How do I handle sales tax and record it in my books?

Handling sales tax and recording it in your books is an important aspect of financial management, especially for businesses that are required to collect and remit sales tax to tax authorities. Here are the steps to handle sales tax and record it in your books:
  1. Determine Sales Tax Obligations:

    • First, determine whether your business is required to collect and remit sales tax. Sales tax regulations vary by jurisdiction, so you’ll need to understand the rules in your area.
  2. Register for Sales Tax:

    • If you are obligated to collect sales tax, register with the appropriate tax authority, such as your state’s department of revenue. You will receive a sales tax permit or license.
  3. Determine the Sales Tax Rate:

    • Find out the applicable sales tax rate for the products or services you sell. This rate may vary depending on your location and the type of items you sell.
  4. Collect Sales Tax from Customers:

    • When you make a sale to a customer, collect the appropriate amount of sales tax based on the sale amount and tax rate. This is typically added to the sale price.
  5. Separate Sales Tax from Revenue:

    • Create a separate liability account in your accounting system for collecting sales tax. Common names for this account include “Sales Tax Payable” or “Sales Tax Collected.”
  6. Record Sales Transactions:

    • When recording a sales transaction in your books, you’ll typically have two journal entries:
      • Debit Accounts Receivable or Cash (for the sale amount, excluding sales tax).
      • Credit Sales Revenue (for the sale amount).
      • Credit Sales Tax Payable (for the collected sales tax amount).
  7. Track Sales Tax Collected:

    • Keep track of the sales tax you collect for each sales transaction. This information will be needed for tax reporting.
  8. Set Aside Collected Sales Tax:

    • Transfer the collected sales tax from your business accounts to a separate account designated for sales tax. This keeps the funds segregated and ensures you have the money available when it’s time to remit the tax.
  9. File Sales Tax Returns:

    • Depending on your jurisdiction, you may need to file sales tax returns monthly, quarterly, or annually. Use the information you’ve tracked to report the sales tax collected and remit it to the tax authority.
  10. Reconcile Sales Tax Payable:

    • Regularly reconcile your Sales Tax Payable account to ensure it matches the amount you owe to the tax authority.
  11. Keep Records:

    • Maintain detailed records of all sales transactions, including sales tax collected, for tax audit purposes.
  12. Stay Informed:

    • Stay updated on changes in sales tax laws and regulations that may affect your business.
  13. Use Sales Tax Software:

    • Consider using sales tax automation software that can calculate and track sales tax for you, simplifying the process.
  14. Consult a Tax Professional:

    • If sales tax compliance becomes complex or if you have questions about your obligations, consider consulting with a tax professional or accountant.
Properly handling sales tax and recording it in your books is essential for compliance with tax laws and avoiding penalties. It’s important to be accurate and diligent in this process to ensure your business remains in good standing with tax authorities.
Silicon Harbor Business Services is based in Mount Pleasant, SC.  We provide solid, practical advice to small business owners and select individuals.  We work with Quickbooks Online, Quickbooks Desktop and Quickbooks Enterprise.
For a complete list of our services, please click here. Reach out to our team of Business Consultants at Silicon Harbor Business Services in Mount Pleasant, SC if you have any questions about online bookkeeping or business consultancy. We’d love to hear from you!

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