Showing results for 
Search instead for 
Did you mean: 
Level 2

NY Sales tax tracking and reporting

I have set up expense accounts for all of the tax counties I do business within NY.  When purchasing supplies, and they are taxable sales, I always enter the bill with materials cost and the taxes paid separately for that county.  This way I can track the credit for sales tax paid.  When the time arrives for filing a return they ask for supporting documents for the credit I request.  What is the best report to show all bill items ( Mat , Tax Pd, TTL invoice, Customer, Vendor, ect... ) for these transactions ?

QuickBooks Team

NY Sales tax tracking and reporting

Happy to  have you here on the Community page, @Mend1995.


QuickBooks Desktop is compliant to the IRS thus tracking sales taxes for purchases is currently unavailable. In your case, you can the Custom Transaction Detail Report, then customize the account to the expense account/s you've set up for sales tax.


Here's how to run the report:


  1. Select Custom Reports from the Reports tab.
  2. Click on Transaction Detail.
  3. Go to the Display column under the Modify Report: Custom Transaction Detail Report window.
  4. Add the Account column under the Columns section.
  5. Go to the Filters column, then click on Account.
  6. Choose Multiple accounts, then add the expense accounts created for sales tax. Or, select the expense account you want to add.
  7. Hit OK twice.

b6 1.PNG b6 2.PNG b6 3.PNG b6 4.PNG b6 5.PNG


For additional reference about running and customizing reports in QuickBooks Desktop, check out this article: Understand reports.


Let me know if you have any other questions. I'm always here to help. Have a good day!

Level 2

NY Sales tax tracking and reporting

Thank you, but if you look at the requirements I attached they also need the invoice total with labor and materials breakout.  Is there a way to include these by invoice and not by account ?  


NY Sales tax tracking and reporting

You can filter it by invoices instead, Mend1995.


On step number five provided by my colleague above, you can select TransactionType on the Filters column. Then, select Invoice under the Transaction Type dropdown. Click OK to run the report.


Check out these article about report customization in QuickBooks Desktop:

I'll be here if you need anything else.

Level 2

NY Sales tax tracking and reporting

Huh, doesnt show invoice detail.  This is still not all the info requested on my attachment.  Maybe QB is not capable of getting all this pertinent info on one report ?  Were you able to d/l the screenshot I attached ?


NY Sales tax tracking and reporting

Yes, I have viewed the the attachment, Mend1995.


It seems that you'll need to combine multiple reports to get your desired data. To do that, you'll want to export the reports to Excel and manually combine them.


Here's how:

  1. Go to the Reports menu and select Reports Center.
  2. Find and open any report.
  3. Select the Excel on the toolbar.
  4. When you’re ready to export, select OK. To open the report in Excel, you can also select Export.

Check this article for more information: Export reports as Excel workbooks in QuickBooks Desktop.


Stay in touch if you need further assistance.

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up