CCH® SureTax® for Microsoft Dynamics Great Plains User Guide

Updated: July 24, 2024

Installation and Configuration

Welcome to CCH SureTax for Microsoft Dynamics GP

CCH SureTax for Microsoft Dynamics GP is a plug-in for Dynamics GP that helps you accurately calculate sales tax for purchases in the United States and Canada.

  • The Sales component works with the Sales module of Dynamics GP.
  • The Purchasing component works with the Purchasing module of Dynamics GP.
  • The Project Accounting component works with the Project Accounting module of Dynamics GP.
  • Supported industries: General Sales, Communications, and Energy.
  • Supported version: Microsoft Dynamics GP 18.2, 18.3, 18.4, 18.5, 18.6

Scope of this User Guide

This guide provides guidance for staff members who work with Microsoft Dynamics GP. It assumes that the reader knows how to find and open common forms in these Dynamics GP modules. Information about using Dynamics GP forms is limited to specific instructions for using the SureTax features on those forms.

Some information about installing and configuring your installation is included in this guide. However, the guide does not contain detailed technical specifications and is not a substitute for the expertise of your CCH Training and Consulting representative or a Microsoft Dynamics GP specialist.

Conventions Used in this Guide

To help you locate and interpret information, consistent visual cues and a standard vocabulary are used throughout this guide. These conventions are described below.

  • Bold facing is used in procedures to indicate a specific item in the program that you must select, enter, or otherwise act upon. For example: Click Finish to exit the wizard.
  • The greater-than symbol (>) is used to indicate the sequence of menus or folders to navigate through to reach a particular location. For example: Select Additional Information > CCH SureTax Tax Display.
  • To distinguish between the subparts that make up the SureTax plug-in and Microsoft Dynamics GP, different labels are applied to these items. The word "component" is used to identify subparts of the SureTax plug-in, while the word "module" is used to describe subparts of Microsoft Dynamics GP.

Overview

CCH SureTax for Microsoft Dynamics GP is a plug-in that integrates the CCH SureTax solution with Microsoft Dynamics GP. With CCH SureTax for Microsoft Dynamics GP installed, you can accurately calculate sales tax for the United States and Canada without the need to maintain sales tax rates inside Dynamics GP.

The CCH SureTax for Microsoft Dynamics GP product line includes the following three components that can be installed:

  • Sales. Allows you to manage your sales tax compliance for accounts receivables in Dynamics GP.
  • Purchasing. Allows you to manage your sales tax compliance for accounts payables in Dynamics GP.
  • Project Accounting. Allows you to manage your sales tax compliance for Sales and Purchases in the Projects Accounting module of Dynamics GP. The Sales and Purchasing components are required for this component.

How It Works

CCH SureTax for Microsoft Dynamics GP sends transaction data from Dynamics GP to CCH SureTax Web Services for sales tax calculation. CCH SureTax Web Services returns the calculated sales and use tax to Dynamics GP through the plug-in.

  • CCH SureTax Workspace
  • Web Service Requests from GP are made with web service wrappers (COM DLL files included in the installation)
    • SureTaxServiceWrapper.dll. Connects to CCH SureTax calculation web service.
    • SureTaxDataApiWrapper.dll. Connects to CCH SureTax Data API web service

Features

The following are features of CCH SureTax for Microsoft Dynamics GP:

  • A tax display form shows details of the CCH SureTax tax calculation.
    • Note: Modifications to tax amounts on this form is not supported. This is view only information.
  • Dynamics GP stocking units can be mapped to CCH SureTax in the CCH SureTax portal.
  • The plug-in does not interfere with stock tax calculation functionality of Dynamics GP. Stock Dynamics GP sales tax calculation and CCH SureTax sales tax calculation can both be performed on the same order.
  • Single tax schedule or tax schedules for each state and Canadian province are automatically created.
  • Exemptions are supported at a line level.
  • Both trade and terms discounts are supported.
  • Both freight and miscellaneous charges are supported.
  • Transaction IDs created during CCH SureTax tax calculation are processed efficiently. No transaction IDs are wasted or lost.
  • Security tasks and roles are created to aid in assigning user permission to the various parts of the plug-in.
  • System data is imported through CCH SureTax Web services.
  • Web client is supported.
  • Flexible configuration of Data Exchange for CCH SureTax
  • The following Dynamics GP forms are supported (see next page):

Supported Forms Table:

Sales (AR) Forms Purchasing (AP) Forms Project Accounting (PA) Forms
Sales Transaction Entry Purchase Order Entry (form does not post) Billing Entry
Sales Item Detail Entry Receivings Transaction Entry Billable Fees
Sales Batch Entry Purchasing Invoice Entry Progress Billing Entry
Sales Series Posting Returns Transaction Entry Time and Materials Billing
Sales List Payables Transaction Entry Time and Materials Return
Sales Transaction Inquiry Zoom Purchasing Batch Entry Billing Inquiry Zoom
Sales Multiple Orders to Invoices Transfer Returns Batch Entry Billing Batch Entry
Sales Bulk Confirmation Purchase Order Generator (form does not post) Project Series Posting
Purchasing Series Posting Billing Cycle Batch Processing
Payables Batch Entry Billing Entry - More Info
Purchasing lists Employee Expense Entry
Employee Expense Entry - More Info
Employee Expense Detail Entry
Returns from Project Entry
Employee Expense Batches
Returns from Project Batches

Installing CCH SureTax for Dynamics GP

The following section includes instructions for installing the following CCH SureTax for Microsoft Dynamics GP plug-in component.

