Tax Codes Dialog Box

Use this dialog box to change the tax amount in the Total Tax Amount field on the AP Vouchers, AP Disbursements, Cash Disbursements, or Employee Expenses forms in Transaction Entry and on the Expense Report form in Time & Expense.

This dialog box applies only if you use the Tax Auditing feature that is turned on in Configuration > Accounting > Company Settings > Tax Auditing tab.

This dialog box prefills with the calculated tax amounts and the default tax codes that were used to calculate the taxes for the transaction or expense report item.

On the Tax Codes dialog box, you can insert new tax codes or delete the existing tax codes with which the taxes were calculated. You can also change the calculated amounts for a tax code.

Whether or not you can change the tax codes or tax amount on the Tax Codes dialog box when it opens in Expense Reports in Time & Expense is controlled by the Allow staff users to change tax codes and Allow staff users to change tax amounts check boxes in Expense Categories Configuration (on the Expense Categories dialog box from the Expense Categories form in Configuration > Time & Expense > Expense Categories).

Location

To display the Tax Codes dialog box for cash disbursements in Transaction Entry, complete the following steps:

1. From the Navigation menu, click Transaction Center > Transaction Entry.
2. On the Transactions tab of the Transaction Entry form, select Cash Disbursements in the Transaction Type field.
3. Select an existing cash disbursement file in the transaction file list and click Open, or click New to create a new transaction file, complete the information on the New File dialog box, and click OK.
4. In the cash disbursements grid on the Cash Disbursements form, click the hyperlink in the Total Tax Amount field.

Contents

Tax Codes Grid Toolbar Options

Field	Description
Tax Codes Drop-Down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Insert	Click this option to insert a blank row in the grid. Then enter a tax code with which to calculate a tax amount.
Delete	Select a row in the grid (tax code) to delete from the tax calculation. Then click this option to delete it.

Tax Codes Grid Fields

Field	Description
Tax Code	This column prefills with the default tax codes that were used to calculate the tax amount in the Total Tax Amount field on the transaction entry form or Expense Report form. Use the drop-down list in this field to change the tax code or add a new tax code after you click the Insert toolbar option. You can enter multiple tax codes in this grid for calculating taxes. However, you cannot add the same tax code more than once. Prefilled Tax Codes If you are accessing this dialog box in Transaction Entry, the tax codes that prefill in the Tax Code field in the Tax Codes grid are based on the default tax codes from the New File dialog box, the vendor default tax codes if the transaction is an Accounts Payable voucher or disbursement, and default tax codes in Expense Codes Configuration if the transaction is an employee expense. If you are accessing this dialog box on the Expense Report form in Time & Expense, the tax codes that prefill in the Tax Code field in the Tax Codes grid are based on the default tax codes from the expense category that is entered for the expense item, or the default tax codes from the Tax Auditing tab in Accounting Company Configuration. Tax Codes in the Drop-Down List The drop-down list in the Tax Code field includes tax codes that have been set up on the Tax Codes tab in Configuration > Accounting > Taxes with an Active status. If you are accessing the Tax Codes dialog box in Transaction Entry, the taxes in the drop-down list have the Transaction Entry check box selected in the Inputs section on the Tax Codes tab in Taxes Configuration. The tax codes can also have other check boxes selected in the Inputs section and any of the check boxes selected in the Outputs section on the Tax Codes tab selected. Taxes with check boxes selected only in the Output section are not included in the drop-down list. If you are accessing the Tax Codes dialog box on the Expense Report form in Time & Expense, the taxes in the drop-down list have the Employee Expenses check box selected in the Inputs section on the Tax Codes tab in Taxes Configuration. The tax codes can also have other check boxes selected in the Inputs section and any of the check boxes selected in the Outputs section on the Tax Codes tab selected. Taxes with check boxes selected only in the Output section are not included in the drop-down list. Tax Regions The following information about tax regions applies to the Tax Code field when you open the Tax Codes dialog box in AP Voucher or AP Disbursement Transaction Entry: If you use tax regions, the Tax Code drop-down list includes only the tax codes that apply for the vendor's specific address that you select for the transaction. The tax codes that apply are based on the tax country that you enter for the vendor's specific address in the Vendor Info Center and the tax region that is entered for each tax code in Taxes Configuration. You set up tax regions in Accounting Company Settings Configuration and associate them with countries. For more information about tax regions and the required configuration, see the "Tax Regions Overview" topic. When no tax country is entered for a vendor's address, all tax codes display in the Tax Code drop-down lists in AP voucher entry and AP disbursements entry. When a vendor has a tax country that is not associated with any tax region on the Tax Auditing tab in Accounting Company Settings, then only the tax codes that have no region assigned on the Tax Auditing tab display in the Tax Code drop-down list on this dialog box in AP voucher entry and AP disbursements entry.
Description	This column prefills with the description of the tax code. The description is retrieved from Taxes Configuration in Configuration > Accounting > Taxes.
Tax Amount	This column prefills with the tax calculation that is based on the tax code and the Net Amount or Amount that is entered on the transaction entry form or Expense Report form.
Sum Bar	The sum of all the taxes calculated on the Tax Codes dialog box displays on the bar below the tax codes grid, below the Tax Amount column. This total amount prefills in the Total Tax Amount field in the grid on the transaction entry form or Expense Report form when you click OK in this dialog box.

Button

Field	Description
OK	After you complete the entries on this dialog box, click this button to return to the transaction entry form. The total amount from the Sum Bar prefills in the Total Tax Amount field in the grid on the transaction entry form or Expense Report form.