thinkQuickBooks

helping right brain professionals navigate the left brain world of accounting

Archive for the tag “Technology”

HOW TO SET UP TAX RATES FOR A CHARITY IN QBO TO SPLIT THE GST/HST ON SALES 60/40%

DEC 2018. THESE INSTRUCTIONS ARE NO LONGER WORKING DUE TO THE CHANGES IN THE SALES TAX CENTRE. I WILL UPDATE THE INSTRUCTIONS AS SOON AS POSSIBLE. 

“If your charity is a GST/HST registrant, you have to use a special net tax calculation for charities. When you use this calculation, you generally remit 60% of the GST/HST you charge and claim ITCs only on certain items, where all the conditions for claiming ITCs are met. In addition, you can claim the PSB rebate of the GST/HST paid or payable on your eligible purchases and expenses and for which you cannot claim ITCs, whether the GST/HST relates to your commercial activities or exempt activities.”

Source: https://www.canada.ca/en/revenue-agency/services/forms-publications/publications/rc4082-gst-hst-information-charities/gst-hst-information-charities.html#P283_24869

What does this mean? When you charge and collect tax on sales, you will remit 60% and keep 40% of the amount collected. And although you will only be claim ITCs on certain items (know the rules), you will be eligible for the PSB rebate, meaning you will receive a rebate for 50% of the GST or federal part of the HST paid on purchases.

See my other blog post HOW TO SET UP THE GST/HST PUBLIC SERVICE BODIES’ (PSB) REBATE IN QBO here.

Here’s how to set this up in QBO. We’re going to add two new tax rates, then a new tax group. I’m in a GST only province, so I’m going to set this up with the 5% GST in mind. You can modify this to work in different provinces by adjusting the percentages.

STEP ONE: ADD NEW TAX RATE

  • Click on Taxes from the left navigation bar
  • Click on Add tax in the upper right-hand corner

Add tax from sales tax centre

  • Choose Tax rate

Add Tax Rate Expanded

  • Fill out as shown

GST 60 Percent Sales

  • Click Save

 

STEP TWO: ADD NEW TAX RATE

  • Click on Taxes from the left navigation bar
  • Click on Add tax in the upper right-hand corner

Add tax from sales tax centre

  • Choose Tax rateAdd Tax Rate Expanded
  • Fill out as shown

GST 40 Percent Keep as Income

  • Click Save

 

STEP THREE: ADD GROUP RATE

  • Click on Taxes from the left navigation bar
  • Click on Add tax in the upper right-hand corner

Add tax from sales tax centre

  • Choose Group rate

Add group rate

  • Fill out as shown

NFP on Sales Group Rate

  • Click Save

REVIEW YOUR WORK

SS1

New rates and group for 60 40 split

TIP: You can inactivate (by toggling Off) the two tax rates you just added so that only the group rate appears for selection on transactions.

 

NOTES:

I always test these out first in the test drive file. Here’s the link: https://qbo.intuit.com/redir/testdrive_ca

Use names and descriptions for the tax rates and group rate that make sense to you. Just remember that the group rate cannot be edited.

Rules around charities can be complicated. Please check the CRA website for more information.

Advertisements

HOW TO SET UP THE GST/HST PUBLIC SERVICE BODIES’ (PSB) REBATE IN QBO

DEC 2018. THESE INSTRUCTIONS ARE NO LONGER WORKING DUE TO THE CHANGES IN THE SALES TAX CENTRE. I WILL UPDATE THE INSTRUCTIONS AS SOON AS POSSIBLE. 

“If your charity is a GST/HST registrant, you have to use a special net tax calculation for charities. When you use this calculation, you generally remit 60% of the GST/HST you charge and claim ITCs only on certain items, where all the conditions for claiming ITCs are met. In addition, you can claim the PSB rebate of the GST/HST paid or payable on your eligible purchases and expenses and for which you cannot claim ITCs, whether the GST/HST relates to your commercial activities or exempt activities.”

