New Office Procedures Adding Exempt Customers In MCR & Exempting Jobs in POS

Jeanine, Michael & Vito:

1) All the work that could be done without further input from the accounting office has been completed. For a complete list of what steps were taken, refer to:Accounts Receivable Updates & Tasks.

Notes:
A. Neither Step 8 not "Other File Maintenance in that checklist have been addressed yet, but do not hamper the implementation of the new tax plan
B. All Legacy Tax Codes (N## / P## / T##) have been deleted to prevent their further use, with their PTD and YTD history merged with the New Tax Code structure.

2) All sales staff & clerks have been blast e-mailed aon the new procedures for ringing transactions with (for lack of a better term) sales tax anomalies. Please familiarize yourselves with New Procedures For Charging Sales Tax in POS.

Notes:
A. There is a half-truth in Item #7 of that list. Security to change tax codes and salesperson codes was removed from ALL employees to prevent mucking up the system with hard to kill habits of yesteryear. Just today, John Powers complained he couldn't change a *0 customer to tax code NNY - where he has now been instructed through those emailed instructions to change the customer from *0 to *7. If it becomes unbearable, we re-enable security to change tax codes once sales staff becomes acclimated with the new procedures. 

B. After consulting with Vito, the following decisions have been made and procedures installed for billing tax exempt jobs to customers with A/R or *9 accounts who do not have a tax exempt job in MCR. Clerks can either:

• Have the Office Quickly Set Up an Exempt Job Account under the Main Account
• Call Michael, Jeanine or Michael to Override to Tax Code.
• Ring Up The Sale as Taxable, Submit Exempt Forms & Invoice for Vito to Adjust and Credit Customer - They Will Credited Promptly)

C. It can not be predicted how often an A/R or *9 account needs a one-off job exemption. Because of the temporary [or permanent] security lock-out to change tax codes, Clerks have the option of either:

1. Having the Office Quickly Set Up an Exempt Job Account under the Main Account    
2. Calling the Office to Override to Tax Code to Either X1, X2 or X3 remotely
3. Ringing Up The Sale as Taxable, Submit Exempt Forms & Invoice for the office to adjust post sale and credit accordingly

In all three cases, it provides better control over who's getting a job exemption and guarantees the correct documentation is provided in case of future audita.

3) Because the New Tax System is Fully Live, and the plug pulled on the Legacy Codes, All New Accounts and Exempt Jobs Must be Entered With Different Field Data in MCR

A. For Fully Tax Exempt Accounts: 
1. Main Tab #1.
Taxable = N
Tax Code = One of the Following 7 Codes (Depending on the Type of Account / Exemption)

 
2. Miscellaneous Tab #6.
Click Pesticide License & Enter Corresponding Code in the Tax Exempt Type Field

Ignore Existing Field Names & Set Code to 
G = Municipality / City or School / Public Education Facility
P = Religious Institution / Charities / Not For Profit Organization 
R = Resale / Wholesale Customers 
V = Out of State Account (i.e. Trump Golf Course Scotland)



  
B. For Tax Exempt Jobs:
1. Main Tab #1.

• Taxable = Y
• Tax Code = The Corresponding Tax Jurisdiction of the Job

2. Miscellaneous Tab #6.

• Click Pesticide License & Enter Corresponding Code Y in the Tax Exempt Type Field
• In the Tax Override Plan Field Enter T=Y

C. For Regular Jobs (No Exemption):
1. Main Tab #1.
Tax Code = The Corresponding Tax Jurisdiction of the Job

2. Miscellaneous Tab #6.
Do nothing different than always
 

New Procedures For Charging Sales Tax in POS

To All Employees:

In an attempt to completely automate the mandated collection of sales tax for the state of New York (as well as Connecticut and New Jersey), the following changes have been made to the methods and procedures you've all been used to for years. Please Note All Changes, Which Are In Effect Immediately.(Items in Dark Blue Directly Effect POS Sales Processing)

Adding Pre-Defined Comments in POS

To All Sales Staff

If you feel you are constantly typing out the same phrases, warnings or instructions in the Point of Sale Comments box to put on customer's paperwork, you have the option of selecting a "Pre-Defined Comment" to post and save the repetitive keystrokes.

For example:
1. You sell equipment before a forecasted hurricane. You can post the 'All Sales Final' comment to alert the customer the product(s) can not be returned for credit.
2. (Courtesy of John Bellew & Dave Santillian): You type up a quote for stone treads based on current inventory. Two weeks later, when the customer accepts the estimate and wants to make the purchase, you discover you need to modify the lengths based on the current count available to sell from. When the customer points out you are billing him for x number of 8' treads, but you originally quoted him 7' pieces, you can inform them those were the conditions of sale printed on the quote. 

The Steps are essentially self-explanatory.
1. On the line you want the add the comment, click F3,
2. Select "Pre-Defined Comments" on the right side of the Comments window
3. Choose your pre-defined comment and click OK

 
If there are any comments you would like added to the list of choices, post them in the comments box below.

Thanks