Import Tax Codes By Postal/Zip

When the 'Enhanced Tax' processing as activated in the Company Taxing Parameters the Tax codes to apply to a location or address can be maintained for the different postal areas in the Tax Codes By Postal/Zip table.

This utility can be use to import the State tax rates and the combined County/City/Special tax rates for each ZIPCODE, and at the same time create a new Tax Code in Tax Codes using the ZIPCODE number as the new Tax Code.

Note: This import action is not useful to Canadian companies as the new Tax Codes are assigned the 5 character ZIP Code as the new Tax Code and Canadian Postal Codes exceed the 5 character max.

The process to import a CVS file include:

TAX G/L ACCOUNT

Enter the G/L Account that will be credited with this tax when invoices are posted, or look up the tax G/L account in the G/L Account Search window.

CLEAR EXISTING

This option is only available to Texada Support & Services staff and should be used if the ZIPCODE taxes have been loaded incorrectly.

Uncheck this box if the tax records being imported should be added to the records already existing in the Tax Codes By Postal/Zip.

Check this box to clear out all existing records in the Tax Codes By Postal/Zip table, and also to remove any ZIPCode Tax records in the Tax Codes table where the "TAX CODE" matches a ZIPCODE in Tax Codes By Postal/Zip and the "From=To" value for that ZIP in Tax Codes By Postal/Zip.

Warning: This data cannot be recovered except by re-importing it.

Note: If there are any errors in the Import and the process aborts, this clear action will not be performed.

Finished?

Click ACCEPT to continue with the Import, or CANCEL to abort.

IMPORT TAX DATA

CVS File Format:
The import spreadsheet must be saved as a comma separated CVS file with the exact column (no spaces between words) headings as follows:

• Col A - State - the abbreviation for the State up to a 5 character maximum
• Col B - ZipCode - a valid ZIP CODE in that State - this becomes the "From/To" range for the ZIPCODE Tax in the Tax Codes By Postal/Zip table and becomes its own "Tax Code" in the Tax Codes table.
• Col C - TaxRegionName - becomes the new Tax Code description
• Col D - EstimatedCombinedRate - current sum of the County, City and Special tax rates
• Col E - StateRate - current State tax rate (Example for all rates: 0.0625 would become 6.25 percent)
• Col F - EstimatedCountyRate - current County tax rate (included in 'EstimatedCombinedRate')
• Col G - EstimatedCityRate - current City tax rate (included in 'EstimatedCombinedRate')
• Col H - EstimatedSpecialRate - current Special tax rate (included in 'EstimatedCombinedRate')
• Col I - RiskLevel - not currently used in SRM

Move CVS File to the Server & Import:
After clicking ACCEPT the window to browse and locate the CVS file on the Client machine is triggered as outlined Select a File to Upload utility and the file is uploaded to the Server.

As soon as the file format is verified the Import action begins.

If no errors are found an Information Log is generated listing the new Tax Codes and rates.

The State tax is added to the Tax Codes table with the State Tax rate and State Code.
Each ZIP Code is added to the Tax Codes table with the combined County/City/Special Tax rate.
The Tax Codes By Postal/Zip table is populated with the ZIP codes and to cover all addresses the To Code is suffixed with -9999.
The State tax and the ZIP Code tax are added to the Taxes and Exemptions window for each ZIP code record in Tax Codes By Postal/Zip.

If errors are found the import aborts and no records are added or cleared. Error conditions include:

• Headings must match format to confirm that this is right import sheet.
• Invalid rate format
• Cannot have a negative rate
• Combined rate does not match sum of County/City/Special
• Invalid state - cannot exceed 5 characters
• Invalid ZIP code - cannot exceed 5 characters
• Invalid ZIP code - must be numeric
• No state
• No tax region name
• No ZIP code
• State rate does not match previous entry for same state
• State rate must be greater than zero
• ZIP code exists multiple times in spreadsheet