Consolidating / merging multiple Tax Agencies - Australian Taxation Office, Australian Tax Office, ATO etc in QuickBooks

Legacy KB ID: 329

Question

How do I consolidate / merge multiple Tax Agencies - Australian Taxation Office, Australian Tax Office, ATO etc in QuickBooks?

Answer

Before proceeding ensure you have a backup of your company file. 

In this scenario, we have 2 suppliers – Australian Tax Office and Australian Taxation Office. By default, the payroll features in QuickBooks QBi 2008/09 uses the default name “Australian Taxation Office”.
     - Therefore the Tax Agency must be set to Australian Taxation Office in the preferences.
     - If you are currently using QuickBooks 2007/08, follow the steps below before upgrading to QuickBooks QBi 2008/09.

QuickBooks 2007/08:
If you have multiple Tax Agencies in your Supplier list, follow the steps below:


1. From the Edit menu, select Preferences
2. From the Tax icon, select the Company Preferences tab
3. Change the Tax Agency to a Supplier that does not relate to Australian Taxation Office


4.  Click OK
5.  Repeat Steps 1 & 2
6.  Turn OFF tax tracking by selecting No. Click OK
7.  From the Suppliers menu, select Suppliers List
8.  Tick Show All to include inactive suppliers
9.  Locate all Suppliers that are related to the tax agency - Australian Taxation Office
10. Right click Australian Tax Office and select Edit
11. Rename the Supplier Name to Australian Taxation Office. Click OK
12. A message will appear - "This name is already being used. Would you like to merge them?" Click Yes
13. Repeat steps 11 to 14 if you have more than two Tax Agency suppliers
14. From the Edit menu, select Preferences
15. From the Tax Icon, select Company preferences
16. Turn ON tax tracking by selecting Yes
17. From the Tax Agency drop down select Australian Taxation Office. Click OK

Note: If you have already upgraded to QuickBooks QBi 2008/09, and is not feasible to revert back to QuickBooks 2007/08, follow the steps below.

QuickBooks QBi 2008/09:
Note: In QuickBooks QBi, each tax liability account must have Unique Tax Supplier, Example (Tax Payable to   have Australian Taxation Office as a supplier assigned) and (PAYG liability to have ATO as a supplier assigned), this doesn’t apply if your PAYG account is a subaccount of your Tax Payable.

Step1:
1. From the Lists menu, select Chart of Accounts
2. Tick Include inactive on the bottom of the list
3. Locate Sales Tax Payable (If Sales Tax Payable does not exist, continue to Step 2)
4. Right click Sales Tax Payable and select QuickReport: Sales Tax Payable
5. Change the Date Range to All
6. If there are no transactions associated with this account, close the report. If transactions are present, you will need to edit each transaction and save it to another account (e.g. to Tax Payable)
7. Select Sales Tax Payable and from the Edit menu, select Delete. Click OK
Step2:
1. From the Edit menu, select Preferences
2. From the Tax icon, select the Company Preferences tab
3. The Default Tax Agency is set to Australian Tax Office. Click OK


4. From the File menu, select Utilities > Export > Lists to IIF Files…
5. Tick Payroll Items and click OK
6. Select a location to save the file (e.g. Desktop)
7. In the File name field, enter payroll.IIF and click Save


8. Minimise QuickBooks
9. Locate the file, right click and select Open With > Choose Program
10. Tick Select the program from a list and click OK
11. From the list, select Notepad and click OK
12. Locate and rename Australian Taxation Office to Australian Tax Office as shown below

13. From the File menu, select Exit
14. A window will appear stating that the file has changed. Click Yes
15. Maximise QuickBooks - from the File menu, select Utilities > Import > IIF Files…
16. Locate and select payroll.IIF and click Open
17. A message will appear stating that your data file has been imported. Click OK
18. From the Suppliers menu, select Suppliers Centre
19. From the View dropdown menu, select All Suppliers to include inactive suppliers
20. Locate all Suppliers that are related to the Australian Tax Office
21. Generate a QuickReport for each supplier to identify how many transactions are present
22. Right click the supplier and select QuickReport
23. Change the Date range to All
24. In this case, Australian Tax Office has five transactions as shown below:


25. Australian Taxation Office only has one transaction as shown below:


26. Once you have identified which Supplier has the least number of transactions, double click each transaction and rename Australian Taxation Office to Australian Tax Office
27. If the transaction is associated with the Tax Payable account, delete the line and renter the amount. This will refresh the transaction and assign it to the correct tax agency
28. Select the line and press CTRL and Delete on your keyboard


29. When you have re-entered the Tax Payable and Amount, the Australian Tax Office will appear in the Customer: Job as shown in the screenshot below


30. Click Save & Close
31. Repeat steps 28 to 32 until all transactions are removed
32. From the Supplier Centre, select Australian Taxation Office and from the Edit menu > Delete. Click OK
33. If it cannot be deleted, edit the supplier and rename it to ATO old, ATO old 1, etc…
34. From the Edit menu, select Make Inactive
35. Rename your active and main Supplier to be Australian Taxation Office

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