Source: https://www.canada.ca/en/revenue-agency/services/forms-publications/publications/rc4082-gst-hst-information-charities/gst-hst-information-charities.html#P283_24869

What does this mean? When you charge and collect tax on sales, you will remit 60% and keep 40% of the amount collected. And although you will only be claim ITCs on certain items (know the rules), you will be eligible for the PSB rebate, meaning you will receive a rebate for 50% of the GST or federal part of the HST paid on purchases.

See my other blog post HOW TO SET UP TAX RATES FOR A CHARITY IN QBO TO SPLIT THE GST/HST ON SALES 60/40% here.

Here’s how to set this up in QBO. We’re going to add two new tax rates, then a new tax group.

NEW! You can now post the non-deductible portion back to the original expense account. This is the method I am outlining below. The non-deductible portion previously posted to a GST/HST Expense account that was automatically created by QBO (old method).

NOTE! For non-profit set ups already in place using the old method, you cannot change the existing set up. You will have to start from scratch with the steps below. If starting mid-year, you can go back and re-code individual transactions with the new sales tax code. Consider when you want to implement.

We’re going to add two new tax rates, then a new tax group. We’re not going to touch any of the existing rates. We may need them for other qualifying purchases (know the rules). I’m in a GST only province, so I’m going to set this up with the 5% GST in mind. You can modify this to work in different provinces by adjusting the percentages.

STEP ONE: ADD NEW TAX RATE

  • Click on Taxes from the left navigation bar
  • Click on Add tax in the upper right-hand corner

 Add tax from sales tax centre

  • Choose Tax rate

Add Tax Rate Expanded

  • Fill out as shown

GST ITC 50

  • Click Save

 

STEP TWO: ADD NEW TAX RATE

  • Click on Add tax in the upper right-hand corner

Add tax from sales tax centre

  •  Choose Tax rate

 Add Tax Rate Expanded

  • Fill out as shown. Note the Non-tracking – this is how you’re mapping back to the original expense account.

GST ITC 50 Non taxable non tracking

  • Click Save

 

STEP THREE: ADD GROUP RATE

  • Click on Add tax in the upper right-hand corner. 

Add tax from sales tax centre

 

  • Choose Group rate

Add group rate

  • Fill out as shown. You’re creating a group called NFP Purchases (or similar) that includes the two tax rates you created in steps one and two. NOTE: BE CAREFUL ADDING THE GROUP RATE. IT CANNOT BE EDITED.

Purchases Group Rate

  • Click Save

 

REVIEW YOUR WORK

 SS1

New rates and group

TIP: You can inactivate (by toggling Off) the two tax rates you just added so that only the group rate appears for selection on transactions.

NOTES:

I always test these out first in the test drive file. Here’s the link: https://qbo.intuit.com/redir/testdrive_ca

Apply same principals for setting up rates in different provinces.

Use names and descriptions for the tax rates and group rate that make sense to you. Just remember that the group rate cannot be edited.

Here’s a link to setting up rates in Ontario, for desktop: http://intuitglobal.intuit.com/iq/quickbooks/docs/HST_Charity_xONx.pdf

Rules around charities can be complicated. Please check the CRA website for more information.

HOW TO SET UP TAX RATES FOR MEALS & ENTERTAINMENT IN QBO

DEC 2018. THESE INSTRUCTIONS ARE NO LONGER WORKING DUE TO THE CHANGES IN THE SALES TAX CENTRE. I WILL UPDATE THE INSTRUCTIONS AS SOON AS POSSIBLE. 

The following guide will help you set up a Meals & Entertainment tax code so that the ineligible amount automatically posts to its own expense account. This frees you from doing those periodic calculations and journal entries. I’m in a GST only province, so I’m going to set this up with the 5% GST in mind. You can easily modify this to work in different provinces by adjusting the percentages.

Here’s how to set this up. We’re going to add two new tax rates, then a new tax group.