  • Sales. This component allows you to manage your sales tax compliance for accounts receivables (Sales).
  • Purchasing. This component allows you to manage your sales tax compliance for accounts payables (Purchasing).
  • Project. This component allows you to manage your sales tax compliance for sales and Purchases in the Project module of Dynamics GP.
  • The plug-in components have their own installers:
    • They can be purchased and installed independently.

Note: .NET framework version 4.5.1 or later is required to install CCH SureTax for Dynamics GP.

Running the Installers

We recommend that you completely install each installer in the following order if the Project Account Plug-in will be used.

  1. Sales Plug-in (can be installed individually)
  2. Purchasing Plug-in (can be installed individually)
  3. Project Accounting Plug-in (this component requires the above two plug-ins)

To install CCH SureTax for Dynamics GP, do the following:

  1. Double-click a CCH SureTax for Dynamics GP installer to launch the installation wizard.
    • Important: If the installer detects an older version of CCH SureTax for Dynamics GP in the target machine, a warning message may display. Uninstall the previous version of CCH SureTax for Dynamics GP using Add or Remove Programs in the Microsoft Windows control panel before continuing. After successfully uninstalling any previous versions of CCH SureTax for Dynamics GP, restart the installation.
  2. If needed, click Change to select a different destination folder, and then click OK. The destination folder is where you have Dynamics GP installed. (For example, C:\Program Files (x86) \Microsoft Dynamics\GP2018.)
  3. If the installer successfully located the Dynamics.SET file (this is where your Dynamics GP is installed), continue to step 4. Otherwise, click Locate and browse to the folder where the Dynamics.SET file is located. Select the file and click OK.
  4. Click Next.
  5. Click Install.
  6. Click Finish. The installer installs the following, depending on which components you are installing:
    • Two DLL files. The DLL files are registered with Windows. These files make Web service calls to CCH SureTax from inside Dynamics GP.
      • SureTaxServiceWrapper.dll. Connects to CCH SureTax calculation web service.
      • SureTaxDataApiWrapper.dll. Connects to CCH SureTaxData API web service.
    • CNK (Chunk) files. Chunk files are placed in the Dynamics GP folder. The chunk files install automatically when you log in to Dynamics GP for the first time. You must open Dynamics GP as Administrator to complete installing the Chunk file.
    • End User License Agreement (EULA), User & Tech Guides. The installer places the EULA and user guides in the installation folder.
  7. When you open Dynamics GP for the first time after installing the plug-in, you must run it as Windows Administrator. The system will ask if you want to include the new code. Click Yes to install the code and continue.
  8. Note: When logging in to Dynamics GP for the first time with a new installation of the plug-in, you must log in as a Dynamics GP administrator for each company you have (this is required even if you expect to disable the plug-in for certain companies).

Using the CCH SureTax Menus

The CCH SureTax menus allow for easy navigation to CCH SureTax setup and maintenance forms. The menus are labeled CCH SureTax and are created under the Cards menu in Dynamics GP.

Note: Additionally, a CCH SureTax area is available in the Navigation Pane. Please make sure that Microsoft Dynamics GP >> User Preferences - Window Command Display option is Action Pane.

Before You Set up CCH SureTax for Microsoft Dynamics GP

We recommend that you review the information in this section before attempting to set up the CCH SureTax for Microsoft Dynamics GP plug-in.

User Security Tasks & Security Roles

Security tasks and roles for the plug-in forms are created when Dynamics GP is launched for the first time after installing the plug-in. Security tasks and roles allow you to assign user permissions for various parts of the plug-in.

Assigning CCH SureTax Roles to Dynamics GP Users

To assign CCH SureTax roles to Dynamics GP users, do the following:

  1. Browse to Microsoft Dynamics GP > Tools > Setup > System > User Security.
  2. Select the user and the company.
  3. Assign the desired CCH SureTax roles to the user to access the plug-in forms. The roles available and the tasks that can be performed by each role are as follows:
    • CCH SureTax Power Users can perform all tasks.
    • CCH SureTax Users cannot modify any settings. Users can view CCH SureTax Tax Displays.
  4. Note: Dynamics GP administrators have full access if the above roles are not set.

CCH SureTax Basic Setup

In addition to the company-level setup described in the following procedure, you must set up the plug-in that you have installed before you can calculate sales tax with CCH SureTax. You can find instructions for configuring the plug-in in the chapter about that plug-in.

  • Select Cards > CCH SureTax > Company > CCH SureTax Basic Setup to display the CCH SureTax Basic card.
  • Enter the URL for the CCH SureTax Calculation (V07) Web Service.
    • Note: If you do not know the location for the Web service, your CCH Training and Consulting representative can assist you in identifying this location.
  • Enter the CCH SureTax Client Number.
  • Enter the CCH SureTax Validation Key.
  • Enter the Data URL for the CCH SureTax Data API.
  • Enter the Data Client Number.
  • Enter the Data Validation Number.
  • Select the Industry. The options available are Communications, Energy, and General.
  • Click Import system data. CCH SureTax for Microsoft Dynamics GP connects with CCH SureTax Web Services and imports the data required to complete the setup.
    • Currently, if your industry is General only, importing will not add tax details that pertains to Telecommunications and Energy.
  • Click OK.
    • Note: If there is a problem accessing the CCH SureTax Web Services server, you must resolve the issue before you can continue with this procedure.
  • Optionally, you can configure the Tax Calculation Hot Key used to trigger a tax calculation on any of the supported transaction forms.
  • Optionally, you can configure to use Single Tax Schedule (SXALL) for the CCH SureTax Plug-in by checking the Single Tax Schedule check box. This applies to any Dynamics GP module enabled and supported by this plug-in.
  • Click OK
  • Optionally, you can click on “Clean Up Tax Details” to clean up unnecessary tax details that pertains to the industry you selected.
    • Currently, if your industry is General only, when you do a cleanup, the system will remove any tax details that pertains to Telecommunications and energy.
  • 'Calculation Response Precision' can be optionally set, which sets the decimal precision for tax calculation responses (ResponseType) from CCH SureTax. The Plug-in saves the raw data from tax calculation and does not perform any additional rounding. Default is 2 to match Dynamics GP's default currency precision.
    • Note: This value should match the Decimal setting configured Currency Setup found under (Dynamics GP > Tools > Setup > System > Currency).

