Overview
To allow Zamp to handle all of your sales tax calculation and filing needs, read through the following information ahead of your installation call.
How Zamp Connects to your QuickBooks Account
Zamp is a fully certified application on the QuickBooks application marketplace. When installed, Zamp uses QuickBooks' APIs to securely fetch and edit the data on your account.
Prior to Invoicing
Automatic Sales Tax (AST): Zamp will be able to override the Sales Tax box on your invoices if the QuickBooks’ AST functionality is enabled. Otherwise, Zamp will populate a line item to indicate sales tax calculated. See this presentation for more information.
Products: If your products have varying taxability, you will need to set up the correct tax codes for each product within the Zamp Tax App. You can find a list of supported tax codes here. Follow these instructions to set up your product tax codes.
Important: If you organize your items with categories in QuickBooks, you must map a product tax code in the Product Tax Code Mapping tool in the Zamp application.
It is highly recommended you set tax codes for all of your items if possible.
Feel free to work with your Zamp representative during your installation call to ensure this is correctly set up.
Customers: If you have exempt customers, Here is the full step-by-step process for setting up exempt customers. Ensure exempt customers are mapped in the Customer Entity Mapping tool in the Zamp application:
RESALE EDU_PRIVATE EDU_PUBLIC FEDERAL_GOV | LOCAL_GOV NON_PROFIT STATE_GOV TRIBAL |
When Invoicing - The Ship-To Address
Ensure the Ship-to Address is in a standard format. If you generate invoices using the Ship-To address pulled from the customer record, you should not need to make any formatting changes. If you are editing the address on the invoice, review the following:
Check for missing or extra commas, invalid zip codes, or state codes.
Ensure the state is listed using the 2-letter state code (e.g. FL instead of Florida). Zamp requires the 2-letter code to return a tax calculation.
If invoicing in the US, no country code is needed. If invoicing outside the US, use the 2-letter country code (ex. CA for Canada).
Invoice Requirements
IMPORTANT, PLEASE REVIEW.
Before enabling the integration, keep in mind potential causes of certain invoices failing. The Invoice or Sales Receipt creation process should be updated to prevent calculation or transaction sync errors:
Bad Address Information.
In the below example, the address would fail this invoice due to an extra line, a state in a non-2-letter format, and an incorrect zip code.
Missing Quantity or Rate.
In the below example, this will cause a failure as Zamp would not have a quantity value for the transaction. If you do not want customers to see quantity or rate, you would want to edit the Quickbooks printed or PDF invoice itself.
Non-standard Prices.
In the below example, the invoice has a Rate of 6.4285714. This will cause a failure as Zamp will only accept prices or costs to the cent (Ex. 6.43)
Shipping or Tax as a Line-Item
Zamp can NOT read line items dedicated to shipping or tax. Mostly applicable to transactions coming through external channels, transactions will fail to post to Zamp if an additional line item is pushed.
What can I do?: Set any customer being sent through an external channel to No Posting in the Zamp Conenctor, and discuss with your Zamp representative how to push these transactions to Zamp.
Selecting a product — Product Tax Code
When selecting a product, ensure the Product Tax Code for the item is valid. Run through the following steps:
Category is blank — This is OK.
If there is a Category listed and it is not one of the supported Zamp Tax Codes, you must follow the instructions in step 1 to correctly categorize your products within Zamp's Tax App.
The Native Tax Box
Once the price of the item is entered, you don't need to touch the native Tax box — Zamp does not utilize this setting.
If not checked, you can leave it unchecked.
If checked, you can leave it checked.
(If Applicable) Select the Zamp sales tax rate
IF AUTOMATIC SALES TAX IS NOT ENABLED: Select Zamp (0%) under Select sales tax rate. This is an essential step — transactions without this selected will not calculate tax or post to Zamp.
Saving the Invoice
Hit Save, Save & new, or Save & close. Once the invoice is re-opened, a new line item will populate with "Sales Tax calculated by Zamp" showing the tax total. This line is automatically generated.
If tax is not calculated or you are unable to confirm that the transaction was posted to Zamp...
Check the Memo on statement (hidden) box on the transaction and look for an error message or a successful acknowledgement.
If additional information is needed, navigate to the Zamp Tax App.
Click Logs.
Enter the current day and click Get Logs.
Scroll through and CTRL+F for BAD_REQUEST or invalid.
If any results occur or you are unsure what the logs are indicating, send them to [email protected] for further troubleshooting.
If Selling on Multiple Channels
For Quickbooks Businesses selling across multiple channels, taxes are calculated at time of checkout by another source. To ensure what is being filed by Zamp matches what has been charged to customers, transactions being pushed into Quickbooks should not have taxes overridden by Zamp.
Within the Zamp Application Customer Entity Mapping tool, there are options to designate customers as Standard, Post Only, and No Posting. Refer to the below table to decide how your customers should be configured.
Customer Setting | Calculate Tax | Post to Zamp? |
Standard | Yes | Yes |
Post Only | No | Yes |
No Posting | No | No |
For scenarios where customers are being created automatically after sales, within Zamp Tax Settings, you can designate the default customer creation behavior.
When Importing Transactions into QuickBooks
If using a "Connector" to send transactions from external platforms such as Shopify or Amazon, into QuickBooks.