STEP ONE: ADD TAX RATE

  • Click on Taxes from the left navigation bar
  • Click on Add tax in the upper right-hand corner

Add tax from sales tax centre

  • Choose Tax rate

Add Tax Rate Expanded

 

  • Fill out as shown.

GST Eligible

 

  • Click Save

 

STEP TWO: ADD TAX RATE

  • Click on Add tax in the upper right-hand corner

Add tax from sales tax centre

  • Choose Tax rate

Add Tax Rate Expanded

  • Fill out as shown. Note the Account filled in as Expense – this is how you’re mapping the ineligible portion.

 

GST Ineligible

 

  • Click Save

Here’s a look at the audit log to see what happened behind the scenes. QBO automatically added a new account called GST/HST Expense. You can change the name if desired (i.e. Non-Deductible GST Expense) as well as the category account type (i.e. Other Expenses) from the Chart of Accounts. You can also assign an account number, just remember to click on the pencil icon to add the number.

Added New GST Account

STEP THREE: ADD GROUP RATE

  • Click on Add tax in the upper right-hand corner

Add tax from sales tax centre

 

  • Choose Group rate

Add group rate

 

  • Fill out as shown. You’re creating a group that includes the two tax rates you created in steps one and two. NOTE: BE CAREFUL ADDING THE GROUP RATE, IT CANNOT BE EDITED.

ME Group

  • Click Save

REVIEW YOUR WORK

  • Click the Edit GST/HST drop down; select Edit rates. Here you’ll see the two tax rates along with the group that you just added.

SS1

 

 

New Rates.jpg

  • TIP: You can inactivate the two tax rates you just added so that only the group rate appears for selection on transactions.

TEST THE CODE

Here’s an example credit card expense. $2.50 posts to the GST/HST Expense account and the other $2.50 post to the GST/HST Payable liability account.

ME code splits the GST

 

NOTES:

I always test these out first in the test drive file. Here’s the link: https://qbo.intuit.com/redir/testdrive_ca

Apply same principals for setting up in different provinces.

Use names and descriptions for the tax rates and group rate that make sense to you. Just remember that the group rate cannot be edited.

Meals themselves must be adjusted at end of period. I always let the accountant know that the ITCs have already been adjusted so they don’t make an unnecessary entry.

If you are implementing this solution mid-year, you will need to do one of two things:

  1. Adjust the ITCs on meals to back out the 50% up to the point you start using the new method.
  2. Go back to the start of the fiscal year and edit all the meal entries to code them with the new ME tax code.

 

Vote For the Top 100 ProAdvisors of 2016

Customers, friends, and fellow bookkeepers, it’s that time again! I need your vote to become an Insightful Accountant Top 100 ProAdvisor for 2016. It’s one vote per person, and filling out the entire survey is optional. What’s required is your first name, last name, email, and a check-mark next to my name (alphabetical by last name, look for Marnie Stretch, I’m a ways down).

Voting is only one part of the process, so it’s not strictly a popularity contest (thank goodness!). It’s based on several other criteria including certifications, social media presence, relationships with third-party apps, and more.

I love helping people become knowledgeable in QuickBooks and business finances. And hopefully, I’ve helped you somewhere along the line, so you won’t mind taking a moment to cast a vote in my favor!

Thanks in advance, it would great to have this honor three years in a row.

VOTE HERE

Intuit VIP Summit 2013. Be inspired!

Image

Just a few of the guests at last week’s Intuit VIP Summit in California. Here are the international attendees from Canada, India, UK and Australia. Thank you to Margaret Carey for the photo!

Last week I was honored and humbled to be invited to the Intuit VIP Summit in Mountain View, California. The event was attended by QuickBooks Accountants and Influencers from all over the globe. The two Canadian ProAdvisors in attendance were Esther Friedberg Karp and myself. It was definitely the event of a lifetime, and I certainly hope we get asked back.

The evening before the official event, a lovely cocktail reception was held on the ‘Moon and Stars’ patio at the Westin Palo Alto. Two of the first people I had the chance to meet were Charlie Russell and William Murphy, who I’m definitely IN AWE OF. It was a great opportunity to connect with a few of the attendees and some of the folks from Intuit.

