Tax Setup

Pathway: Setup > Accounting > Tax

Tax Setup identifies the taxes (City, State, Franchise, etc) that are applicable to accounts. Taxes added here are not individually assigned to accounts/sites and must be added to a Tax Region for application.

Field Descriptions

Fields	Descriptions
ID	The unique ID for the Tax.
Name	The Name of the Tax.
Type	The tax type used for calculations during billing. Taxes can be a percentage, flat rate or per unit rate.
GL Account	The GL Account that the tax is tracked under. This is selected from a list of available GL accounts. For more information, check out GL Account Setup and GL Segmentation Setup
Level	The level the tax is identified with. Franchise Fee Tax Tax (on Tax)
Taxable	Controls if the tax will be applied.
Admin Area	The state administration that this tax applies too.
Tax Authority Type	The geographic or administrative regions the tax is specific to.
Tax Authority Code	The code that is used by the Tax Region for tax verification purposes.

Add/Edit a Tax

Follow the simple process outlined here to create a new tax or modify an existing one.

To Add

Click the green + icon to open the Create Tax popup.
Enter the Required fields:
1. A unique ID to identify the tax.
2. A descriptive Name for the tax.
Check the Default values and change, if needed.
Complete additional fields based on your company's tax setup requirements.
Click Save when finished.

To Edit

Double click on the Tax row to open the Update Tax editor.
Make changes, as needed. The system auto-saves as values are changed.

Apply Tax to a Tax Region

Creating a Tax does not actually cause it to be applied to anything. Once created, the tax must be added to a tax region for it to be applied. This required next step is critical for taxes to be included when an account/site is billed.

Pathway: Setup > Accounting > Tax Region

The Tax Region Setup screen defines geographic areas where specific tax sets apply. When a tax region is assigned to an account or site, the associated taxes are automatically applied during billing. A Tax Region may have one or more applicable tax rates. These are applied in the lower grid and is where the Taxes set up in the Tax Setup screen come into play.

When adding a new Tax Rate, the tax options provided in the Tax field are those created in the Tax Setup screen. Detailed information including setup can be reviewed here: Tax Region Setup.

Permission

The following permission is required to view and edit in the Tax Setup screen:

Permission ID	Permission Name
22	Setup \ Accounting

Database Query Mapping

Pathway: Database > Database Query

To explore how taxes are defined and applied, you should primarily query the Tax Details entity. Here is the breakdown of the specific entities and fields that will give you this visibility.

Entity: Tax Details - for auditing how taxes are calculated. It allows you to see the "why" behind the tax amounts on an invoice.

Tax Authority Type Name the different "levels" of tax (e.g., State, County, City, or Special District)
Tax Name the specific name of the tax
Taxablerevenue the portion of the invoice that was subject to tax
Taxexempt a flag that tells you if a specific line item or site was treated as non-taxable
Taxes the actual dollar amount of tax calculated for that specific authority
Tax Authority Code the specific ID used for reporting to government agencies

When using the Tax Details entity, you can join it to the Revenue enitity (using Invoiceid) or Accounts and Sites (using Accountid) to see which specific services or customer types are driving your tax liabilities. This is the best way to audit if your "Commercial" vs "Residential" tax rules are being applied correctly.

Entity: Accounts and Sites - for customer tax setup and exemptions

Site Tax Region Name the tax jurisdiction assigned to the physical service location
Site Tax Exempt Id / Site Tax Exempt Reason the legal reason why a customer isn't paying taxes

Tax Region Setup