or Non Taxable Labour).

Set up the non-taxable status of a customer

Go to the Customers menu, then select Customer Centre.
Right-click the customer name you need to set up as non-exempt, then select Edit Customer:job.
Note: If the customer is not set up yet, select New Customer & Job > New Customer.
On the Edit customer screen, go to the Sales Tax Settings tab.
From the Tax Codedropdown, choose Non-Taxable Sales (or Service). On theResale No. field, enter the customer’s resale certification no.
Select OK.

Create specific tax codes

If you want to create a tax code specific to your business needs, select the Tax Code dropdown then choose Add New. Other non-taxable codes that you can use are the following:

Sales tax code	When to use
OOS	OUT-OF-STATE SALES. Many states do not charge sales tax for out-of-state sales. You might assign this sales tax code to a customer who has bought your product from your company catalogue, but lives in another state. Many QuickBooks company files already include this non-taxable sales tax code.
LBR	LABOUR. In many states, labour services are not taxed, so you might assign LBR to a service item. Some QuickBooks company files already include this non-taxable sales tax code.
NPO	NON-PROFIT ORGANIZATIONS. Such organizations are not charged sales tax, even if the products and services you sell are taxable. NPO would be assigned to a customer.
GOV	GOV. Sales to government offices, which are not taxed.
WHL	WHOLESALERS. Customers who are simply reselling the goods they buy from you.
RSL	RESELLERS. Customers who are reselling the products they buy from you or who are using your products to create a product of their own, which they then sell.

Set the Sales tax basis (Accrual or Cash). Take into account your company’s accounting an preference.
Set up your preference for paying the sales tax (Monthly, Quarterly, Annually).
Select OK.

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