DAY ONE was held at the Intuit campus. We had a bit of time for breakfast and socializing, and I got to meet several more QuickBooks ninjas including Doug Sleeter, Michelle Long, the gang from RadioFree QuickBooks, Seth David of Nerd Enterprises, and the incredible team from Intuit. I’m sorry I can’t list all the guests, but one thing is for sure, they are all QB rockstars! It was an absolute thrill to meet so many people I feel like I know because of social media. And speaking of social media, we were encouraged to be active on all platforms and tweet using the hashtag #IntuitSummit. We lit up Twitter like a Christmas tree!

Brad Smith EditAfter an awesome welcome from Senior VP Jill Ward, CEO Brad Smith delivered the key-note address. His speech got the room energized about all the exciting innovation happening at Intuit. We were introduced to the new look of QBO (code name ‘Harmony’). It has an updated look that’s modern and clean (and kind of reminds me of Wave). Intuit is putting a lot of resources into the product, worldwide. Last July, QBO was in five countries. Now it’s in over 100! One of the awesome features is that QBO works with a lot of third-party apps. Brad said that Intuit is a team sport and they value their developers. Someone asked about tech support. Brad said that they are aware of the challenges with tech support and believe deeply that “service matters.” He said their goal is to help us to win, not to eliminate our jobs. And he stressed the fact that Intuit cannot succeed without accounting professionals. I have to say I am COMPLETELY excited about ‘Harmony,’ and I will discuss (and challenge) some of the most common objections about QBO in an upcoming blog.

In the afternoon, we took part in a “Design for Delight” exercise where we had the chance to break into teams and CREATE! There was much energy and laughter, as all seven tables were assigned a challenge to brainstorm specific ideas/solutions for QBO. Scott Cook, Founder of Intuit, sat at each of the tables, listening and observing. The presentations were intriguing, outrageous, and clever. Shortly after our innovation exercise, it was time to depart for the next part of our day-one adventure.

We loaded into buses and were driven up the winding road to the Mountain Winery in Saratoga. We were treated to some excellent wines, delicious appetizers, a stunning view of Silicon Valley, and the “Innovation Showcase,” where we were able to preview some of Intuit’s newest products and meet with Intuit developers at various displays. I was particularly excited to meet Pamela Bailey, Design Lead for the desktop version, who had QuickBooks 2014 on display. She’s from Edmonton, my hometown, and we have mutual friends, so we had lots to cCalifornia (50)hat about. Intuit continues to make improvements to the desktop version, and even with ‘Harmony’ taking center-stage, it definitely won’t be neglected. One thing you’ll appreciate is that the left-icon bar now has color!

As the sun went down, we enjoyed a first-class meal and lively conversation on the patio. The Google Glass was in attendance for anyone who wanted to try it, and a cool 3D printer sent us all home with an Intuit wine bottle key chain. Two high-powered telescopes allowed us to admire the stars. It was a very full day, and my heavenly bed at the Westin was just that.

DAY TWO was held at the beautiful Quadras Conference Center. Our morning was an interactive session with Steve King from Emergent Research discussing the future of accounting. We learned some interesting facts. Like sales of tablets are predicated to outpace sales of PCs by 2014. That boomers likely need prescription Google Glass! That social media has created FOMO – the fear of missing out. That predicting the future isn’t that hard… but getting the timing right is. The entire morning was captured by Terry, a graphic recorder. In colorful markers, she recorded the morning’s conversation. It’s really something to see. Her amazing artwork will go back to Steve’s office where he will use it for his Future of Accountancy project.

Remember our “Design for Delight” exercise from day one? Joe Wells, the VP of Engineering at Intuit, showed up with the previous day’s best idea magically implemented into QBO! It was very exciting to see our suggestion come to life and confirmed what we’d been hearing over the last two days – that Intuit really is listening.