Configuring Advanced Tax Schedules

CCH SureTax Plug-ins expect Dynamics GP to be configured to used Advanced tax schedules. These settings for Dynamics GP can be found in the following locations:

  • For Sales, this option is found by selecting Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing > Options.
  • For Purchasing, this option is found by selecting Microsoft Dynamics GP > Tools > Setup > Purchasing > Purchase Order Processing > Options.
  • For Project Accounting, this option is found in the following locations:
    • Select Microsoft Dynamics GP > Tools > Setup > Project > Billing.
    • Select Microsoft Dynamics GP > Tools > Setup > Project > Employee Expense.

CCH SureTax Data Exchange Setup

This is for advanced configuration, please view the Tech guide for details.

Configuring and Using the Sales Component

Overview

The Sales component of the CCH SureTax for Microsoft Dynamics GP plug-in integrates with the Dynamics GP Sales module. It provides tools for managing sales tax compliance on the sales side of your business.

The first half of this chapter explains how to configure the options that impact the Sales component. The setup process includes selecting options in the CCH SureTax plug-in, as well as setting defaults on some standard Dynamics GP forms.

The second half of the chapter, titled Using the Sales Component, includes information about using CCH SureTax options when entering transactions into Microsoft Dynamics GP. This section also describes how to view sales taxes prior to posting and how to post the sales tax transactions.

Configuring the CCH SureTax Sales Setup

Basic Setup of the Sales Component

The CCH SureTax Sales Setup form contains settings that can be configured at the company level. To configure settings for the CCH SureTax Sales Setup form, do the following:

  1. Open the CCH SureTax Sales Setup form.
  2. Select general options in the General section:
    • Update order lines. Select an option to indicate whether changes made to CCH SureTax settings at the order level should flow to the line item level.
    • Skip Finalizing in CCH SureTax when Batch Posting. Select this option if you want skip finalizing in CCH SureTax when posting a batch. Clear this option if you do not want to skip finalizing in CCH SureTax when posting a batch.
    • Disable Automatic Calculation. Select this option if you want Disable automatic calculations on Sales Transactions. Clear this option if you want to enable automatic calculations on the Sales Transactions.
    • Enable CCH SureTax Calculation. Select this option if you want CCH SureTax to calculate sales tax for Sales Transactions. Clear this option if you do not want CCH SureTax to calculate the sales tax on the Sales Transactions.
    • Return Only Sales tax. Select this option if you want CCH SureTax to return only sales tax for Sales Transactions. Clear this option if you do not want CCH SureTax to return only sales tax for Sales Transactions.
    • Exempt Customer with Tax Registration Number. Select this option if you want CCH SureTax tax calculations to fully exempt any customer with a Tax Registration Number set. This field can be set in Customer Maintenance > Options > Tax Registration
    • Exempt Customer with Tax Exempt 1. Select this option if you want CCH SureTax tax calculations to fully exempt any customer with a Tax Exempt 1 set. Customer Maintenance > Options > Tax Exempt 1
    • Exempt Customer with Tax Exempt 2. Select this option if you want CCH SureTax tax calculations to fully exempt any customer with a Tax Exempt 2 set. Customer Maintenance > Options > Tax Exempt 2
    • Only use Sales Customer Detail Entry for Above Exempt Customer Option. Select this option if you want any of the above exempt option for a Customer used in a Sales Transaction to be picked from a Sales Customer Detail Entry form. This form could be opened from Sales Transaction Entry > Customer ID > use this button
    • Calculate tax before Trade Discount is applied. Select this option if you want CCH SureTax tax calculation to calculate tax on gross amounts before applying Trade Discount (default behavior is to apply Trade Discount before sending gross amounts to CCH SureTax tax calculation).
    • Disable CCH SureTax Calculation In Cycle Biller in Project Accounting. If this option is checked CCH SureTax calculation will not take place during Cycle Biller Process.
      • Note: This option will be disabled if CCH SureTax Project Accounting component is not installed.
  3. Select default sales tax processing options in the Order Defaults section. The available options are as follows:
    • Tax exemption code. Select a default tax exemption code. This value defaults into the order-header settings but can be overridden by settings on the Dynamics GP Customers form.
    • Regulatory code. Select a default regulatory code from the list. The option you select here will default for order-header settings.
    • Sales type code. Select a default sales type from the list. The option you select here will default for order-header settings but can be overridden by settings on the Dynamics GP Customer form.
    • Transaction type code. Select a default transaction type from the list. The option you select here will default for order-header settings.
    • Unit type code. Select 00 for General Sales. Other values can be selected for Communications and Energy. This is configured at CCH SureTax Sales/Purchasing Setup, Item/Item Class/Cost Category/Cost Category Class settings.
    • Tax Situs Rule, Freight Tax Situs Rule, Miscellaneous Tax Situs Rule. Select 22 for General Sales. Select 07 for Communications and Energy. Other Tax Situs Rules are currently not supported. This is configured at CCH SureTax Sales/Purchasing Setup, Item/Item Class/Cost Category/Cost Category Class settings.
  4. Select options for the following fields in the Stocking unit preferences section:
    • Transaction type option. Select an option to indicate whether the Stocking Keeping Unit or Transaction type code field will be sent as the SKU to CCH SureTax.
    • SKU Option. Select an option to indicate whether Item ID or Item Class ID will be sent as the SKU to CCH SureTax.
  5. Set Dynamics GP tax schedule settings to Advanced by navigating to Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing > Options. Select Advanced.
  6. Click OK.

