Generating sales tax reports

These are the reports to run in OnSite to get the data required for submitting a sales tax return to your tax agency. If you have Multi-Stores, do these steps for each of your stores.

1. Run the Taxes by Invoice report

This report provides the gross sales, labeled Subtotal in the report, and total tax collected for all invoices over a specified time period. In regions with simple tax structures with no tax-exempted products, this report is all you need for submitting your tax return. In regions with complex tax structures that include tax-exempted products, you may also be required to provide the total sales by tax-exempted products.

Note: When calculating the tax on an invoice, LightSpeed Pro rounds the tax value to the smallest monetary unit collected. For example, if the tax is calculated as $10.189, LightSpeed Pro rounds the tax to $10.19. As a result, a discrepancy may exist between the tax total that appears in the LightSpeed Pro Taxes by Invoice report, and the total tax amount due as stated on your tax return form.

  1. In OnSite StoreMaster on the Tools menu click ReportMaster.
  2. In the ReportMaster window, under Reports, click Taxes, and then click Taxes by Invoice.
  3. Set the date range for the reporting period in the From and To fields.
  4. Ensure that the Summarize Results option is not selected. If this option is not visible, click More Options.
  5. At the bottom right of the ReportMaster window click Run.
  6. You can choose to print the report or export the report as a .txt file, which can then be opened in spreadsheet software such as Excel.

2. Run the Taxes by Product report (for regions with tax-exempted products only)

If your region has a complex tax structure with tax-exempted products, and your tax agency requires that you submit the total sales by tax-exempted products, run the Taxes by Product report. By applying the appropriate filter, the report shows the total sales for the tax-exempted products only.

  1. In OnSite StoreMaster on the Tools menu click ReportMaster.
  2. In the ReportMaster window, under Reports, click Taxes, and then click Taxes by Product.
  3. Set the date range for the reporting period in the From and To fields.
  4. Under Filters, from the list select the option that refers to the tax that is exempted by selecting X (Tax) Collected?, where X is the name of the tax. For example, if the tax is State, the option appears as State (Tax) Collected?. From the second list, select is unchecked. What this refers to is that when a product is defined as having a tax exemption, the corresponding tax field on the invoice for that line item is unchecked.
  5. Ensure that the Summarize Results check box is not selected.
  6. At this time we recommend that you save the current criteria as a custom report template for future use. To do so click Save at the bottom of the ReportMaster window, and enter a descriptive name such as State Tax-Exempted Sales and description. Custom reports are accessed from the Custom section of the ReportMaster window.
  7. At the bottom of the ReportMaster window click Run.
  8. You can choose to print the report or export the report as a .txt file, which can then be opened in a spreadsheet software such as Excel.
  9. Repeat the procedure to generate a separate report for any other exempted tax.
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