If you are a QuickBooks customer that needs to capture taxes to report to the government (Canada, UK, etc) using tax codes to do so, you can setup Beanworks to use them as well. Our integration lets you use the functionality needed to comply with governmental reporting requirements (such as VAT tax return) after implementing Beanworks.

We do not currently support taxes and tax codes for US Customers, though most US customers do not need this kind of tax setup. 

Please follow the steps below to use the QuickBooks Online tax codes when coding invoices in Beanworks.

After successfully connecting QBO to Beanworks though Settings --> ERP Management, go to List Management and activate the tax code List. 

You can also set a default tax code if there is one that you use more often than any others by pressing the word "Default" on the tax code line.  You can always change the default code on any invoice line item.

Now, that the taxes are setup, follow the below instructions when coding your invoices.

When invoices go through auto-capture, or if you code it yourself, a tax amount will be entered on the left coding panel which when you save the invoice for the first time will turn into a line item at the bottom of the other invoice line items. The entire tax amount on the invoice should be entered in this field.

If you need to put a tax code on a line of the invoice, you must then use a tax code on all lines of the invoice in addition to ensuring the tax line has a total tax amount:

You can code an invoice with no taxes without tax code, just ensure you leave both the tax code and tax amount line item blank. 


VERY IMPORTANT SYNC ERROR TO WATCH FOR

When you go to import the invoice into QuickBooks, the taxes are calculated by QuickBooks using the tax codes set on each invoice. We are sending the subtotals and the tax codes to Quickbooks and letting Quickbooks do the tax calculation.

If there is a difference in the total tax amount between Beanworks and what QuickBooks calculates, the invoice will sync error and will let you know that there is discrepancy.  

HOWEVER THE INVOICE HAS IMPORTED INTO QUICKBOOKS, WE HAVE JUST ERRORED IT TO SHOW THE DIFFERENCE IN TOTALS BETWEEN QUICKBOOKS AND BEANWORKS.

In order to deal with this, you MUST do one of the following:

  • Reset the invoice and re-import it with the tax codes or tax amount corrected so it updates the previously imported invoice with the same amount as is in Beanworks when it exports next
  • If it's a penny difference, generally due to rounding, do the necessary adjustment in QBO and export the invoice as pdf or mark it as exported.

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