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Level 1

How do I correct the mapping of the sales tax item to the correct account in the Chart of Accounts?

My client has an account called "Board of Equalization Payable" that really should be called "Sales Tax Payable." I want to have all sales tax items pointing to the "Sales Tax Payable" account. I can't seem to be able to merge the two accounts into "Sales Tax Payable." I can't find where to edit the sales tax items for remapping. It's not like QB desktop and as usual, QBO is incredibly aggrevating. How do I fix this in QBO?

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Best answer 10-15-2018

Accepted Solutions
Level 15

create a new sales tax item and use it - delete/inactivat...

create a new sales tax item and use it - delete/inactivate the old one

When you use pay sales tax with the old agency still having a payable amount, use sales tax adjust as an increase, and use that BOE account as the adjustment account - if that BOE account is not included in sales tax payable

View solution in original post

17 Comments
Level 15

create a new sales tax item and use it - delete/inactivat...

create a new sales tax item and use it - delete/inactivate the old one

When you use pay sales tax with the old agency still having a payable amount, use sales tax adjust as an increase, and use that BOE account as the adjustment account - if that BOE account is not included in sales tax payable

View solution in original post

Level 2

I can certainly create a new sales tax item. The problem...

I can certainly create a new sales tax item. The problem is that there are four sales tax items created by the client. Since I can't see the mapping of those items to the COA, I cannot distinguish which sales tax item(s) is/are mapped to the Board of Equalization Payable account and which is/are mapped to the Sales Tax Payable account. If I delete those sales tax items, I expect that this will "break" the link to the sales tax amounts in either of the accounts or delete the liabilities. Also, when I try to create a new sales tax item, it doesn't show me the mapping to the liability account so how do I resolve that? (Did I mention that QBO is aggrevating at the most elementary level?)
Level 15

Sales tax items do not have an optional mapping, they all...

Sales tax items do not have an optional mapping, they all default to sales tax payable.
There has to be an item in products & services that map to that account.  Run a report on that account and drill down on a transaction, that should show you the items being used
Level 2

They "should" all default to sales tax payable. The probl...

They "should" all default to sales tax payable. The problem is there are two sales tax payable accounts, and I have no easy, quick way of determining which Item is pointing to which sales tax liability account. And it is impossible to correct the mapping of existing sales tax Items. A true pain! The only work-around is to go through all the Items, determine which are pointing to the worng liability account, creating new, replacement Items, going to the invoice where the old Item is, update the invoice with the new Item, and when I have addressed all the "bad" Items/invoices, I can then inactivate the "bad" sales tax account. How awful!!
Level 2

If anyone has a better solution for this madness, please...

If anyone has a better solution for this madness, please share.
Level 1

This has only been a problem for over a decade, so I'm su...

This has only been a problem for over a decade, so I'm sure they'll get right on it...
Level 1

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Accounts?

Thanks for this thread!  I’m having trouble with a client’s sales tax tracking too.  This thread made me feel like less of an idiot, QBO isn’t very intuitive and doesn’t mirror their desktop enough.

Level 1

Re: They "should" all default to sales tax payable. The probl...

Did you ever get an answer to your question?  My client is trying and has "sort of" set up a sales tax liability account for several states, but I can't figure out how to track which sales/invoice/customer is set up for a particular liability account.  And, the Automated Sales Tax Center has added confusion to my search for an answer. :( 

QuickBooks Team

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

Greetings, @KHMills.

 

I’d like to have this opportunity to share how you can map your sales tax payments to the Sales Tax Payable account in your Chart of Accounts.

 

With QuickBooks Online, regardless of how many State Tax agency you will direct your sales tax payments you can connect it to one account in the Chart of Accounts. Since you’re seeing two Sales Tax Payable account, you can modify the accounts listed on your Chart of Accounts by adding, deleting, renaming accounts or merging sub-accounts with parent account. 

 

First, decide which between the two accounts would you set up as the parent account. Once done, you can proceed with merging the sub-accounts. 

