Documentation/Sales-Tax.md

Filing New York State Sales Tax

Note that the procedure is the same basic one for both Bitnetix and EWG, but at this time, EWG is required to file quarterly. Quarterly does not match with a calendar quarter, and the due date is the 20th of the month following the end of the quarter.

• Dec-Feb, due Mar 20
• Mar-May, due Jun 20
• Jun-Aug, due Sep 20
• Sep-Nov, due Dec 20

Gather Information

Quickbooks has all of the appropriate sales tax information in the Vendors->Sales Tax menu. Make sure to use the correct dates!!

Create Sales Tax Form

Head to https://www.tax.ny.gov/bus/st/filing_sales_tax_returns.htm and click on "Sales Tax" on the left menu, then "Sales Tax Web File" then "Login." You will need the following:

• Login with username
• everwatch or bitnetix (which is actually er1cl0yd), passwords are stored in Firefox

In the hamburger menu on the left, select "Sales tax - file and pay" and then "Sales tax web file." Yes, this is a bunch of needless clicking.

Fill in the Information

• Has your responsible persons information changed? NO

• Has your business address or phone number(s) changed? NO

• Are you filing an amended return? NO

• Select the ST-100 for the previous quarter

• I would like to: Manually Enter Data

• Gross Sales: from Quickbooks

• Non-taxable sales: from Quickbooks

• Do you have any taxable sales, purchases, or credits to report? YES (unless you don't)

• Do you have any over-collected sales and use tax for this filing period? NO

• Did you collect tax on certain information and entertainment services heard over the telephone? NO

• Did you collect tax on vapor products? NO

• Did you collect tax on passenger car rentals or peer-to-peer car sharing? NO

• Did you collect waste tire management fees? NO

• Are you permanently discontinuing your business for sales tax purposes, and filing your final return? NO (unless you are)

• Click on the "Main Form" towards the bottom and fill it out with numbers from Quickbooks

• Add appropriate jurisdictions based on Quickbooks information

• Make sure to expand the appropriate rows to add the correct totals

• Note: Most likely, you're filling out an actual number for "taxable sales" and then zero for everything else

• Check the numbers against Quickbooks, then *

• Make sure you have all the corect forms (usually, it's just the one), then *

• You are now on the "Credits and advance payments" screen. Likely enter zero for everything, then

• Take the "Vendor collection credit" and apply it back into Quickbooks as a Sales Tax Adjustment:

  • Vendors -> Sales Tax -> Adjust Sales Tax Due
  • Adjustment Date: Last day of appropriate quarter
  • Entry No: blank
  • Sales Tax Vendor: New York State
  • Reduce Sales Tax By:
  • Memo: Vendor collection credit

• You may also need to round for a few pennies or so; do this as a Adjust Sales Tax Due as well, as needed

• Once complete, you will have a final Payment Amount from the web page

• Verify this matches with Quickbooks and click

Payment

Forms are due whenever but payment is due on the 20th of the month. The last "Continue" from the previous step will take you to a "Pay from Bank Account" screen where you can schedule payment. If the 20th is on a weekend or holiday, then the payment is due on the next business day. Make sure to select the appropriate bank account and schedule the payment and plan finances accordingly. I like to leave at least one business day between payment date and due date in case adjustments need to be made or something goes wrong with the ACH payment. Don't forget to make the payment in Quickbooks, as well, via Vendors -> Sales Tax -> Pay Sales Tax. Make sure the numbers balance from the previous steps.

When ready, hit "Submit" and copy the confirmation number from the web page into the notes field of the Quickbooks payment.