{"id":8246,"date":"2019-01-28T11:34:43","date_gmt":"2019-01-28T19:34:43","guid":{"rendered":"http:\/\/evergreensmallbusiness.com\/?p=8246"},"modified":"2019-01-25T11:48:11","modified_gmt":"2019-01-25T19:48:11","slug":"how-to-record-washington-state-sales-tax-in-quickbooks-online","status":"publish","type":"post","link":"https:\/\/evergreensmallbusiness.com\/how-to-record-washington-state-sales-tax-in-quickbooks-online\/","title":{"rendered":"How to Record Washington State Sales Tax in QuickBooks Online"},"content":{"rendered":"

\"Photo<\/a>Some bad news for Washington state QuickBooks Online users who need to report and pay Washington state sales tax. The bookkeeping requires some\u2026 well, extra attention and fiddling.<\/p>\n

But let me explain what\u2019s what and then walk you through the steps for doing the bookkeeping.<\/p>\n

What\u2019s the issue with Washington state sales tax?<\/h2>\n

Sales tax isn\u2019t the only type of excise tax Washington State levies on businesses. It also levies a tax on gross receipts, often referred to as \u201cB&O\u201d.<\/p>\n

To minimize the administrative burden of these taxes, Washington\u2019s Department of Revenue doesn\u2019t make businesses file a separate tax return and make a separate payment for each type of tax. Instead, it has businesses calculate each type of tax owed on one return, and has the business submit all the taxes owed as a single payment. (Experienced QuickBooks users can already see the problem\u2026)<\/p>\n

What Intuit has done in QuickBooks\u2014again, to try and make things easy for small business owners\u2014is it\u2019s come up with a system for how it can take care of most the bookkeeping for sales tax behind the scenes.<\/p>\n

The QuickBooks Excise Tax Approach<\/h2>\n

The QuickBooks system is to have a special feature, called \u201csales tax tracking,\u201d to automatically calculate correct sales tax on invoices and sales receipts, as long as sales tax jurisdictions have already been set up, and as long as the person recording the invoice can identify which sales tax jurisdiction to use when recording the transaction. Then, when a business remits sales tax to the proper taxing agency, the bookkeeper records this event with a special type of transaction. QuickBooks calls this transaction a \u201csales tax payment.\u201d In order for QuickBooks sales tax tracking to work properly, the business must record every sales tax payment as, well, a \u201csales tax payment,\u201d and it must record only sales tax payments as sales tax payments.<\/p>\n

You can see how this approach collides with how Washington State collects sales tax. Two systems that were supposed to make things easier have come together to make things much more complicated and difficult for Washington small business owners.<\/p>\n

Luckily, there are two workarounds to this conundrum.<\/p>\n

Workaround #1: Record Sales Tax and B&O as Two Separate Payments in QuickBooks<\/h3>\n

The upside: this is easy to record, and easy to make accrual vs. cash basis accounting work correctly in QuickBooks (assuming your version of QuickBooks allows you to track Accounts Payable).<\/p>\n

The downside: it makes working in the bank feed and reconciling the bank account more complicated, because the single payment that posts to the bank\u2019s ledger won\u2019t match the two separate payments you recorded in QuickBooks.<\/p>\n

Workaround #2: Record the B&O Portion of Sales Tax as a \u201cSales Tax Adjustment\u201d<\/h3>\n

The upside: this method won\u2019t complicate working in the bank feed or reconciling the bank account<\/p>\n

The downside: this method is more complex to enter, and WA B&O payments won\u2019t show up properly on accrual-basis financial statements.<\/p>\n

The tutorial at the end of this article will show you how to use this second workaround, and it will also illustrate the limitations of this workaround.<\/p>\n

A quick clarification: Which sales tax system are we talking about?<\/h2>\n

QuickBooks Online has two different sales tax systems: old and new.<\/p>\n

The old system is like what\u2019s available in QB desktop, where the user manages their own sales tax rates. This system works just fine for brick-and-mortar shops that don\u2019t deliver their goods to customers and only have a handful of locations.<\/p>\n

The new system, called \u201cAutomatic Sales Tax,\u201d appears to be Intuit\u2019s answer to AvaTax and TaxJar, but it doesn\u2019t cover as many jurisdictions yet. This system is designed to work better for stores (whether online or brick and mortar) that deliver goods to their customers, and thus have hundreds, or maybe even thousands, of sales tax jurisdictions to keep track of.<\/p>\n

As of this writing, new QuickBooks Online accounts start off using the new, more-automated sales tax system. Accordingly, the images in this article illustrate the new system (because that\u2019s what we had to work with when we created a demo account for this tutorial). If you use the old system, stuff will conceptually work much the same way, but the interface will look a little different and fewer tasks will be automated.<\/p>\n

Note:<\/strong> these images come from QuickBooks Simple Start. If you use a different version of QuickBooks Online, or if Intuit has just updated the user interface since we published this article, then what you see in the software might be a little different then what we show below.<\/p>\n

