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DealerTeam

Control Tax settings Via the Account Record

How do we decide who to charge tax to and who doesn't get charged tax? 

It is a confusing question and one that used to be very complex to administer. This article will explain how DealerTeam decides when to charge Tax on Service Estimates, Service Repair Orders and Parts Invoices. In the end you will be able to configure the Accounts in your organization in order to make the collection of tax predictable for these objects.

First Some Background: 

On the Service Repair Order there is a Field called Tax Exempt at the Header level. If you check this box, it will not allow any tax to be accrued for any of the Job lines on your Repair Order. This does not change your location specific Tax Rules as far as Parts, Labor Or Misc. Charges. It simply allows them to process or not. There is a similar field on the Service Estimate and the Parts Invoice, and again the action of this check box is the Same. It overrides the tax rules you put in place for your location.

TE2.jpg

In order to have this Check box automatically update based on the Account that you are selling to you can now update the Account record. Navigate to your account record, Here is an example of a Business Account:TE 1.jpg

You will notice that the Tax exempt check box is blank for this Account. So any Invoices that you prepare for this account will follow the Default setting for that field ( in standard DealerTeam this not set to Tax Exempt by default ) If you update your account to be of a tax exempt type any Service Repair Orders or Parts Invoices that you create will have the Tax exempt field set to checked on the resulting invoices. You can manually change them after creation if for some reason you need to collect tax on a specific invoice. 

Some other things to consider:

  • If you are not seeing the Tax Exempt Fields Check your FLS settings for the related Object/Field.
  • If you want all of the invoice types to show one way or the other, you can change the default value for the field through Object Manager.
  • we recommend that you create a Validation rule or some other logic check on the Tax Exempt field for the account that requires you to record the Tax ID number that grants that account tax exempt status.
  • Remember you can store Attachments such as a scan of a Tax exempt form on the Account record for easy access.