Before using the Sales component of the CCH SureTax plug-in, you must do the following:

  1. Configure the options in the Sales component. See Basic Setup of the Sales Component above for more information.
  2. Set default values for CCH SureTax fields that have been added to the following standard Microsoft Dynamics GP forms.
    • Customer. On this form, you can set the sales tax options for specific customers as needed. See Modifying the Customer section for more information.
    • Item form. On this form, you can set the sales tax options for specific items as needed. See Modifying the CCH SureTax Item Settings section for more information.
    • Item class form. On this form, you can set the sales tax options for specific items as needed. See Modifying the CCH SureTax Item Class Settings section for more information.
    • Shipping method. You can select sales tax options for each mode of delivery that is available in Microsoft Dynamics GP. See Selecting a Delivery By Option section for more information.

Modifying the Customer

The CCH SureTax Customer Settings form is used to modify the Tax exemption code and sales type code associated with a customer. To modify the customer type for a customer, do the following:

  1. Open the customer card for the customer for whom you want to modify the customer type.
  2. Select Additional > CCH SureTax Settings.
  3. Select a Sales Type Code for the customer.
  4. Select a Tax exemption code for the customer.
  5. Click OK.

Modifying the Enable Option for a Customer Address

The CCH SureTax Customer Address Settings form is used to modify the enable option associated with a customer address. To modify the customer, enable option for a customer address, do the following:

  1. Open the Customer Address Maintenance form for the customer address for which you want to modify the exempt option.
  2. Select Additional > CCH SureTax Settings.
  3. Select the Enable option for the customer.
  4. Click OK.

Modifying the CCH SureTax Item Settings

The CCH SureTax Item Settings form is used to modify the transaction type code associated with an Item. To modify the transaction type code for an Item, do the following:

  1. Open the Item card for the Item in which you want to modify the Transaction type code.
  2. Select Additional > CCH SureTax Settings.
  3. Select a Transaction type code from the lookup.
  4. Click OK.

Modifying the CCH SureTax Item Class Settings

The CCH SureTax Item Class Settings form is used to modify the transaction type code associated with an Item Class. To modify the transaction type code for an Item Class, do the following:

  1. Open the Item Class card for the Item Class in which you want to modify the Transaction type code.
  2. Select Additional > CCH SureTax Settings.
  3. Select a Transaction type code from the lookup.
  4. Click OK.

Selecting a Delivery By Option

The CCH SureTax Shipping Methods Settings form is used to modify the Freight on Board and Common Carrier option associated with a shipping method. To modify the options, do the following:

  1. Open the Shipping Method Setup form.
  2. Select Additional > CCH SureTax Settings.
  3. Select a Freight on Board option.
  4. Select a Common Carrier option.
  5. Click OK.

Using the Sales Component

Setting Sales Tax Options for a Sales Transaction

By default, new Sales Transactions will use the sales tax options that are selected in the CCH SureTax Sales Setup form. Use the procedure below to select different options for a specific sales transaction.

  1. Create new or select an existing sales transaction for which you want to set sales tax options.
  2. Select Additional > CCH SureTax Settings. The CCH SureTax Settings form displays any previously saved settings. If no options have been saved previously, the default options display.
  3. Select the following CCH SureTax options for the Sales transaction.
    • Enable. Select this option if you want CCH SureTax to calculate sales tax for the Sales transaction. Clear this option if you do not want CCH SureTax to calculate the sales tax.
    • Sales type code. Select the Sales type code for the Sales transaction.
    • Regulatory code. Select the Regulatory code for the Sales transaction.
    • Tax exemption code. Select the Tax exemption code for the Sales transaction.
    • Transaction type code. Select the Transaction type code for the Sales transaction.

Setting Line Level Settings for Sales Transaction Entries

In the Additional menu of the Sales Transaction Entry form, the CCH SureTax Settings and CCH SureTax Tax Display options are available to modify line level settings and view the calculated sales tax.

By default, new line items on a Sales Transaction entry will use the sales tax options that are selected on the Item form and header level. You can use the procedure below to set different options for individual line items.

To modify line level settings, do the following:

  1. Open the Sales Transaction Entry form for the document you want to modify.
  2. Select a line, freight charge, or miscellaneous charge to modify.
  3. Select Additional > CCH SureTax Line Settings. The CCH SureTax Line Settings form displays any previously saved settings. If no options have been saved previously, the default options display.
  4. Select the following CCH SureTax options for the line, freight charge, or miscellaneous charge.
    • Enable. Select this option if you want CCH SureTax to calculate sales tax for the line. Clear this option if you do not want CCH SureTax to calculate the sales tax.
    • Sales type code. Select the Sales type code for the line.
    • Regulatory code. Select the Regulatory code for the line.
    • Tax exemption code. Select the Tax exemption code for the line.
    • Transaction type code. Select the Transaction type code for the line.

Viewing the Calculated Sales Tax Details for a Sale

The CCH SureTax Tax Display shows tax information sent to and returned from CCH SureTax at a document, line, and detail level. To view detailed tax calculation information, select Additional > CCH SureTax Tax Display. The CCH SureTax Tax Display form opens. The information on this form cannot be edited.

