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Desktop_Rookie
Level 2

Sales Tax Liability

I've printed my sales tax liability report for the quarter and noticed that the total does not match what I filed with the state. Is there a way to use the audit trail feature to narrow down what invoices were changed in that quarter?

6 Comments
ChristieAnn
QuickBooks Team

Sales Tax Liability

Hi there, Desktop_Rookie.

 

The sales tax liability report updates if there are any changes made to your sales transactions.

 

Yes, you can use the audit trail to check what invoices were changed in the said quarter. This way, you'll be able to make any changes to the invoices to match the total sales tax amount from the report and to what you've already filed. However, this will not make any changes to what you filed with the state. You may need to amend the return to make some corrections on the previously filed form.

 

Here's how to use the Audit trail:

 

  1. Click the Reports menu at the top.
  2. Choose Accountant and Taxes
  3. Select the Audit trail. From there, find the invoices that were modified for that particular quarter.
  4. If you want to change that invoice, you can double click the transaction to expand the page. Then, make any changes from there.
  5. Hit Save.

 

After that, if everything is good and you'll still see that sales tax liability report and what you've filed doesn't match, I suggest running the Verify and Rebuild tool in QuickBooks Desktop. This will help us identify the common data problem within your company file. And, these are built-in tools used to validate whether your file is in good shape and fix common issues.

 

Before doing so, let's secure a backup of your company file before performing the troubleshooting steps.

 

After that, Here's how to Verify:

 

  1. Select Window then Close All.
  2. Select File then choose Utilities.
  3. Click Verify Data.
  4. If QuickBooks detected no problems with your data," no further action is needed.
  5. A specific error message, there may already be an article for it. Try searching for it in our QuickBooks Desktop support site for specific instructions.

 

If there is data damage in the file, run the Rebuild Data Utilities to correct the problem. Please follow the step below.

 

  1. Go to File.
  2. Hover over Utilities, then select Rebuild Data.
  3. You'll receive a message to back up your company file, hit OK. This will ensure that you have a secured copy of your company file.
  4. Choose a place to save your backup.
  5. Once the backup is finished, the Rebuild Data utility will start.
  6. When you receive the message, "Rebuild has completed," then press OK.

 

For additional information, you can check this article: Verify and Rebuild Data in QuickBooks Desktop. This provides an overview of how to check for the remaining data damage issue.

 

Please check this article to see steps on how to troubleshoot issues or unexpected results you may encounter while managing your sales tax in QuickBooks Desktop: How to resolve common sales tax issues.

 

I'm always here to help if you have any other concerns or questions. Just tag my name in the comment section and I'll get back to you as soon as I can.

Desktop_Rookie
Level 2

Sales Tax Liability

Thank you for your reply, but I read this solution previously and this did not apply to my situation.  So it brings me back to the original question. Is there a way to use the audit trail feature to narrow down what invoices were changed in that quarter?

ReyJohn_D
Moderator

Sales Tax Liability

Thanks for getting back to us, @Desktop_Rookie.

 

Yes, there's a way to use the audit trail to locate the invoices that were changed for a specific quarter in QuickBooks Desktop (QBDT). You can run the Audit Trail report and then manually check the invoices that were modified for that quarter. Here's how:

 

  1. Let's go to the Reports menu then choose Accountant and Taxes.
  2. Click Audit Trail then manually locate the invoices that were modified for that particular quarter.

You'll also want to check out the updated answers given by my colleague above for more information about running the Audit Trail report.

If you'd like to personalize the details and formats for your reports, you're able to customize it in QuickBooks Desktop. For the details on how to do the trick, please refer to this awesome article: How to customize my reports in QBDT?.

 

Hit the Reply button if you have more questions about managing your reports and invoices in QBDT. I'll be always here to help. Stay safe and take care, @Desktop_Rookie.

Desktop_Rookie
Level 2

Sales Tax Liability

Can I customize it by narrowing it down to invoices only?

 

ReyJohn_D
Moderator

Sales Tax Liability

I'm glad to see you again in the Community, @Desktop_Rookie.

 

We're unable to customize the audit trail report to show only specific invoices that were modified for a certain quarter. However, you can choose a date in the Entered/Last modified drop-down ▼ to narrow down your search. This way, you can easily find the invoices that were changed. I'll guide you how:

 

  1. Let's go again to the Reports menu then choose Accounts and Taxes.
  2. Click Audit Trail then select a date in the Date Entered /Last Modified drop-down  
  3. Locate the invoices that were changed using the info.

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Also, you're able to personalize the formats and info for your reports in QuickBooks Desktop. Feel free to check out this handy article for the steps: How to customize my reports in QBDT?.

 

I'm always here to help you in case you have more questions about managing your reports and invoices in QBDT. Just leave a comment below and I'll get back to you. Take care and have a pleasant day, @Desktop_Rookie.

Desktop_Rookie
Level 2

Sales Tax Liability

I want to thank everyone for your help.  None of the solutions helped me because I'm trying to find a transaction or more not knowing what it is, how much nor when it was done.  I really wish QB had a better way to track changes.

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