The New Tax Setup in AutotaskConfigure your own Tax Matrix

Angela RicherManager, Documentation and

Localization

Angela RicherManager, Documentation and Localization

Autotask Headquarters in Albany, NY

Worked in the Software Industry for 24 years With Autotask for over 9 years

Training Implementation Documentation Localization

Agenda

Limitations of the previous taxation scheme New concepts and definitions Setting up your tax grid Populating your tax grid Using the new tax setup

Limitations of the previous taxation scheme

No way to model different VAT rates (Standard and Reduced) for the same account

No default tax region Tax settings for the same billing item could be one setting

on the quote, and a different one on the invoice There was no way to summarize tax amounts by category,

or display the VAT rate or VAT amount for each line item

NEW CONCEPTS AND DEFINITIONS

Tax Region

A political jurisdiction where the same tax rates apply to the same billing items Taxes can be assessed by a country, province, county, or

municipality Multiple political jurisdictions can share a Tax Region

Tax Region

A customer’s Tax Region is determined by their business location in relation to your own Same country Different country, but within EU Non-EU country

Tax Regions are associated with your customer accounts The Tax Region is selected on the Account Detail page or

the Invoice Preferences page

Tax Category

Class of products and services that carry the same tax level in a given jurisdiction

Tax Category

You will need a separate Tax Category for each item type that has a non-standard tax rate in one of your jurisdictions

Tax Categories are associated with billing items through the billing codes (expense categories, material cost codes, milestone codes, recurring contract service codes, and work types)

Associating Tax Categories with ItemsStandard

(Tax Category)

Hardware(Material Code)

Workstation

Printer

Software(Material Code)

Adobe Acrobat

Reduced(Tax Category)

Onsite Support(Work Type)

Technician I

Technician II

Managed Services(Recurring Contract Service Code)

MS Exchange Hosting

SETTING UP YOUR TAX GRID

The Configurable Tax Grid

Adding a Tax Region

Adding a Tax Category

Adding a Tax Category

What Tax Categories Do I Need?

Single tax jurisdiction Set up a tax category for each taxation level

Tax Categories for Single JurisdictionStandard 20%(Tax Category)

Hardware(Material Code)

Workstation

Printer

Software(Material Code)

Adobe Acrobat

Reduced 13%(Tax Category)

Onsite Support(Work Type)

Technician I

Technician II

Managed Services(Recurring Contract Service Code)

MS Exchange Hosting

What Tax Categories Do I Need?

Single Tax Region Set up a tax category for each taxation level

Multiple Tax Regions Set up a tax category for each group of products that is tax-

advantaged in any one of the tax regions

Tax Categories for Multiple Jurisdictions

Regions(Tax Jurisdictions)

Standard Rate

Food Medicine Books Public Transportation

Germany 20 13 20 20 20

UK 20 20 13 20 20

Spain 20 20 20 13 20

Greece 20 20 20 20 13

POPULATING YOUR TAX GRID

Populating the Tax Grid

Entering Tax Values

Example Europe

USING THE NEW TAX SETUP

Transitioning from Old to New Tax Setup Your Tax Groups were converted to Tax Regions A “Taxable” category has been created, and the tax rates

from each Tax Group have been transferred into this Tax Category

If the old setup worked well for you, you will not have to do anything!

Transitioning from Old to New Tax Setup

Transitioning from Old to New Tax Setup If some of your billing items, (i.e. Labor) are taxed at a

lower rate, add a Tax Category Associate all Work Types with the new Category Review all billing codes and make sure they are

associated with the right tax category

Transitioning from Old to New Tax Setup If most of your business is in the same tax jurisdiction,

make that Tax Region the default Tax information can now be managed on the Edit Account

page as well as the Invoice Preferences page Tip: You can use the new Account Import to update Tax

Regions for multiple accounts Update any custom LiveReports that display the “Taxable”

field with the Tax Category field

Showing Tax Categories on an Invoice

Update your Invoice Template to display the Tax Categories on your

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