Prizes were awarded for the ‘most social’ attendees, and according to TweetReach, our influence on Twitter was stellar!  You can check out all the awesome posts by searching #IntuitSummit. You can also see some great pics of the summit on Pinterest at http://pinterest.com/search/?q=IntuitSummit.

It was an amazing, incredible, inspiring two days. I came home with some awesome swag (including a bottle of wine from Scott Cook’s own vineyard!), many new connections, and complete excitement around what Intuit is doing for accountants and customers.California (17)

Coming in Friday’s blog – information about the new Cloud ProAdvisor Program!

Did you sign up for e-statements? Don’t forget to save or print!

So you’ve gone green and signed up for e-statements. Kudos to you! Here’s how going paperless helps the environment, compliments of http://payitgreen.org/

PayitGreen

There’s nothing better than neglecting my own bookkeeping and sitting down to do it a couple times a year. It fulfills my need for a challenge. LOL! (I don’t recommend this, by the way!) This last time, I went to my credit card provider’s website to download the past twelve months of statements into QuickBooks. Except eight of them were gone! Only the most recent four were available to download into QuickBooks. The missing months were easy enough to access in PDF format (they keep seven years for me), but the downloadable files were indeed gone with no way to get them back. That made for a lot of manual data entry for me.

Another of my credit card providers only saves six months, PDF or otherwise. After that, I have to contact them to retrieve the missing statements. This involves an email, a confirmation email, a password and a time limit to fetch them… which I typically miss. I then have to start the entire process of retrieval over again!

Banks and credit card issuers often make only a certain number of statements available online. In many cases, it’s only a few months. If you need to go back farther than that, you may have a few hoops to jump through. You may even be required to pay a fee.

So here’s a reminder. Save those files to your computer every couple months (and if you still prefer to print, no judgement here!).

QuickBooks Canada 2013 R7 released. Goodbye, Samples of Common Payroll Items…

UPDATE: Apparently the problems plaguing the R7 update in the US could be problems in Canada as well. According to tech support, the R8 update (payroll) will be released by the end of June. It is advised that you wait!

QuickBooks released their 2013 R7 update this week. If you’ve selected the option for automatic updates, you should be prompted to install the update when you open QuickBooks. The other option is to manually install the R7 update. Here’s a link to the instructions as well as the R7 release notes:

How to manually install QuickBooks 2013 updates

The R7 update includes the July 2013 (97th Edition) Tax Table, which you’ll need before processing payroll in July. To confirm you have the correct tax table:

Employees > My Payroll Service > Tax Table Information. From there you can click on the Tax Table Info button for more detailed information.

One important thing I noticed about this release is that they’ve removed the Samples of Common Payroll Items guide from the HELP menu! Rather than a handy chart, they now direct you to the CRA website. I’m not a fan of this change! I loved the Samples of Common Payroll Items guide. However, I’ve been told by the folks at Intuit that this change is permanent.

TIP: before updating your file to R7, copy and paste this guide into Word.

That said, it’s always been a good idea to consult the CRA and Service Canada websites when setting up your payroll items. Look for the T4130 Employers’ Guide – Taxable Benefits and Allowances on the CRA website and information about insurable earnings on the  How to Complete the Record of Employment Form on the Service Canada website.

Holy Colour, Batman! QuickBooks 2013 R6 update released in Canada

The R6 update for QuickBooks 2013 is now available for Canadian versions of QuickBooks. If you’ve selected the option for AUTOMATIC UPDATE*, you should be prompted to install the update when you open the program. If not, you can go to HELP > UPDATE QUICKBOOKS > UPDATE NOW and select GET UPDATES. The other option is to manually download the update. Here’s a link to the support page which provides the link, and also, a link to the release notes:

How to manually install QuickBooks 2013 updates

The R6 update introduces the “Company File Colour Scheme” which replaces the “Company Colour Flag” preference. If you use it, it’s suddenly a blast of colour when what you’re used to seeing is a tiny little flag! Orange was okay when it was just a flag, but wow, is it ever bright when it’s the entire title bar! Some of the colours are equally as shocking. I’ve settled on the blue-medium which is fairly easy on the eyes. Here’s where to find it if you don’t have it set: FILE > PREFERENCES > DESKTOP VIEW. Choose the MY PREFERENCES tab and choose a colour under the COMPANY FILE COLOUR SCHEME.

