Workflows, Alerts and Tax Automation | Sage 100 User Group
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During this September 2015 Sage 100 user group meeting we spoke about business automation, alerts, workflow, and tax automation.
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Workflows, Alerts and Tax Automation | Sage 100 User Group
- 1. Sage 100 ERP User Group Meeting September 2015
- 2. Agenda • Introductions • Business Automation Tools – Sage Alerts and Workflows – Sage Sales Tax • Tips and Tricks • Notes of interest • Q&A
- 3. What are Alerts and Workflows? The ability of your system to pro- actively notify you when certain conditions are met (Alerts) and then perform some action based on that (Workflow)
- 4. Examples of Alerts and Workflows • Send a report to Accounting listing all the customers that are now 31 days past due. – Put those Accounts on Credit Hold • Notify management when an order is processed over a certain dollar amount. • Notify management and accounting when your gross profit threshold is not met on an order • Automatically send out Statements every month using paperless office. • Notify Shipping when a Required Date in Purchase Order is not met.
- 5. Why Sage Alerts and Workflows? • ERP Responsiveness! – We need to listen to our Sage 100 system to get more value out of it. – The needed tool to help management run the business, while the system manages the data. – Always working for you.
- 6. How Does it Work? API Toolset • Watching your data in Sage 100 • Identifying problems and opportunities. • Communicates to the staff timely. • Acts on the problem or opportunity.
- 7. Sage Alerts & Workflows Demo
- 8. Challenges of Tax Compliance • Using a Zip Code is no longer accurate! – Rates change within zip codes. • Thousands of changes occur every year – Over 100 Thousand taxability rules – More than 12 Thousand tax jurisdictions – Exempt Products – Sourcing and Nexus Rules • Product Taxability – What is taxable in one state may be exempt in another – Similar Products might be taxed differently • Liability
- 9. Example of Sourcing Rules Origin-based states for products (destination-based for services) Arizona, Illinois, Missouri, New Mexico, Ohio, Pennsylvania, Tennessee, Utah, Virginia Mixed source states California ̶ Counties are origin- based; Cities & STJs are destination-based ̶ Services are always destination-based Texas ̶ Cities and counties are origin-based based; STJs are destination-based ̶ Some services are destination-based Destination- based states All the Rest
- 10. Nexus Source: Wakefield Research, July 2013 One in three (35%) accounting professionals don’t know all the states where their business has nexus
- 11. Cost of Compliance 0 50 100 150 200 250 300 350 Hours Spent on Each Task 302 hours annually lost to manual workload Small Mid-size Managing use tax requirements Researching nexus status Researching product taxability rules within each state Managing customer exemption certificates Responding to auditor requests and managing the audit process Tax return prep and filing Administration of taxability changes
- 12. Why Sage Sales Tax? • Cloud Based • End-to-End Sales Tax Compliance • Precise rate determinations • Sourcing Rules • Returns Filing • Records Retention Compliance • Reduced penalty and interest exposure • Single Source of Payment
- 13. How Does it Work? • Integrated into Sage 100 • Automatically requests updated rate information at the time of order entry. • Posts sales tax amounts and jurisdictions at the time of Invoice Update. • At month end, Avatax Returns will process your sales tax returns for all jurisdictions.
- 14. Let’s Keep Talking Let us help you with you Sage 100 consulting and training needs. Email: jeff.land@bcsprosoft.com Blog: www.bcsprosoft.com/blog
- 15. Do you need a Sage 100 Consultant? Request a free consultation from an expert at BCS ProSoft REQUEST COMPLIMENTARY ASSESSMENT http://www.bcsprosoft.com/slideshare
Editor's Notes
- Purpose here is to give some base understanding on what an alert is and what a workflow is. These terms are thrown out all the time, and each person may have a slightly different meaning as to what each one means to them. I like this definition because it is simple: When the system notifies you when some condition is met, that is an alert – when the system performs some action based on that alert, that is a workflow.
- Purpose here is to give some real life examples of things that are often missed because most companies don’t have the tools in place to monitor. We often find out about sub-GP% issues AFTER the deal is closed, not beforehand.
- Most states have a destination-based sales tax, which means that the sale is thought to take place in the jurisdiction where the product is ultimately used (where it’s shipped to or picked up from). A few states have an origin-based sales tax, which means the sale is considered to take place at the location where the sale is completed (the seller’s business location). If you are running a business in a origin-based state, you would collect sales taxes for your state on all of your retail sales. However, if you are running a business in a destination-based state, you would not have to collect your state's sales tax on sales that are shipped out-of-state. You would also not have to collect sales taxes for the customer’s state unless you have Nexus, or a physical presence, in that state. The customer would simply pay the sales/use tax on their own.
- Do you have traveling sales people in the state? Do you utilize contract labor in the state? Do you have company representatives in the state? Do you own or lease any real or personal property in the state? Do you promote your products or services in the state? Do you participate in trade shows or exhibits in the state? (And every year this list continues to grow)
- Managing sales tax not only has a financial impact on your organization, but it also takes time away from daily responsibilities. A recent Aberdeen Group study found that even small companies spend a significant amount of time managing sales tax; 41.9 hours each month, to be exact. What's worse, is sales tax management is a 100% non-revenue-generating activity. So you’re spending all that time on something that’s not making you ANY money. Researching tax rates Building tax tables Researching taxability Collecting certificates Storing certificates Running reports Filling out tax forms Mailing returns Paying taxes
- Let me explain how Avalara’s technology works. Instead of researching rates, building tax tables and implementing tax processes, you install a software connector that links Sage to their web service. Because it’s cloud software, Avalara is always keeping up to date the tax rates, rules, and boundaries automatically. When you enter an invoice into Sage, or take an order online, your system communicates with their web service and sends a little encrypted xml file with your transactional data, and they calculate the tax and return it back automatically into your ERP. That happens really fast…it’s approximately 4/10’s of a second for a round trip calculation. At the end of the month, you no longer need to run reports or fill out forms and cut checks and mail them out to taxing authorities. When you’ve processed all your invoices, you can log in to your admin console and do a quick reconciliation and Avalara will file and remit your taxes automatically. You pay Avalara one amount. And they take care of the rest. Again, this is an end to end compliance model that we accomplish via automation, and the idea is to save time and money and mitigate the risk associated with managing taxes internally.