 

Here’s how:

  1. Go to the Gear icon.
  2. Select Chart of Accounts.
  3. In the Chart of Accounts window, look for the second Sales Tax Payable account.
  4. Click the Action drop-down arrow, choose Edit.
  5. Review the details of the account
  6. Make sure to put a check mark on Is a sub-account.
  7. Click the drop-down arrow, 
  8. Choose Account and Detail Type.
  9. Choose the parent which you’ve created first.
  10. Hit Save and Close

That should do it! Once completed, you need not to worry about the Sales tax payments recorded on each accounts since it will be merged. Thus, there's no need to manually re-mapped it.

 

Fill me in if you have other questions about recording your Sales Tax payments in one account in your Chart of Accounts. I’m always here to help.

Level 2

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

But it won't let me merge certain accounts. 

When I try to merge a Sales Tax account created by a user with a Sales Tax account created by QBO I get an error message that the the detail type needs to match. 

Can't merge accounts.PNG

 

 

But Sales Tax accounts created by QBO have 2 "Sales Tax Payable" options for the detail type.

 2019-05-09_LI.jpg

If you try to change from one "Sales Tax Payable" to the other, you get an error message that you can't change this for accounts used to track sales tax.

Can't change detail type.PNG

QuickBooks Team

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

Hello there, @Katerina_.

 

I'm here to join the thread and help share a little more information about merging accounts in QuickBooks Online (QBO).

 

Yes, accounts can only be merge if they have the same type. QBO creates some accounts for the company by default and creates other special accounts when certain features are turned on in the settings. You can't modify or delete these accounts.

 

Since QBO created the Sales Tax account, you can't modify or change the detail type of this account.

 

For more information about merging accounts, you can check this article: How to merge accounts, customers, and vendors.

 

In addition, you may also check this article for more information about managing default and special accounts in the chart of accounts: How to manage default and special accounts in the Chart of Accounts.

 

I'll be always here to help you if you have any other questions about managing accounts in the Chart of Accounts, just add a comment below. Wishing you the best!

Level 2

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

So there's no real way for me to get rid of multiple and redundant Sales Tax accounts 

QuickBooks Team

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

Hello there, @Katerina_.

 

Let me help walk you through on how to inactivate the duplicate accounts in your chart of accounts.

 

Here's how:

  1. Go to the Accounting menu.
  2. Select Chart of Accounts.
  3. Click the arrow beside View Register.
  4. Choose Make inactive (see the screenshot below).
  5. Click Yes to confirm.

image.png

 

You can put a specific symbol or set of letters before the account name. This will denote that the account is inactive.

 

For additional insights, you may check these articles:

Fill me in if you have other questions about managing your accounts in the Chart of Accounts. I'm just a post away.

Level 2

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

Thanks for the reply, but my main problem is that I have balances (from year back, like 2008. They have all been paid, but the prior accountant failed to record this properly) in both these ST accounts, I can't just delete them. I was hoping to merge all them so I would at least have only one "dump" account. 

Moderator

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

Hello there, Katerina_.

 

Thank you for giving us feedback with regards to your experience. I want you to know that your voice matters, so rest assured, your thoughts about merging Sales Tax Payable accounts in QuickBooks is heard and appreciated. 

 

Since the option to merge or delete the Sales Tax Payable account is currently unavailable, I recommend editing the name instead. This way you can identify the main and secondary account you'll be using to report sales tax for every transaction.

 

Here's how:

  1. From the left menu, select Accounting and choose Chart of Accounts.
  2. Locate the Sales Tax Payable account in the list.
  3. From the ACTION column drop-down menu, select Edit.
  4. In the Account dialog, update the Name.
  5. Click Save and Close.

Capture 1.PNG

Capture 2.PNG

You can also visit the QuickBooks Blog site to see the latest product enhancements. We send out newsletters each month to keep our customers updated with what’s new about the application, and you’ll also get some tips on how to manage the business using QBO.

 

Please know that I'm just a post away if you need any additional assistance. I'd be pleased to help you out. Take care and have a good one.

Level 2

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

This isn't really helping the main issue but thanks. 

Level 1

Re: How do I correct the mapping of the sales tax item to the correct account in the Chart of Acc...

So here's what I did.  I took the accounts that I wanted to merge and made them sub-accounts of my Sales Tax Payable account.  Then I renamed the accounts that I wanted to merge to Sales Tax Payable.  I had 8 different accounts and they all merged no problem.

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