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The New Tax Setup in Autotask
Configure your own Tax Matrix

Angela Richer
Manager, Documentation and
Localization
Angela Richer
Manager, Documentation and Localization
Autotask Headquarters in Albany, NY

 Worked in the Software Indust...
Agenda






Limitations of the previous taxation scheme
New concepts and definitions
Setting up your tax grid
Popula...
Limitations of the previous taxation scheme
 No way to model different VAT rates (Standard and
Reduced) for the same acco...
NEW CONCEPTS AND DEFINITIONS
Tax Region
 A political jurisdiction where the same tax rates apply to
the same billing items
 Taxes can be assessed by ...
Tax Region
 A customer’s Tax Region is determined by their business
location in relation to your own
 Same country
 Dif...
Tax Category
 Class of products and services that carry the same tax
level in a given jurisdiction
Tax Category
 You will need a separate Tax Category for each item type
that has a non-standard tax rate in one of your ju...
Associating Tax Categories with Items
Workstation
Hardware
(Material Code)
Printer

Standard
(Tax Category)

Software
(Mat...
SETTING UP YOUR TAX GRID
The Configurable Tax Grid
Adding a Tax Region
Adding a Tax Category
Adding a Tax Category
What Tax Categories Do I Need?
 Single tax jurisdiction
 Set up a tax category for each taxation level
Tax Categories for Single Jurisdiction
Workstation
Hardware
(Material Code)
Printer

Standard 20%
(Tax Category)

Software...
What Tax Categories Do I Need?
 Single Tax Region
 Set up a tax category for each taxation level

 Multiple Tax Regions...
Tax Categories for Multiple Jurisdictions

Regions
(Tax
Jurisdictions)

Standard
Rate

Food

Medicine

Books

Public
Trans...
POPULATING YOUR TAX GRID
Populating the Tax Grid
Entering Tax Values
Example Europe
USING THE NEW TAX SETUP
Transitioning from Old to New Tax Setup
 Your Tax Groups were converted to Tax Regions
 A “Taxable” category has been cr...
Transitioning from Old to New Tax Setup
Transitioning from Old to New Tax Setup
 If some of your billing items, (i.e. Labor) are taxed at a
lower rate, add a Tax...
Transitioning from Old to New Tax Setup
 If most of your business is in the same tax
jurisdiction, make that Tax Region t...
Showing Tax Categories on an Invoice
 Update your Invoice Template to display the Tax
Categories on your
The New Tax Set-Up in Autotask
The New Tax Set-Up in Autotask
The New Tax Set-Up in Autotask
The New Tax Set-Up in Autotask
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The New Tax Set-Up in Autotask

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“Taxable” and “Non-taxable” not enough options for you? Do you need to calculate different tax rates for labor? For VAT, GST, PST or HST? In this session, you will learn how to set up and populate a completely customizable tax grid that will work in any tax jurisdiction in the world - complete with configurable Tax Regions and Categories. We will also provide an overview of the new Billing Codes page, which contains those entities formerly known as “Allocation Codes”. No matter where you and your customers are located, Autotask can now help you calculate taxes for quotes and invoices quickly, easily and correctly. This session will review the following functionality in Autotask: Taxes - Quotes - Invoices

[Presenter: Angela Richer, Autotask & Moderator: Pachita Lekanda, Autotask]

Published in: Technology, Business
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The New Tax Set-Up in Autotask

  1. 1. The New Tax Setup in Autotask Configure your own Tax Matrix Angela Richer Manager, Documentation and Localization
  2. 2. Angela Richer Manager, Documentation and Localization Autotask Headquarters in Albany, NY  Worked in the Software Industry for 24 years  With Autotask for over 9 years     Training Implementation Documentation Localization
  3. 3. Agenda      Limitations of the previous taxation scheme New concepts and definitions Setting up your tax grid Populating your tax grid Using the new tax setup
  4. 4. Limitations of the previous taxation scheme  No way to model different VAT rates (Standard and Reduced) for the same account  No default tax region  Tax settings for the same billing item could be one setting on the quote, and a different one on the invoice  There was no way to summarize tax amounts by category, or display the VAT rate or VAT amount for each line item
  5. 5. NEW CONCEPTS AND DEFINITIONS
  6. 6. Tax Region  A political jurisdiction where the same tax rates apply to the same billing items  Taxes can be assessed by a country, province, county, or municipality  Multiple political jurisdictions can share a Tax Region
  7. 7. Tax Region  A customer’s Tax Region is determined by their business location in relation to your own  Same country  Different country, but within EU  Non-EU country  Tax Regions are associated with your customer accounts  The Tax Region is selected on the Account Detail page or the Invoice Preferences page
  8. 8. Tax Category  Class of products and services that carry the same tax level in a given jurisdiction
  9. 9. Tax Category  You will need a separate Tax Category for each item type that has a non-standard tax rate in one of your jurisdictions  Tax Categories are associated with billing items through the billing codes (expense categories, material cost codes, milestone codes, recurring contract service codes, and work types)
  10. 10. Associating Tax Categories with Items Workstation Hardware (Material Code) Printer Standard (Tax Category) Software (Material Code) Adobe Acrobat Technician I Onsite Support (Work Type) Technician II Reduced (Tax Category) Managed Services (Recurring Contract Service Code) MS Exchange Hosting
  11. 11. SETTING UP YOUR TAX GRID
  12. 12. The Configurable Tax Grid
  13. 13. Adding a Tax Region
  14. 14. Adding a Tax Category
  15. 15. Adding a Tax Category
  16. 16. What Tax Categories Do I Need?  Single tax jurisdiction  Set up a tax category for each taxation level
  17. 17. Tax Categories for Single Jurisdiction Workstation Hardware (Material Code) Printer Standard 20% (Tax Category) Software (Material Code) Adobe Acrobat Technician I Onsite Support (Work Type) Technician II Reduced 13% (Tax Category) Managed Services (Recurring Contract Service Code) MS Exchange Hosting
  18. 18. What Tax Categories Do I Need?  Single Tax Region  Set up a tax category for each taxation level  Multiple Tax Regions  Set up a tax category for each group of products that is taxadvantaged in any one of the tax regions
  19. 19. Tax Categories for Multiple Jurisdictions Regions (Tax Jurisdictions) Standard Rate Food Medicine Books Public Transportation Germany 20 13 20 20 20 UK 20 20 13 20 20 Spain 20 20 20 13 20 Greece 20 20 20 20 13
  20. 20. POPULATING YOUR TAX GRID
  21. 21. Populating the Tax Grid
  22. 22. Entering Tax Values
  23. 23. Example Europe
  24. 24. USING THE NEW TAX SETUP
  25. 25. Transitioning from Old to New Tax Setup  Your Tax Groups were converted to Tax Regions  A “Taxable” category has been created, and the tax rates from each Tax Group have been transferred into this Tax Category  If the old setup worked well for you, you will not have to do anything!
  26. 26. Transitioning from Old to New Tax Setup
  27. 27. Transitioning from Old to New Tax Setup  If some of your billing items, (i.e. Labor) are taxed at a lower rate, add a Tax Category  Associate all Work Types with the new Category  Review all billing codes and make sure they are associated with the right tax category
  28. 28. Transitioning from Old to New Tax Setup  If most of your business is in the same tax jurisdiction, make that Tax Region the default  Tax information can now be managed on the Edit Account page as well as the Invoice Preferences page  Tip: You can use the new Account Import to update Tax Regions for multiple accounts  Update any custom LiveReports that display the “Taxable” field with the Tax Category field
  29. 29. Showing Tax Categories on an Invoice  Update your Invoice Template to display the Tax Categories on your

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