This article will help you configure the sync tool when using the QuickBooks built-in tax liability account. If the sales tax account you are matching to CoreBridge is not the built-in account the instructions in the article will not apply.
When using the QuickBooks built-in account, the requirement in these instructions is a QuickBooks requirement that must be addressed in order to use that account.
This article only applies to users utilizing a Summary Sync to QuickBooks Desktop via the CoreBridge Desktop Sync tool. The built-in liability account cannot be used with the IIF import.
The Vendor Name assigned during the setup must always match between QuickBooks and the Sync Tool. If the name is changed in QuickBooks it must be changed manually on the Sync Tool.
When you use the default sales tax payable account with Summary Sync, the selected tax vendor will be associated with the tax line item on a journal entry. Only a single vendor can be used.
A. Determine if the sales tax account you are matching to CoreBridge is the QuickBooks built-in account
- In QuickBooks, edit the account in question.
- If the Account Type is Other Current Liability and is grayed out so that it can't be changed, it is the built-in account.
If the Account Type is not grayed out and can be changed it is not the built-in account and the instructions here do not apply.
B. Match the account in CoreBridge
- In CoreBridge navigate to Accounting Module > Accounting Export > Account Setup
- In the section titled My Accounting Software Accounts, edit and save the GL Code and Account Names for each relevant tax agency, matching to your Sales Tax Payable account in QuickBooks that was verified in the prior step.
C. Identify your tax vendor in QuickBooks
- Open QuickBooks
- Navigate to the Vendor Center
- Identify your sales tax vendor
- Edit the vendor in question
- The name in this specific field will be used for the next step: VENDOR NAME
D. Set Up The Sync Tool
This step will be performed for you during a 1st sync meeting if you have never synced before.
- Open the CoreBridge Desktop Sync tool and go to Settings > Settings.
- Enter the VENDOR NAME identified in the previous step in this field on the sync tool.
- "Vendor Name To Use"
- Click Save & Validate Settings.
- Leave your mouse pointer visible on the sync tool. You will see a circle representing activity while the save process is happening. Before proceeding, wait for the circle to go away to signify that the Save process has completed.
- The next CoreBridge Reconciliation you sync to QuickBooks that contains sales tax liability will utilize the account you mapped earlier. If you receive errors when you sync, double-check that you properly matched the account and the vendor name.
- This is what the journal entry will look like.
If your Sales Tax Payable account has a balance from existing transactions, you may want to assign CoreBridge tax to a Vendor that is not currently the same Vendor used on existing transactions. That will help you distinguish CoreBridge tax from existing tax in QuickBooks when using the Sales Tax Liability Report and the Pay Sales Tax window. These are the results from using a vendor named "Tax Vendor Name".
- Pay Sales Tax window
- Sales Tax Liability Report
You will not be paying this fake vendor. This is just a means of separating your CoreBridge tax. When you pay your tax, you will remit the CoreBridge amount along with any other amounts to the proper taxing entity. In this example, you will have a line on your tax payment for $15.00 assigned to your Sales Tax Payable account.
On the Sales Tax Liability report, there are no sales because that report is designed to be used with individual invoices in QuickBooks. Since Summary Sync gives you journal entries and not individual invoices, that report cannot associate the tax to the related invoice to give you a sales amount.