How to set up sales tax and WA B&O in QBO<\/h2>\n

If you\u2019ve already set up sales tax in QBO, skip ahead to the next section. But if you\u2019re just getting started, this section is for you.<\/p>\n

As I mentioned earlier, if you\u2019re setting up sales tax in a brand-new account from scratch, QuickBooks Online will guide you through the process of setting up Automatic Sales Tax.<\/p>\n

First, navigate to Taxes in the left navigation menu (between Reports and Accounting). You\u2019ll see this screen, or something close to it:<\/p>\n

\"\"<\/a>
\nPerhaps obviously, click the green \u201cSet up sales tax\u201d button. The next few screens you\u2019ll see will look something like this:<\/p>\n

\"\"<\/a> \"\"<\/a>
\nThe address you use for this step is important, because it tells QuickBooks what taxing jurisdiction you\u2019re in. For example, our hypothetical coffee shop is located in Redmond, WA. That means that, as of this writing (and for the purposes of this example), its sales are subject to a state sales tax rate of 6.5% and a local sales tax rate of 3.5%.<\/p>\n

Note that if you\u2019re using QuickBooks\u2019 old sales tax system, or if you\u2019re using sales tax tracking in QuickBooks desktop, you\u2019ll need to look up these rates yourself and add them to the program manually. You\u2019ll also need to update the rates manually any time they change. But if you\u2019re using Automatic Sales Tax in QuickBooks Online, QuickBooks will use the address of the sale location as the jurisdiction for the sale.<\/p>\n

Three other quick points before I move on.<\/p>\n

First, in Washington State, we have what\u2019s called \u201cdestination-based sales tax<\/a>.\u201d That means if your business operates in, say, Duvall, but you sell a product to a customer in Redmond and deliver the product to the customer, you need to use the Redmond sales tax rate for the sale. If, on the other hand, you have a bricks-and-mortar shop in Duvall, and you don\u2019t deliver to customers (i.e. you only sell and transfer title to your goods at the Duvall location), then you use the Duvall rate.<\/p>\n

Second, note that even if two jurisdictions use the same local rate (for example, both the City of Redmond and the City of Bellevue have a local rate of 3.5%), you can\u2019t just use the same sales tax item for Bellevue sales and Redmond sales. This is because when you go to file your sales tax return with the Washington Department of Revenue, the form is going to ask how much of the sales tax you\u2019re remitting is Washington State\u2019s share, how much is Bellevue\u2019s share, how much is Redmond\u2019s share, and so on. So, you\u2019ll need your accounting system to provide you data not just on how much sales tax to collect, but which jurisdictions you\u2019re collecting it for. The Washington Department of Revenue keeps a list of current and historical local sales tax rates here<\/a>. It even has a file you can use to import tax rate information if you\u2019re using a desktop version of QuickBooks.<\/p>\n

This isn\u2019t an issue to worry about if you\u2019re using Automatic Sales Tax in QBO (or a similar product like AvaTax or TaxJar), but if you\u2019re using an older, less-automated version of sales tax tracking in QuickBooks, it\u2019s a mistake that novice small business owners can sometimes make.<\/p>\n

Finally, if you\u2019re in a business where you sell tangible goods and deliver them to out of state customers, you want to get up to speed on the recent Supreme Court case South Dakota v. Wayfair<\/em><\/a>. You may have an obligation to collect sales tax not just in Washington, but in other states as well.<\/p>\n

After this initial setup, QuickBooks will ask you how frequently you file sales tax in Washington State (see below). Your business\u2019 filing frequency is based on your estimated sales tax liability. In our example, the combined state and local sales tax rate is about 10%. So, a business with about 48,000 or more in monthly taxable sales would need to file monthly, whereas a business with smaller sales volume might be able to file quarterly or even annually.<\/p>\n

\"\"<\/a>
\nOnce you\u2019ve finished setup, here\u2019s what the Sales Tax Center looks like in QuickBooks Online:<\/p>\n

\"\"<\/a>
\nNote that you can edit your sales tax settings after the fact from this screen by clicking \u201cSales tax settings\u201d in the upper right corner. That will bring up a page that looks something like the image below; just click the \u201cEdit\u201d button for the particular agency you want to edit settings for:<\/p>\n

\"\"<\/a>
\nAll right, that\u2019s sales tax set up. But for Washington State businesses, there\u2019s one final step you\u2019ll need to take to get things really working right for recording payments, and that\u2019s creating an account in the chart of accounts for Washington B&O (see below).<\/p>\n

\"\"<\/a><\/p>\n

How to Record a Sales Receipt with WA Sales Tax in QBO<\/h2>\n

Once you\u2019ve set up sales tax in QuickBooks Online, you\u2019re ready to start recording sales receipts that include sales tax.<\/p>\n

