Back to Month-End Accounting Guide
During month-end close, review the sales and use tax from customer orders. In RFMS, the month-end tax report options let you print tax due, post reviewed tax records, unpost tax records, and print tax history.
Accounting>File>Month End>Tax Reports
The Tax Reports menu includes four options:
| Option | Use to |
|---|---|
| Print Tax Due | Review unpaid tax records before posting them. |
| Print & Post Tax Due | Print the tax due report and mark the included tax records as paid. |
| Unpost Taxes | Reverse a prior tax posting when taxes were posted in error. |
| Print Tax History | Reprint or review previously posted tax records. |
Note: Use Print Tax Due first when reviewing tax records for the month. Do not use Print & Post Tax Due until you are ready to mark the included tax record as paid.
Use Print Tax Due to review unpaid tax records before you post them.
Run this report first during month-end tax review. It helps you check tax amounts before you mark tax records as paid.
Only tax records with an unpaid status are included. Depending on the type of sales activity for the month, RFMS may print several report sections, such as:
- sales tax;
- use tax;
- resale activity;
- tax-exempt activity.
Review the report for sales tax base, sales tax collected, sales tax due, use tax, resale activity, and tax-exempt activity as needed.
Use Print & Post Tax Due when you are ready to print the tax due report and mark the included tax records as paid.
Run Print Tax Due first. Review the tax information and confirm it is correct before you use Print & Post Tax Due.
Only unpaid tax records are included. After Print & Post Tax Due is completed, those records are marked as paid. They will not appear as unpaid on the next tax due report.
The dialog window includes the same report options used by Print Tax Due.
Use Unpost Taxes only when tax records were posted in error and need to be returned to unpaid status.
This option removes the paid status from tax records that were previously marked as paid by Print & Post Tax Due. RFMS uses the date entered when Print & Post Tax Due was originally run.
Unposting tax records can affect month-end tax review, tax history, and future tax due reports. Confirm the tax period and records before you continue.
If you are not sure whether taxes should be unposted, contact your accounting lead before making changes.
Use Print Tax History to review or reprint tax records that were previously posted.
This report prints taxes paid for the period you select. You must enter a beginning month and an ending month.
The report subtotals by city by default. You can also subtotal by state or county. You can print the report for one store, a group of stores, or all stores.
Use this report when:
- tax records no longer appear on Print Tax Due because they were already posted;
- you need to review tax activity for a prior period;
- you need to confirm what was included in a prior tax posting;
- you need supporting documentation for month-end close.
The dialog window includes the same report options used by Print Tax Due and Print & Post Tax Due.
The Print Tax Due, Print & Post Tax Due, and Print Tax History windows use the same report options.
| Option | Description |
|---|---|
| Month Taxes are Due | Select the month-end date for the taxes you are paying. This field defaults to one month before the current system date. For example, if you are paying November taxes, use 11/30/xx. |
| Stores | Select one or more store codes. Use Tag All to select all stores. |
| Combine Stores | Select this option to total selected stores together. |
| Subtotal By | The report subtotals by city by default. You can also subtotal by state or county. |
| Cost to Use for Use Tax | Select whether to use material net cost or gross cost for use tax. If you use net cost, you can also include material gross cost on the report. |
| Print Preview | Select this option to view the report on screen before printing. |
| Output CSV to | Select this option to export this report to a .csv file for viewing in Excel. |
Note: If you select Use Net Cost, the printed report will not cross-reference to the Job Cost Analysis Report.
Report Type
Store
Break 1
Break 2
Break 3
Invoice
Order Date
Delivery Date
Sales Tax Base
Sales Tax Collected
Sales Tax Estimated Due
Misc Tax Base
Misc Tax Collected
Misc Tax Estimated Due
Invoice Total
Gross Material Cost
Material Net Cost
Customer
Use Tax
NonTax Amount
Sold Zip
Ship Zip
Ship City
Ship County
Ship State
Proposed Tax Liability
Title- Proposed Tax Liability on Material ________ cost. Although the first report, sales tax, does not use the material cost in calculations, the option net or gross cost chosen will show in the title.
Invoice Number /Customer- details from the individual orders
Sales Tax Base - The amount the system will use to calculate taxes based upon the tax set in the store code or city list.
Sales Tax Collected - The sales tax on the customer order header.
Sales Tax Due - The tax due based on the sales tax methods set up in the store code or the city list.
Misc Tax Base- The amount the system will use to calculate taxes based upon the tax set in the store code or city list.
Misc Tax Due- The miscellaneous tax on the customer order header
Invoice Total- Invoice grand total regardless of what total tax is calculated against
Use Tax Report
Use Tax Report Shows:
Order Date: date order was entered
Invoice #: from customer invoice
Customer: from invoice
Del Date: Date order was job costed.
Material Cost: Net or Gross depending on option chosen
Invoice Total: Invoice grand total regardless of what total tax is calculated against
Use Tax: Calculated use tax due
Material Gross Cost: Optionally listed
Tax Exempt Deliveries
In order for the resale tax exempt report to display the material net for tax exempt for re-sale order the customer order must use a ship to city set to Use Tax. If the order does not have a ship to city the Store Code assigned must be set to Use Tax. If Sales Tax City or Store is used for a tax exempt customer the report will show zero cost.
Resale Deliveries
When posting all tax checks to the check register, they should be posted to the Sales Tax Payable account code. Then, when entering that figure at the time of Journal Close, the system will post it as a Sales Tax Expense.
If the report says Proposed then the Print and Post has not been completed.
Month-End Close Note
For month-end close, run Print Tax Due before finalizing tax review. After confirming the tax information, run Print & Post Tax Due only when you are ready to mark the tax records as paid.
Save or print the applicable tax reports with your month-end close documentation.
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