  • Note: The CCH SureTax Tax Display option is also available in the Sales Transaction Inquiry Zoom dialog.

Do the following as needed to view tax details for a specific item:

  • To view details for a specific line item, select an entry in the Line Information grid. Information about that line item displays in the fields to the right of the grid. Also, a list of the specific taxes that were applied for the line item displays in the Detail Information grid at the bottom of the window.
  • To view details for a specific tax, select an item in the Detail Information grid. The specific information for that tax displays in the fields to the right of the grid.

Working with Individual Transactions and Line Items

This section explains how the CCH SureTax settings are applied in the case of each of the following functions in Dynamics GP:

  • Transfer Order. When a document is transferred, the plug-in copies CCH SureTax settings associated with the lines of the old document to the new documents.
  • Posting an Invoice/Return. When an invoice or return is posted, an "In-Progress" transaction is sent to CCH SureTax and finalized if CCH SureTax does not return an error. If any error occurs during tax calculation, the plug-in stops the system from posting the document within Dynamics GP.
  • Sales Batch Entry and Sales Series Posting. When a batch of documents is posted using the Sales Batch Entry or Sales Series Posting form, the corresponding transactions are finalized in CCH SureTax. If any error occurs during tax calculation for any document, the plug-in stops the system from posting that document within Dynamics GP. All documents that have no error during tax calculation are posted within Dynamics GP. On the Sales Batch Entry form you can calculate tax on the orders in the batch using CCH SureTax before posting by going to the Additional menu and selecting CCH SureTax Batch Tax Calc.
  • Sales Multiple Orders to Invoice Transfer. When documents are transferred using the Sales Multiple Orders to Invoices Transfer form, the plug-in copies CCH SureTax settings associated with the lines of the old documents to the new documents.
  • Sales Bulk Confirmation. When multiple documents are confirmed shipped from the Sales Bulk Confirmation form, the documents are transferred from a fulfillment order to an invoice. The CCH SureTax settings are transferred to the new documents. The plug-in copies CCH SureTax settings from the fulfillment orders to the resulting invoices.

Using the Purchasing Component

Overview

The Purchasing component of the SureTax for Microsoft Dynamics GP plug-in integrates with the Dynamics GP Purchasing module. It provides tools for managing sales tax compliance for purchases your company makes.

The first half of this chapter includes instructions for configuring the Purchase component. The setup process includes selecting options in the CCH SureTax plug-in, as well as setting defaults on some standard Dynamics GP forms.

The second half of the chapter includes information about using CCH SureTax options when entering transactions into Microsoft Dynamics GP.

Configuring the CCH SureTax Purchasing Setup

The following sections contain information about the basic setup for the Purchase plug-in.

Basic Setup of the Purchasing Component

The CCH SureTax Purchase Setup form allows you to select settings to be used as the defaults for all purchases. The settings selected here can be overridden at the vendor and line levels if needed.

To set up the purchasing component, do the following:

  1. Open CCH SureTax Card > Open CCH SureTax Purchases Setup form.
  2. Enable CCH SureTax Calculation for each supported Purchasing form. When this option is selected, CCH SureTax processing is enabled by default for transaction lines in the GP Purchasing module. If it is not selected, then native Dynamics GP sales tax processing is used by default. This option can be overridden for individual lines (and the Header level) as needed.
  3. Select Calculate tax before Trade Discount is applied if you want CCH SureTax tax calculation to calculate tax on gross amounts before applying Trade Discount (default behavior is to apply Trade Discount before sending gross amounts to CCH SureTax tax calculation).
  4. Select the default Tax Option for each supported Purchasing form. Options are Use Tax or Sales Tax. The Use Tax setting will calculate tax with CCH SureTax as consumer's use tax. The Sales Tax setting will calculate tax with CCH SureTax as sales tax.
  5. Select an Update Vendor Sales Tax option for each supported Purchasing form. This determines when to update the vendor's sales tax for the supported Purchasing form.
  6. Select Update Order Lines for each supported Purchasing form. This determines when to update transaction lines for a purchase when a header level setting is updated.
  7. Select an option under the Stocking Unit Preferences section:
    • Transaction Type Option. Select an option to indicate whether the Stocking Keeping Unit or Transaction type code field will be sent as the SKU to CCH SureTax.
    • SKU Option. Select an option to indicate whether Item ID or Item Class ID will be sent as the SKU to CCH SureTax.
  8. Choose Cost Category Over Item. When checked and you have Dynamics GP Project Accounting module installed, Cost Category will be used for SKU (or Transaction Type Code depending on the Stocking Unit settings), if available, rather than using the Item.
  9. Configure defaults in the General section:
    • Tax Exemption Code. Select the default Tax Exemption Code.
    • Regulatory Code. Select the default Regulatory Code.
    • Sales Type Code. Select the default Sales Type Code
    • Transaction Type Code. Select the default Transaction Type Code for your business.
    • Freight Trans Type Code. Select the default Transaction Type Code for Freight charges
    • Misc Trans Type Code. Select the default Transaction Type Code for Miscellaneous charges.
    • Unit type Code. Select 00 for General Sales and other values can be selected for Communication and Energy. This is configured at CCH SureTax Sales/Purchasing Setup, Item/Item Class/Cost Category/Cost Category Class settings.
    • Tax Situs Rule, Freight Tax Situs Rule, Miscellaneous Tax Situs Rule. Select 22 for General Sales. Select 07 for Communication and Energy. Other Tax Situs Rules currently not supported. This is configured at CCH SureTax Sales/Purchasing Setup, Item/Item Class/Cost Category/Cost Category Class settings.
  10. Make a selection for Skip Finalizing in CCH SureTax when Batch Posting. When this option is selected, processing (posting) of purchasing batches in Dynamics GP will not finalize (post) to CCH SureTax.
  11. Select Disable Automatic Calculations to disable automatic calculation. If you do not select this option, any relevant change in a supported forms will perform tax calculation using CCH SureTax.
  12. Choose the Ship From Address. You can choose the vendor address to use as the ship from address for purchases. These addresses are found on the Vendor Maintenance form (Purchase/Remit To/Ship From).
  13. Click OK to save the options on the CCH SureTax Sales Setup form.
  14. Set Dynamics GP tax schedule settings to Advanced.
  15. Navigate to Microsoft Dynamics GP > Tools > Setup > Purchasing > Purchase Order Processing > Options. Select Advanced.
  16. Click OK to exit the form and save the Purchase component settings.

