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



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Quarterly Washington Sales Tax Return

PURPOSE

As soon as possible after the end of each quarter, file an accurate and timely “Excise Tax Return” with the Washington State Department of Revenue.

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 WAQ(1-4)YY.xls.

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1.4 Enter 7 for file type.

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1.5 Enter “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 WA 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\washington.

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 five 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 Add up the taxable income (column F), if any, for each location (in the tax schedule column). Make sure these amounts are not entered in any column with a formulated cell at the bottom as this would throw off the total calculated in that cell.

2.7 Create a copy of this worksheet in the same workbook. Sort this sheet by column C.

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2.8 Print out these two worksheets.

3.0 FILL OUT ONLINE TAX RETURN

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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3.1 Log on to the Washington State Dept. of Revenue website at:

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3.2 This login screen will appear:

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Scroll down to click on “File Return.”

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3.3 Enter totals in the appropriate fields.

a. Enter the total of the (Wholesaling)NONTAX column plus the FREIGHT column in the “Wholesaling” field.

b. Enter the total of the (Retailing)TAXABLE column in the “Retailing” field.

c. Click “Next.”

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3.4 Enter the total of the (Retailing)TAXABLE column in the “Retail Sales” field. (The other fields on this page generally do not apply to Daitron.) Click “Next.”

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3.5 Enter the total taxable income amount for each location (see step 2.6) in the corresponding field. If a location on the excel sheet is not listed on this screen, you can add it by clicking the “Add/Remove” button. Review this page to make sure there is no difference between the local and state sales taxes. If everything is ok, click “Next.”

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3.6 Daitron only needs to report the “local sales tax.” Skip the next 5 pages:

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Click “Next” to skip these pages.

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3.7 Review the summary and enter contact information.

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Scroll down to see the rest of the screen:

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3.8 Click “Check for Errors.” If there are no errors, click “OK.”

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3.9 Click “Submit” to submit return.

3.10 Print Confirmation and Payment Voucher. Payment voucher must be sent in with payment.

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3.11 Click “View Printable Return” and print out return.

4.0 UPDATE JOURNAL ENTRY ON EXCEL SHEET

a. Enter the tax amount due (printed on the return) under the “Amount” cell in column E.

b. Enter the total nontaxable sales for SED. (Total of column G plus H for all rows where column C=10.)

c. Enter the total nontaxable sales for ELE. (Total of column G plus H for all rows where column C=40.)

d. The other cells will calculate automatically.

e. Print out worksheet.

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5.0 PROCESS CHECK REQUEST FOR AMOUNT DUE

Request a check in the amount due. The vendor number is: 00-WASHI. Our tax registration number must be noted on the check: 601277989. Attach the “Journal Entry” worksheet you printed out in step 4.0 to the check request form and forward to both A/P.

6.0 MAIL PAYMENT

Mail check along with payment voucher to:

State of Washington Department of Revenue

PO Box 34052

Seattle, WA 98124-1052

7.0 FILE COPIES

7.1 Staple the following together:

- Copy of return printed out in step 3.12

- Copy of payment voucher printed out in step 3.11

- Electronic filing confirmation printed out in step 3.11

- Copies of all 3 completed worksheets from excel workbook

7.2 File documents in the Washington Sales Tax Return file in the Accounting Manager’s office.

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