To prepare sales tax reports; reconcile to general ledger ...



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Quarterly California Sales Tax Return

PURPOSE

As soon as possible after the end of each quarter, file an accurate and timely “State, Local, and District Sales and Use Tax Return” to the State of California Board of Equalization.

The filing due dates for each quarter are:

1st Quarter: April 30

2nd Quarter: July 31

3rd Quarter: October 31

4th Quarter: January 31 of the following year

PROCEDURES

1. DOWNLOAD DATA FROM MAS200

1.1 Print sales by state report to file in MAS200. Open Modules\Report Master\Main\Report Master Printing. Enter report name “SALESCAL.”

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1.2 Enter the line number for File Output.

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1.3 Enter path name as: “../home/cm” and file name in the format CAQ(1-4)YY.xls.

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1.4 Enter 7 for file type.

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1.5 Select “Yes.”

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1.6 Enter “No.”

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1.7 Enter the starting and ending dates of the previous quarter (enter in the format MMDDYY, without breaks) and enter CA as the starting and ending state.

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1.8 Enter “Yes” and the file will download to the Cm drive.

2.0 CREATE A NEW EXCEL FILE BASED ON DOWNLOADED DATA

2.1 On the accounting drive, open ACTG1\Sales Tax Reports\California.

2.2 Copy the excel file for the last quarter and rename it for the most recent quarter.

2.3 Delete the data from the previous quarter and replace it with the data from the excel file downloaded from MAS200. Keep the top three header rows and the rows containing formulae at the bottom. Make sure these formulae aren’t overwritten when pasting the new data from the other excel sheet. (Insert additional rows if necessary.)

2.4 Select the rows containing imported data and sort by the Tax Schedule column.

2.5 Insert a blank row between each tax schedule group to make it easier to distinguish where each one ends and the next begins.

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2.6 Calculate the TAXABLE income total and the TAX BILLED total (if any) for each tax schedule location.

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2.7 Make adjustments to Oregon data if necessary.

2.8 Print out worksheet.

3.0 FILL OUT TAX RETURN

3.1 First complete the “Short Form.”

a. Enter the TAXABLE totals calculated in step 2.6 (if any) for each county (or city) in the corresponding line. Multiply the amount by the tax rate given to calculate the tax due.

b. Add up the total tax due and enter it in the “total district tax” line.

Short Form Front Page

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Short Form Back Page

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3.2 Second, complete the tax return form.

The cells containing formulae at the bottom of the excel sheet you created in step 2 contain all the data you need to fill out the tax return form.

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a. Enter the total of the TOTAL INVOICE column in the line “total (gross) sales” (line 1).

b. Enter the total of the NONTAX plus the NONTAX FREIGHT columns in the “sales to other retailers for purposes of resale” line (line 4 in section A, on the back of the return), and then in the “total nontaxable transactions” line (line 11).

c. The amount for the line: “transactions subject to state tax” (the difference between lines 1 and 11) should equal the total of the TAXABLE column.

d. Follow instructions to complete the rest of the form.

e. The “total state, county, local, and district tax” amount (line 19) should be approximately the same as the total of the TAX BILLED column.

Tax Return Form Front Page

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(Be sure to sign and date before sending.)

Tax Return Form Back Page

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4.0 FILE TAX RETURN

4.1 Make a copy of the completed and signed tax return and staple it to the excel worksheet you printed out in step 2.8.

4.2 Process a check request if any payment is necessary.

4.3 File the form copies and excel worksheet (and check stub if there is one) together in the California Tax Return file in the Accounting Manager’s office.

4.3 Mail the completed tax return (tax return form and short form) along with any payment to:

Board of Equalization

PO Box 942879

Sacramento, CA 94279-8015

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