Importing to Add or Update A/R Sales Taxes

NOTE: Requires Connected 10.3 or greater.

The following steps will assist with importing, editing, and updating A/R Sales Taxes in Connected using the IMPORT/ARTAXES Routine.

NOTE: If you are importing taxes for the first time, ensure that the A/R Accounts under File-> Company Setup -> A/R Accounts have been defined and all fields have been populated.

WARNING: Please follow these steps with all users logged off your Connected data file. Before starting, ensure that a verified backup has been made of your company data file in the event a restore or review is required. Do not allow users to log back into the system until this entire process is complete.

• Preparing the Import File
  • Importing Tax Codes for the First Time
  • Exporting a Current List of Tax Codes and Modifying it
• Importing Tax Codes (New or Modified)

Preparing the Import File

Importing Tax Codes for the First Time

If you are adding tax codes for the first time into Connected, you will need to create a tab delimited text file with the below fields, in the correct order.  This can be done using Excel, and saving a file in the correct format.  Ensure the columns are in the order listed below.

The import format requires the fields be in the following order:

Importable fields include (in required import order):

   Tax Code - required; three digits max

   Description - thirty characters max

   Type - ten characters max

   City - thirty characters max

   County - thirty characters max

   State/Province - thirty characters max

   Level 1 Tax Percent - must be zero or a positive number with a maximum of three decimal places

   Level 1 Label - required if Level 1 Tax Percent is non-zero; ten characters max

   Level 1 G/L No - required if Level 1 Tax Percent is non-zero; must be a valid G/L account number

   Level 1 Tax Freight - valid entries: YES, NO or blank (equivalent to NO)

   Level 2 Tax Percent - must be zero or a positive number with a maximum of three decimal places

   Level 2 Label - required if Level 2 Tax Percent is non-zero; ten characters max

   Level 2 G/L No - required if Level 2 Tax Percent is non-zero; must be a valid G/L account number

   Level 2 Tax Freight - valid entries: YES, NO or blank (equivalent to NO)

   Calculate Tax 2 on Tax 1 - valid entries: YES, NO or blank (equivalent to NO)

Exporting a Current List of Tax Codes and Modifying it

If you are updating existing tax rates, follow the instructions below to export a current list and make the necessary changes to the rates.

1) To export a list of all current tax codes, click Print in the Sales Taxes window and select Text File or Spreadsheet, as shown in the following screen.

2) Use the open Excel file or a text editor to make the necessary changes to the tax rates.  When completed, save the file as a tab delimited text file.

Importing Tax Codes (New or Update)

1) Select Utilities from the File menu and select Routine.

2) Enter IMPORT in the Routine field and ARTAXES in the Password field.  Click OK  and the following window will appear:

Note:  specify all values to be imported. Empty fields are imported intact.

Special character handling: import values containing single and double quote characters and carriage returns cannot be directly imported. Using a text editor application, these characters must be removed and substituted with the following strings prior to importing.

During the import process, the substitute strings will then be replaced with the original characters. Substitute /dqt/ for double quotes, /sqt/ for single quotes and /rtn/ for carriage returns. The forward slashes must be included.

5) Click Start Import and select the AR Sales tax file to be imported. This will be the tab delimited file.

6) Review the import file results and verify in the A/R -> Setup -> Sales Taxes window that the appropriate changes have been made or by exporting the Sales Taxes again from the Print menu.