To do so, first, click the Plus icon, then click Sales Receipt.<\/p>\n

\"\"<\/a><\/p>\n

The next screen you\u2019ll see will look something like this:<\/p>\n

\"\"<\/a><\/p>\n

As illustrated in the above image, what\u2019s nifty about automated sales tax tracking is that it will take the location of the sale (see in upper right corner) and use it to calculate sales tax on the sale, assuming you\u2019ve checked the checkbox under the \u201cTax\u201d column to indicate that the sale is subject to sales tax. (Sales of tangible property are generally subject to sales tax, while sales of services generally aren\u2019t.)<\/p>\n

If you\u2019re curious about where QuickBooks is getting its calculation from, you can click the blue Sales tax label and it will bring up an overlay of the details, as shown below:<\/p>\n

\"\"<\/a><\/p>\n

How to Record Paying Sales Tax and WA B&O Using the Sales Tax Adjustment Method<\/h2>\n

Okay, we\u2019ve set up sales tax and we\u2019ve been recording our sales receipts in QuickBooks to automatically calculate sales tax. And now a month has gone by, and we have to record the tax payment made to the Washington DOR. How do we do that?<\/p>\n

Well, here\u2019s what it will look like when you use the sales tax adjustment method in QuickBooks Online.<\/p>\n

When a sales tax return is fileable, you\u2019ll see a button in the sales tax center that lets you record the payment. Click this button and you should see a screen that looks something like the image below.<\/p>\n

\"\"<\/a><\/p>\n

What you\u2019ll do to get WA B&O working right is click the \u201c+ Add an adjustment\u201d button. That will bring up the overlay shown below. For the reason, indicate \u201cOther\u201d, and for the account, choose B&O. Then, enter the amount of B&O you owe for the tax period. (For most retailers, B&O is 0.471% of gross receipts<\/a>.)<\/p>\n

\"\"<\/a><\/p>\n

Once you\u2019ve added the adjustment, the amount QuickBooks indicates for Tax Due should be the same as the amount you actually paid with your Washington Excise tax return when you filed it using MyDOR. (We have more information on MyDOR accounts in this article<\/a> on our blog.) If the amount looks correct, click the green \u201cSelect filing method\u201d button.<\/p>\n

\"\"<\/a><\/p>\n

As of this writing, QBO\u2019s automatic sales tax doesn\u2019t support e-filing for WA sales tax (and if they did, this workaround probably wouldn\u2019t be necessary). So, choose \u201cFile manually\u201d as your filing method. Then, be sure to scroll down far enough so you can see where to enter information about when you paid sales tax. Enter the date paid and which bank account you paid it out of, then click \u201cRecord Payment.\u201d<\/p>\n

\"\"<\/a><\/p>\n

This is the last screen you\u2019ll see, and it just confirms you recorded the sales tax as paid in QuickBooks.<\/p>\n

\"\"<\/a><\/p>\n

Limitations of the Sales Tax Adjustment Method<\/h2>\n

There\u2019s a lot to like about the sales tax adjustment method as a workaround for dealing with Washington B&O. It\u2019s not too much work, it gets the right number in the right account, and because it records a single payment in the register for your business bank account, it keeps bank account reconciliations and working in the bank feed easy.<\/p>\n

The one major drawback to be aware of is that, using this method, Washington B&O expense will only show up as an expense as of the date the expense was paid, regardless of whether or not you\u2019re generating reports on cash or accrual basis. In other words, you won\u2019t be able to track B&O accrual\u2019s properly with this method (as shown below).<\/p>\n

\"\"<\/a> \"\"<\/a><\/p>\n

And there you have it, that\u2019s how you deal with Washington sales and B&O tax in QuickBooks Online.<\/p>\n","protected":false},"excerpt":{"rendered":"

Some bad news for Washington state QuickBooks Online users who need to report and pay Washington state sales tax. The bookkeeping requires some\u2026 well, extra attention and fiddling. But let me explain what\u2019s what and then walk you through the steps for doing the bookkeeping. What\u2019s the issue with Washington state sales tax? Sales tax […]<\/p>\n","protected":false},"author":3,"featured_media":3955,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[8,902],"tags":[],"class_list":{"0":"post-8246","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-bookkeeping","8":"category-washington-state-excise-tax","9":"entry"},"yoast_head":"\nHow to Record Washington State Sales Tax in QuickBooks Online - Evergreen Small Business<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/evergreensmallbusiness.com\/how-to-record-washington-state-sales-tax-in-quickbooks-online\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Record Washington State Sales Tax in QuickBooks Online\" \/>\n<meta property=\"og:description\" content=\"Some bad news for Washington state QuickBooks Online users who need to report and pay Washington state sales tax. The bookkeeping requires some\u2026 well, extra attention and fiddling. But let me explain what\u2019s what and then walk you through the steps for doing the bookkeeping. What\u2019s the issue with Washington state sales tax? 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The bookkeeping requires some\u2026 well, extra attention and fiddling. But let me explain what\u2019s what and then walk you through the steps for doing the bookkeeping. What\u2019s the issue with Washington state sales tax? 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