Configuring Vendor Settings

If needed, you can select specific CCH SureTax settings for individual vendors on the Dynamics GP Vendor Maintenance form. The selections you make for a vendor are used as default header level settings on documents for the vendor. If you do not select options for a vendor, then the settings on the CCH SureTax Purchases Setup form are used as the default values for headers on documents for a vendor.

To configure vendor settings, do the following:

  1. Open the card for the vendor for whom you are modifying settings.
  2. Select Additional > CCH SureTax Settings. The previously saved settings for the vendor display. If no options have previously been saved, the default options are displayed.
  3. Modify any of the following settings as needed:
    • Tax Option. Select whether to calculate sales tax or use tax on transactions associated with this vendor.
    • Tax Exemption Code. Select the Tax Exemption Code to be used on transactions associated with this vendor.
    • Sales Type Code. Select the Sales type code to be used on transactions associated with this vendor.
  4. Enable CCH SureTax Calculation for the following forms:
    • Purchase Order Entry
    • Receivings Transaction Entry
    • Purchase Invoice Entry
    • Returns Transaction Entry
    • Payables Transaction Entry
  5. Click OK to save the settings and exit the CCH SureTax Settings window.

Modifying the CCH SureTax Item Settings

The CCH SureTax Item Settings form is used to modify the transaction type code associated with an Item. To modify the transaction type code for an Item, do the following:

  1. Open the Item card for the Item in which you want to modify the Transaction type code.
  2. Select Additional > CCH SureTax Settings.
  3. Select a Transaction type code from the lookup.
  4. Click OK.

Modifying the CCH SureTax Item Class Settings

The CCH SureTax Item Class Settings form is used to modify the transaction type code associated with an Item Class. To modify the transaction type code for an Item Class, do the following:

  1. Open the Item Class card for the Item Class in which you want to modify the Transaction type code.
  2. Select Additional > CCH SureTax Settings.
  3. Select a Transaction type code from the lookup.
  4. Click OK.

Modifying the CCH SureTax Cost Category Settings

The CCH SureTax Cost Category Settings form is used to modify the transaction type code associated with a Cost Category. To modify the transaction type code for a Cost Category, do the following:

  1. Open the Cost Category card for the Cost Category in which you want to modify the Transaction type code.
  2. Select Additional > CCH SureTax Settings.
  3. Select a Transaction type code from the lookup.
  4. Click OK.

Modifying the CCH SureTax Cost Category Class Settings

The CCH SureTax Cost Category Class Settings form is used to modify the transaction type code associated with a Cost Category Class. To modify the transaction type code for a Cost Category Class, do the following:

  1. Open the Cost Category Class card for the Cost Category Class in which you want to modify the Transaction type code.
  2. Select Additional > CCH SureTax Settings.
  3. Select a Transaction type code from the lookup.
  4. Click OK.

Setting Tax Options for a Purchase Transaction

By default, new Purchase Transactions will use the tax options that are selected in the CCH SureTax Purchase Setup form or Vendor form. Use the procedure below to select different options for a specific transaction.

Create new or select an existing transaction for which you want to set tax options.

  1. Select Additional > CCH SureTax Settings. The CCH SureTax Settings form displays any previously saved settings. If no options have been saved previously, the default options display.
  2. Select the following CCH SureTax options for the transaction:
    • Enable. Select this option if you want CCH SureTax to calculate tax for the line. Clear this option if you do not want CCH SureTax to calculate the tax.
    • Tax Option. Select whether to calculate sales tax or use tax.
    • Sales type code. Select the Sales type code.
    • Regulatory code. Select the Regulatory code.
    • Tax exemption code. Select the Tax exemption code.
    • Transaction type code. Select the Transaction type code.

Setting Line-level Settings for Purchases

You can use the CCH SureTax Settings form to modify line level settings on individual purchase documents. The CCH SureTax Settings form is available from the Additional menu of each of the following forms:

  • Purchase Order Entry
  • Receivings Transaction Entry
  • Purchase Invoice Entry
  • Returns Transaction Entry
  • Payables Transaction Entry

By default, new line items on Purchase Transaction forms will use the tax options that are selected on the Item form and header level. You can use the procedure below to set different options for individual line items.

