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Pay sales tax

When it's time to pay your sales tax, use the Pay Sales tax window to create the payment in QuickBooks. You'll see how much sales tax you currently owe for each sales tax item you use. You'll also see any sales tax adjustments you've entered and need to apply to your payments. Before you pay your sales tax, you may want to run a sales tax liability report. You can use the information in this report to help you fill out your state sales tax forms.

Important: Do not pay your sales tax using the Write Checks or Pay Bills windows, as this will cause errors in your bookkeeping and in your sales tax reports.

To pay sales tax

  1. Go to the Vendors menu, choose Sales Tax, and then click Pay Sales Tax.

  2. If you have more than one checking account, choose the one you want to use for these tax payments. More ...

    Check the Ending Bank Balance at the bottom of the window to make sure you have enough money in the checking account to make the sales tax payments. If not, choose a different checking account.

    You can choose a default checking account to use for sales tax payments.

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  3. Check the date that QuickBooks shows in the Show sales tax due through field. More ...

    QuickBooks automatically inserts the ending date of your last sales tax period, based on the payment schedule you set up in the sales tax preferences. You can change it, if necessary, but remember that your payment schedule is determined by your tax agency. You can't just change the dates to suit your own needs.

  4. In the Starting Check No. field, verify that the check number matches the next check that you want to use. If not, change the number here.

  5. The list of payments shows all sales taxes that your company owes and any adjustments you've made. For each sales tax item, the list shows the tax agency (vendor) to which the sales tax is payable and the amount due as of the date shown above.

    Select the sales tax agencies (vendors) you want to pay. More ...

    • To select one or more individual tax agencies, click in the Pay column for each agency. The Pay All Tax button changes to Clear Selections.

    • To select all tax agencies, click Pay All Tax. If you pay several tax agencies, it's unlikely that they will all be on the same payment schedule, but if they are, this is a fast way to select them. Click Clear Selections if you change your mind.

    • If you need to clear a section, click it again. To start over, click Clear Selections.

    What if the list is empty?

    If the list is empty, you may have set up sales tax incorrectly. It is also possible that none of your sales tax payments are due for the date you selected.

  6. (Optional) If you want to make a partial payment to a tax agency, click in the Amt. Paid column and edit the amount.

  7. (Optional) If you still need to make an adjustment for a credit, fine, rounding error, etc., click Adjust.

  8. (Optional) If you want to print the check(s) later or by hand, clear the To be printed checkbox.

  9. Click OK.

  10. (Optional) If you want to check the sales tax payment transactions or add memos to them, you can view and edit them in the sales tax payable account register.

See also

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