The R6 update also clears up some of the ‘real estate’ issues I was complaining about in an earlier post, along with several other fixes and improvements, many for the Enterprise version. The release notes don’t say anything about the “Fatal Application Exit,” which I continue to get pretty much every day I’m working in QuickBooks. Here’s what Intuit says about the problem:

Error: QBW32.EXE – Aborting Application: QuickBooks is now terminating when working in 2013

I’m still anxiously waiting for the new feature where I have the ability to collapse specific sub-accounts on financial reports to show up in Accountant Edition and Premier and not just Pro!

*NOTE: to set your copy of QuickBooks for AUTOMATIC UPDATE, go to                      HELP > UPDATE QUICKBOOKS > OPTIONS and select the YES radio button next to AUTOMATIC UPDATE. You can also choose whether to used a SHARED DOWNLOAD if you’re in a multi-user environment.

Loss of laptop real estate in QuickBooks 2013

If you don’t seem to have a lot of useful ‘real estate’ when working on forms in QuickBooks, your computer resolution could be to blame. I personally find working on my laptop very frustrating because I have so few lines of detail on the bottom of forms. Here’s what Intuit Canada says about the issue:

Missing Buttons on Write Cheques Window

Laptop or not, it seems like I spend a lot of time in 2013 moving, maximizing, collapsing, expanding, resizing, supersizing…you get the picture. One of my biggest complaints about certain windows is the fact they can barely be minimized from the top and bottom. This drives me crazy. You can minimize the sides, but that’s not where the SAVE buttons are at. They’re at the BOTTOM, and I should be able to minimize the window from the top and bottom! And the really weird thing? This seems to act differently at every different computer I sit down at. Tip: holding down the shift key while opening certain windows – for example, ‘Make Deposits’ – does help a bit with downsizing.

One last thing. I love the new feature where I have the ability to collapse specific sub-accounts on the financial reports. But I am completely at a loss why they would add this feature to PRO and not PREMIER. Is this a mistake? Technical support couldn’t give me an answer, and no one has really mentioned it on any of the forums. First time I can remember where a feature in Pro is not available in Premier!

QuickBooks R5 update released in Canada (but it doesn’t fix the T4 duplicating address bug)

The R5 update for QuickBooks 2013 was released on Friday for Canadian versions of QuickBooks. If you’ve selected the option for automatic update, you should be prompted to install the update when you open the program. Strangely, this didn’t happen for me, even though my preference is set to automatic. What I did instead is go to HELP > UPDATE QUICKBOOKS > UPDATE NOW. The other option is to manually download the R5 update, so here’s a link to the support page which has the link, and also, a link to release notes:

How to manually install QuickBooks 2013 updates

I was hoping the R5 update would fix the T4 address glitch, but it hasn’t. The problem is that employee addresses – modified after installing QB 2013 – seem to have duplicated themselves on the T4. Canada Post is aware of this problem and the T4s will be delivered with no problems. However, if you don’t have too many forms and/or the glitch is bothersome, you might consider this fix: place a period (.) on the second address line. It takes the place of the duplicated address on the T4. Tiny but mighty!

And here’s an important note. If you’ve had address issues with employees (and even if you haven’t), please check your COMPANY INFORMATION window before issuing T4s to make sure the address is correct. I’ve seen several data files where the company address had duplicated itself quite strangely as well.

One last word of advice. Always check over your T4s very carefully. Run the T4 Summary report and an Employee Summary Earnings report to cross check all figures. This morning I’m having an issue with Box 24 showing the same random amount of $50 for all employees. This is very peculiar. I’m thankful I can manually update Box 24 so I can get these processed.

Post Navigation