Tax codes / tax rates

• Project stages - each stage is assigned a tax rate to be used for invoicing the stage work to the client. The stage level tax controls the total invoice tax value.
• Project invoices - display the tax rate description or code to the client on the invoice document.
• Staff expenses - your staff can select the tax rates when entering their travel expense from site visits, work travel, attending off-site training sessions etc. This controls the total expense value that the staff member is claiming to be reimbursed for.
• Supplier bills - enter the bill and disburse against the project using the required tax rate.

Use the tax rates section to setup what tax rule is the default item applied to each project stage. By default each Synergy organization will be created with a 'tax free' rule. For the countries listed below a 'tax applicable' rate is also created with the current percentage GST / VAT used in these regions. The 'tax applicable' rule is automatically created based on the country entered when setting up the new Synergy organization, and is setup as the default tax code when available.

Determine what tax component is required for the tax rate in your country, state, or region. The components allowed are a 'percentage' of the invoice value, a 'fixed' value when above a minimum sales value, or 'exempt' for tax free billing. Which option required will depend on the country you are operating from, and the country you are selling the goods. Please contact your accountant for any advise on the required sales taxes in your region.

Setup a new tax rate (percent type)

1. Go to: Settings > Financial > Tax.
2. Click the 'add' button in the top right corner.
3. Type the tax 'code'.
4. Type a 'description' for the tax rate.
5. (Optional) Mark the tax rate as the default option. This will shown by default on all project stages, supplier bills, and staff expenses entered in Synergy. The other tax rates are available in the drop down list.
6. Setup the tax component by
   1. Type a name for this tax component. e.g. GST or state tax
   2. Enter the rate value as a percentage (%).
   3. (Optional) Add another component to add an additional tax percentage, e.g. city or council tax.
7. Save and close.

Tips:

• Only the tax code and description is displayed on invoices to your clients.
• If using Accounting add-ons then this tax code should be the same as your accounting system. e.g. the VAT or GST code found in your accounting system like MYOB AccountRight Live, Xero, or QuickBooks Online.
• If a fixed value is required then save the rate without any components, and enter the fixed value on the next step.

Setup a fixed value tax rule

1. Go to: Settings > Financial > Tax.
2. Click the 'add' button in the top right corner.
3. Type the tax 'code'.
4. Type a 'description' for the tax rate.
5. Save.
6. In the rules table shown on the 'tax' edit page complete the following steps:
   1. Click the row action button  on the 'percent' rule that was auto added and select 'delete'.
   2. Click the 'advanced rates' button and select the 'add fixed value' option.
   3. Type the 'code' and 'description' to be used for the tax component. This is normally the same code shown at the top of the screen in tax rule.
   4. Type the 'minimum value' from when this tax tariff will be applied. e.g. All sales over $100 (minimum value) will get this tax.
   5. Type a 'maximum value' where applicable. If $0 is entered then this is applied to anything over the minimum value, or if you enter $1000 then the tax is not applied to any sales over that value.
   6. Type the 'value' to be applied as a fixed tax value to an invoice each time this tax code is applied.
   7. Check that the 'effective from' date is correct, or click into the field and change it from the calendar.
   8. Define an 'effective to' date if the tax rate is only to be applied for a limited date range.
   9. Save.
7. Save and close the tax rate.

Tips:

• Only the tax code and description is displayed on invoices to your clients.
• If using Accounting add-ons then this tax code should be the same as your accounting system. e.g. the VAT or GST code found in your accounting system like MYOB AccountRight Live, Xero, or QuickBooks Online.

Add an exception tax rule

1. Go to: Settings > Financial > Tax.
2. Click the 'add' button in the top right corner.
3. Type the tax 'code'.
4. Type a 'description' for the tax rate.
5. Save.
6. In the rules table shown on the 'tax' edit page complete the following steps:
   1. Click the row action button  on the 'percent' rule that was auto added and select 'delete'.
   2. Click the 'Advanced rates' button and select the 'add exception' option.
   3. Type the 'code' and 'description' to be used for the tax component. This is normally the same code shown at the top of the screen in tax rule.
   4. Check that the 'effective from' date is correct, or click into the field and change it from the calendar.
   5. Define an 'effective to' date if the tax line rule is only to be applied for a limited date range.
   6. Save.
7. Save and close the tax rate.

Tips:

• The tax code and description is displayed on invoices to your clients.
• If using Accounting add-ons then this tax code should be the same as your accounting system. e.g. the VAT or GST code found in your accounting system like MYOB AccountRight Live, Xero, or QuickBooks Online.

Mark the tax rate as inactive to stop the tax code / rate from being used in the future. Inactive tax rates are remove from drop down lists, but are still kept as applied to any existing items. When a tax rate has been used on a project stage or expense it cannot be deleted. Change a tax rate to be inactive by:

1. Go to: Settings > Financial > Tax, and use one of the following methods:
   • Single row - Click the row action button , and select 'edit'. Uncheck the 'active' box, and then save and close.
   • Multi row - In the list check the box(es)  on the left of the name column, and then click the multi rows action button  and choose the 'set as not active' option.
2. The list refreshes and only the active items remain in the list.

Search

When a large number of items exist use the search or filter options to limit the number of rows shown in the list.

Search by clicking the search button  and typing the keyword into the search box. To return to seeing all items in the list click the clearbutton in the search bar.

Filter

Filter the list by selecting the search button . See the available filters by clicking the word 'active'. Select a filter from the drop down list and click the search button to apply the filter. The filter options are:

• Active - the default list filter that shows the items that can be used (seen in drop down lists).
• Inactive - see the items that can no longer be used, and are only shown when still linked to existing records.
• All - see both active and inactive items in the list.

1. Code  The code for the tax rule is shown. It is suggested that this code is setup the same as your accounting system. This name can be shown on proposal or invoice documents that are sent to your clients, and is shown in drop down lists throughout Synergy. The default tax codes applied as EXP for tax free, and GST or VAT for tax applicable.
2. Description  The long name for the tax code is shown. This name can be shown on proposal or invoice documents that are sent to your clients, and is shown in drop down lists throughout Synergy. The default taxes setup for most regions are 'tax free' and 'tax applicable'.
3. Rules This column shows the tax percent calculation, or the fixed value tax that will be applied. This is the active component for today's date.
4. Default  The default tax rate will be auto assigned to newly created project stages or expenses automatically. The users can select the other tax rates from the drop down list as required.
5. Active  The active box is checked if this tax rate is allowed to be applied to future project stages, project invoices, supplier expenses bills, or staff expenses. Change a tax rate to inactive to stop future usage of the item without impacting any of the existing records it has been applied against. Inactive tax rates are shown with a strikeout style applied.

1. Code  The existing code for the tax rate. Click on the row to edit the details.
2. Description  The existing description for the tax rate. Click on the row to edit the details.
3. Date range  If a start and end date have been entered for the effective date range then these are shown here. If only one date is shown then this is the start date for the rule, and no end effective date has been assigned as yet as it will be applied to all dates in the future.
4. Tax rule  The tax rule that will be used to calculate the tax value - percent, fixed, or exempt from tax. If fixed is selected then the min and max values are also shown, to allow you to see the range at which the fixed tax value will be applied.
5. Value  The percentage or fixed tax value that will be applied is shown. If the tax rule used is 'exempt' then this field is blank, as no tax is applied.