To modify line level settings, do the following:

  1. Open the form and select the line, freight charge, or miscellaneous charge you want to modify.
  2. Select Additional > CCH SureTax Settings. The previously saved settings for the line are displayed. If no options have previously been saved, the default options are displayed.
  3. Edit the default purchase options in the following fields, if necessary:
    • Enable. Select this option if you want CCH SureTax to calculate tax for the line. Clear this option if you do not want CCH SureTax to calculate the sales tax.
    • Tax Option. Select whether to calculate sales tax or use tax for the line.
    • Sales type code. Select the Sales type code for the line.
    • Regulatory code. Select the Regulatory code for the line.
    • Tax exemption code. Select the Tax exemption code for the line.
    • Transaction type code. Select the Transaction type code for the line.
  4. Click OK to save your changes and close the CCH SureTax Settings form.
  5. Note: If you use either of the following Dynamics GP features, the CCH SureTax settings are applied as indicated:
    • Copy PO Lines to Current PO Order. When documents are copied on the Purchase Order Entry form, the CCH SureTax Settings are copied into the new Purchase Order.
    • Create and Copy New PO. When the Copy and Create New PO option is selected and documents are copied on the Purchase Order Entry form, the CCH SureTax Settings will be copied into the new Purchase Order, or re-initialized if a different Vendor ID is selected.

Viewing the Calculated Use and Sales Tax Details for a Purchase

The CCH SureTax Tax Display shows tax information sent to and returned from CCH SureTax at a document, line, and detail level. To view detailed tax calculation information, select Additional > CCH SureTax Tax Display. The CCH SureTax Tax Display form opens. The information on this form cannot be edited.

Do the following as needed to view tax details for a specific item:

  • To view details for a specific line item, select an entry in the Line Information grid. Information about that line item displays in the fields to the right of the grid. Also, a list of the specific taxes that were applied for the line item displays in the Detail Information grid at the bottom of the window.
  • To view details for a specific tax, select an item in the Detail Information grid. The specific information for that tax displays in the fields to the right of the grid.

Enabling or Disabling Automatic Tax Calculation

If automatic tax calculation is disabled, the only actions that will cause tax to be calculated are opening the CCH SureTax Tax Display or posting a document.

To enable or disable automatic tax calculation, select Additional > Enable Automatic Calculation or Additional > Disable Automatic Calculation, respectively.

Once automatic tax calculation has been enabled or disabled using these options, it will remain that way until GP is closed and reopened. This setting applies to CCH SureTax tax calculation in all modules for which the plug-in is installed.

Posting Purchase Documents

When you post a document, the plug-in finalizes the transactions for the documents. If an error occurs during tax calculation, the plug-in displays the error message and stops the system from posting the document in Dynamics GP.

When a batch of documents is posted in any of the following forms, the corresponding transactions are finalized in CCH SureTax. The following forms are affected:

  • Purchasing Batch Entry
  • Returns Batch Entry
  • Purchasing Series Posting
  • Payables Batch Entry

Note: If tax has changed for a document in a selected batch, the plug-in opens the document when posting occurs, loads the document, re-calculates the tax via CCH SureTax, and then saves the document and closes the form. If the document form that is included in the batch is open, the CCH SureTax plug-in will display an error and the document will not be posted. Please close the form and re-post.

Project Accounting and Configurations

Overview

The Project Accounting component of the CCH SureTax for Microsoft Dynamics GP plug-in integrates with the Dynamics GP Project Accounting module. It provides tools for managing sales tax compliance on the sales and purchasing side of your projects.

This module shares the Sales Setup from Chapter 2B with the Sales module as well as the Purchasing setup from Chapter 3B with the Purchasing module. Please refer to those chapters for clarification.

This chapter only focuses on those configuration options unique to Project Accounting. The Sales form supported by this module include only Billing Entry. The Purchasing forms supported by this module includes the Employee Expense Entry and the Returns from Project Entry forms.

The setup process includes selecting options in the CCH SureTax plug-in, as well as setting defaults on some standard Dynamics GP forms.

Configuring the CCH SureTax Sales Setup

Basic Setup of the Sales Component

The CCH SureTax Sales Setup form contains settings that can be configured at the company level. Please refer to chapter 2B for the complete configuration of Sales Setup. This portion will only refer to Project Accounting exclusive settings.

  1. Open the CCH SureTax Sales Setup form.
  2. Select general options in the General section:
    • Enable Project Accounting. Enable Tax calculations for relevant sales Project Accounting form. This pertains to Billing Entry and all its related forms
    • Disable CCH SureTax Calculation in Cycle Biller in Project Accounting. If this option is checked CCH SureTax calculation will not be triggered during Project Accounting Cycle Biller Process.
      • Note: This option will be disabled if CCH SureTax Project Accounting component is not installed.

Using the Sales Component

Setting Sales Tax Options for a Billing Entry transaction

By default, new Billing Entry transactions will use the sales tax options that are selected in the CCH SureTax Sales Setup form. Use the procedure below to select different options for a specific billing entry.

  1. Create new or select an existing Billing Entry for which you want to set sales tax options.
  2. Select Additional > CCH SureTax Header Settings. The CCH SureTax Settings form displays any previously saved settings. If no options have been saved previously, the default options display.
  3. Select the following CCH SureTax options
    • Enable. Select this option if you want CCH SureTax to calculate sales tax. Clear this option if you do not want CCH SureTax to calculate sales tax.
    • Tax Exemption Code. Select the Tax exemption code for the Billing transaction.
    • Regulatory Code. Select the Regulatory code for the Billing transaction.
    • Sales Type Code. Select the Sales type code for the Billing transaction.
    • Transaction Type Code. Select the Transaction type code for the Billing transaction.
    • Unit Type Code. Select the Unit type code for the Billing transaction.
    • Tax Situs Rule. Select the Tax Situs Rule for the Billing transaction.
    • Primary Zip Code. Select the Primary Zip code for the Billing transaction.
    • Secondary Zip Code. Select the Secondary Zip code for the Billing transaction.

Setting Line Level Settings for Billing Entries

The CCH SureTax Line Settings option are there to modify line level settings while the CCH SureTax Tax Display option is for viewing the calculated sales tax. Each project can have multiple billable lines with its own CCH SureTax Settings.

