Tax Jurisdictions

You use the 'Tax jurisdictions' screen to define tax jurisdictions based on country and postal codes. The tax jurisdictions table is most helpful for publishers that must report sales tax in a large number of jurisdictions. (If you only have one sales tax rate and reporting requirement per state or province, you do not need a tax jurisdictions table. In this case, you only need to define a tax rate table.)

Even if you do not have to report sales tax in a large number of jurisdictions, you can still use the tax jurisdictions table to automatically assign jurisdiction codes when entering new orders, changing addresses, or doing imports. When you enter a customer's address, QuickFill uses this table to determine the tax jurisdiction to assign to that customer; you can override QuickFill's entry and manually enter a tax jurisdiction at any time. If a U.S. or Canadian customer's country and postal code is not in the 'Tax jurisdiction' table or you have not defined any tax jurisdictions, QuickFill assigns that customer's two-letter state code or province code as the tax jurisdiction.

Defining tax jurisdictions

When you select 'Tax jurisdictions' under 'Definitions' on the main menu, you'll see a screen that contains country and postal codes along with the jurisdiction codes and descriptions that correspond to them. If you select 'Tax jurisdictions' for the first time after installing QuickFill, you'll see the same screen, except it will be blank.

The sort order for the tax jurisdictions table is by country and zip/postal code. However, if you click on a column heading (country code, low zip or postal code, high zip or postal code, etc.), QuickFill sorts the table by that column. When you click on "OK," QuickFill re-sorts the screen by country and zip/postal code.

You can define tax jurisdictions by filling in the fields described below and then clicking on "OK" to save your changes.

Country code

Enter the country code in which the tax jurisdiction you are entering is located. The country code you enter must be one that has already been defined on the "Foreign Countries" screen. Enter "USA" for the United States of America and "CAN" for Canada.

Low zip or postal code
High zip or postal code

Use these fields to enter the postal code range for the tax jurisdiction you are defining.

You can use partial zip or postal codes, but all code ranges in any one country must be the same length. For example, you might use 5-digit or 9-digit zip codes to define ranges for jurisdictions in the United States, while you might use just the first letter of a postal code to define ranges for jurisdictions in Canada.

If you are taxable in a state, you must enter a complete set of zip/postal code ranges for the entire state, with no gaps. Only customers whose zip/postal codes are found in the ranges defined in your table will be included in the 'Sales tax' report. If you leave gaps in the zip/postal code ranges for a state, the 'Sales tax' report will not report tax collected or owed for customers whose zip/postal codes fall within those gaps.

Jurisdiction or rate code

Enter the two- or three-character jurisdiction code or rate code that corresponds to the country code and postal code range for the row you are entering. This code must also be defined in your tax rate table (this is where you tell QuickFill the tax rate for each jurisdiction) and your tax rate tables must be linked to the appropriate publications.

If you must report sales tax in a large number of tax jurisdictions, you should treat the tax jurisdiction codes simply as tax rate codes. Think of them as not being tied to any one state or jurisdiction. For example, if the sales tax is 7% for a number of your tax jurisdictions, you should define a row that contains the same jurisdiction rate code for each of those jurisdictions. You might use a rate code of "700" for them.

The 'General ledger' report shows the period-to-date, year-to-date, and inception-to-date dollar amounts for each jurisdiction code or rate code in your database. Using the above example, the 'General ledger' report would show one line (for each publication) with the information for rate code "700." To see the period-to-date information broken down by jurisdiction description rather than by jurisdiction code or rate code, run the 'Sales tax' report.

If you are defining a tax jurisdictions table in an existing database, you should use the same tax jurisdiction codes that you have already defined in your tax rate table. This is necessary in order to ensure that existing customers with pre-existing tax jurisdiction codes in their customer records are charged the correct sales tax at renewal time. If, for some reason, you want to re-assign jurisdiction codes throughout your QuickFill database, please contact technical support to discuss the requirements for implementing this change.

Jurisdiction description

Enter a description (up to 24 characters long) for the tax jurisdiction row you are entering.


Copying rows in a tax jurisdictions table

You can cut or copy rows from a tax jurisdictions table and then paste them into a different spot on the same table, to another table (in the same database or in a different database), or to another application. To select and cut or copy rows, left click in the column to the left of the country code for the first row you want to select, hold down the mouse button, drag the mouse to select additional rows, and then use the "cut" or "copy" command (you can either use the toolbar buttons or combination keys, CTRL-X and CTRL-C). The rows that were selected will be stored on your computer's clipboard in a tab-delimited format. You can then go to the tax jurisdictions table or application to which you want to add the rows and use the "paste" command (again, you can either use the toolbar button or combination keys, CTRL-V). The rows will be inserted above the cursor so be sure to move the cursor to the desired spot before using the "paste" command.

Import button

The "Import" button provides the ability to import a tax jurisdictions table from a comma delimited or tab delimited text file. QuickFill automatically determines which delimiter is being used. This makes it convenient to define or maintain a jurisdictions table in another program, such as Excel or Access. If you use Excel, make sure you format the zip code range columns as text, not as numbers; this will ensure that leading zeroes are not stripped from low numbered zip codes.

The field order in the import file must be the same as the field order on the screen (that is, CountryCode, LowZip, HighZip, JurisdictionCode, and JurisdictionDescription).

The tax jurisdictions table is treated as a whole. Therefore, when you import a table, it replaces all previously defined jurisdictions. The data is not validated and stored in the database until you click on "OK." If you make changes and then click on "Cancel" you will lose your changes. If you import data and it looks wrong because your import file has the field order wrong, you can click on "Cancel" to avoid saving the imported data.


See Also