Let me know if anything needs clarification.

Before the solution, a note about an important aspect. Go to Edit>Preferences>Checking and unclick “Print account names on voucher”. This is an integral part of the fix.

Now, you’ll need to set up multiple vendors, all with the same Tax Collector information but different account names relative to the units, be sure to fill in the “Print on check as” box in the lower right corner with the actual Tax Collector’s name.
So we now have vendors named “XYZ Tax for UnitA1″, “XYZ Tax for UnitB21″, “XYZ Tax for UnitC33″, etc.
Next set up Sales Tax Items relative to each vendor and hence each unit…here I put the unit first for faster type and fill properties of line items while Invoicing. Like this… “C33-XYZTax”. Then associate the correct vendor to each.
Now the Sales Tax Payable system will allow me to choose all the units’ taxes at one time with select all, and still have individual checks for the Tax Collector, copies for the related owner without disclosing other owners’ data, and a very detailed tax report for the boss.

Since there are so many units, I used EXCEL to IFF imports for both the new vendors and the new sales tax items.

Okay, hope that helps anyone who cares. I still wish the Group Tax would work and I’d kill to have the Sales Tax System work with sub accounts instead of lumping all Sales Tax Payable in one Balance sheet line item, but hey, at least the working parts work now.

After trying the above check writing solution, it didn’t work. When I went to pay just the amount I had adjusted, I got a dialog box stating that there was enough money in the sales tax payable account to pay that amount of tax and no check would be written, and it rolled it back into the sales tax payable.

Yeah, I could use an other charge item, but then I lose a lot of convenience regarding the sales tax system, like having the amount go straight into Accounts Payable. All other items besides sales tax refuses any attempt to choose accounts A/R, A/P, Undeposited funds, and others.

Oh, well, I’ve found ways to tweak QB many times to do things most say aren’t possible. I’ll keep bashing at it, I’ll add more comments if I find a smooth option that uses existing systems rather than resorting the GJ entries, which just make most bosses uncomfortable,…stupid I know, but still, the terms “adjusting” and “journal entry” seem to cause angst amongst non-accounting, small office, construction/manufacturing bosses/clients I’ve dealt with over the years. If they can see things handled through Invoices, Checks, Bills, etc, they feel so much better.

Oh, well, thank you for “listening.”

Good blog btw. I’ve bookmarked it to return often.

In the “Pay Sales Tax” dialog box, I can adjust by “reduce sales tax” option and input the amount for one unit, in this window I do get a class option which shows up in a report which the boss needs. In “adjustment account”, I chose Accounts Payable and it defaulted to the Tax Collector. So now sitting in Accounts Payable is an entry for that specific amount.

Furthermore, when I re-open “Pay Sales Tax” and change the month to a previous month (I don’t understand why it isn’t in the current month, but it isn’t.) There is the option to pay that tax as I “adjusted” it. However, only one can be done at a time, then it has to be paid, or the next one simply accumulates and I’m back to the same ol’.

It’s an option, and it keeps it all in the sales tax realm which keeps the tax tagged to one vendor.

Using QBPremier Accountant Ed. 2008. I’ve got the need for group tax and have it set up properly. Unfortunately, I’ve found a problem, perhaps you have an idea. Each of our invoices uses one Class per invoice, never multiple classes. One of the taxes we pay, has to be paid individually by class (which represents a unit rental tax). When I use the group tax option, the classes are not being registered. So there are no reports that I can create to show that the tax collected per unit is accurate to the tax due.

Two solutions I have available is to simply run separate rent income reports by unit/class then calculate the tax on each and see that they add up and are disbursed, though the Pay Sales Tax option would be out, since it pays in a lump sum.

The other is to do line item taxes for each tax, avoiding the group tax option at the bottom of the invoice. Still can’t use the Pay Sales Tax option, but at least the report would be quick and accurate.

I suppose with either way, the Pay Sales Tax could be used with the adjustment aspect, simply using the reports to pay only portions through editing the “to be printed” checks before they go out for memo and amount, rinse and repeat till each unit is accommodated.

Any ideas? Is the Group Tax and Class, just not set up to love each other?

JL