  • For Time and Material Projects, you can select the CCH SureTax Line Settings in the Additional menu of the Time and Materials Billing form.
  • For Cost Plus or Fixed Price Projects, you can select the CCH SureTax Line Settings in the Additional menu of the Progress Billing Entry form.
  • Fees are counted as a line and have its own CCH SureTax Line Settings in the Additional menu of the Billable Fees form.

By default, new line items on a Billing Entry will use the sales tax options that are selected on the Item form and header level. You can use the procedure below to set different options for individual line items.

To modify line level settings, do the following:

  1. Open the Billing Entry form for the document you want to modify.
  2. Select a project and then select its Billings or Fees line.
  3. (For freight and miscellaneous charges, select More Info)
  4. Select Additional > CCH SureTax Line Settings. The CCH SureTax Line Settings form displays any previously saved settings. If no options have been saved previously, the default options display.
  5. Select the following CCH SureTax options for the line, freight charge, or miscellaneous charge.
    • Enable. Select this option if you want CCH SureTax to calculate sales tax for the line. Clear this option if you do not want CCH SureTax to calculate the sales tax.
    • Tax Exemption Code. Select the Tax exemption code for the line.
    • Regulatory Code. Select the Regulatory code for the line.
    • Sales Type Code. Select the Sales type code for the line.
    • Transaction Type Code. Select the Transaction type code for the line
    • Unit Type Code. Select the Unit type code for the line.
    • Tax Situs Rule. Select the Tax Situs Rule for the line.
    • Primary Zip Code. Select the Primary Zip code for the line.
    • Secondary Zip Code. Select the Secondary Zip code for the line.

Configuring the CCH SureTax Purchasing Setup

Basic Setup of the Purchasing Component

The CCH SureTax Purchases Setup form contains settings that can be configured at the company level to be used as defaults for all purchases. Please refer to chapter 3B for the complete configuration of Purchases Setup. This portion will only refer to Project Accounting exclusive settings.

Using the Purchasing Component

Setting Line-level Settings for Purchases

You can use the CCH SureTax Settings form to modify line level settings on individual purchase documents. The CCH SureTax Settings form is available from the Additional menu of each of the following forms:

  • Employee Expense Entry
  • Returns from Project Entry

To modify line level settings, do the following:

  1. Open the form and select the line, freight charge, or miscellaneous charge you want to modify.
  2. Select Additional > CCH SureTax Settings. The previously saved settings for the line are displayed. If no options have previously been saved, the default options are displayed.
  3. Edit the default purchase options in the following fields, if necessary:
    • Enable. Select this option if you want CCH SureTax to calculate tax for the line. Clear this option if you do not want CCH SureTax to calculate the sales tax.
    • Tax Option. Select whether to calculate sales tax or use tax for the line.
    • Sales type code. Select the Sales type code for the line.
    • Regulatory code. Select the Regulatory code for the line.
    • Tax exemption code. Select the Tax exemption code for the line.
    • Transaction type code. Select the Transaction type code for the line.
  4. Click OK to save your changes and close the CCH SureTax Settings form.

Viewing the Calculated Sales Tax Details

The CCH SureTax Tax Display shows tax information sent to and returned from CCH SureTax at a document, line, and detail level. To view detailed tax calculation information, select Additional > CCH SureTax Tax Display. The CCH SureTax Tax Display form opens. The information on this form cannot be edited.

  • Note: The CCH SureTax Tax Display option is also available in the Billing Inquiry form.

Do the following as needed to view tax details for a specific item:

  • To view details for a specific line item, select an entry in the Line Information grid. Information about that line item displays in the fields to the right of the grid. Also, a list of the specific taxes that were applied for the line item displays in the Detail Information grid at the bottom of the window.
  • To view details for a specific tax, select an item in the Detail Information grid. The specific information for that tax displays in the fields to the right of the grid.

Viewing the Calculated Use and Sales Tax Details for a Purchase

The CCH SureTax Tax Display shows tax information sent to and returned from CCH SureTax at a document, line, and detail level. To view detailed tax calculation information, select Additional > CCH SureTax Tax Display. The CCH SureTax Tax Display form opens. The information on this form cannot be edited.

Do the following as needed to view tax details for a specific item:

  • To view details for a specific line item, select an entry in the Line Information grid. Information about that line item displays in the fields to the right of the grid. Also, a list of the specific taxes that were applied for the line item displays in the Detail Information grid at the bottom of the window.
  • To view details for a specific tax, select an item in the Detail Information grid. The specific information for that tax displays in the fields to the right of the grid.

Working with Individual Project Accounting Transactions and Line Items

This section explains how the CCH SureTax settings are applied in the case of each of the following functions in Dynamics GP:

  • Billing Batch Entry. When a batch of documents is posted using the Billing Batch Entry form, the corresponding transactions are finalized in CCH SureTax. If any error occurs during tax calculation for any document, the plug-in stops the system from posting that document within Dynamics GP. All documents that have no error during tax calculation are posted within Dynamics GP.
  • Billing Cycle Batch Processing. When documents are created using the Cycle Biller Process, sales tax are automatically calculated by opening that document in Billing Entry once and calculating tax before storing it into a Batch.
    • To disable this automatic tax calculation, open the CCH SureTax Sales Setup and enable the “Disable CCH SureTax Calculation in Cycle Biller in Project Accounting” option.

Limitations

  • In Project Accounting, Employee Expense Form, all line items, freight and miscellaneous are required to be of same tax schedule. SX_ALL_STATES does not work with employee expense.
  • If different Ship-To states are used for different line items, the tax summary does not add tax schedules for all the states (note this does not affect single tax schedule configuration).