How to Implement a Change in Tax Rates in RecTrac 3.1.
Problem
Our State Tax Rate is changing on October 01. Is there a way to automate this process and what are the steps required?
Solution
File Maintenance set up for the new Tax Rate can be done at any time prior to implementing the new Tax Rate.
However, RecTrac does not offer a Scheduling option for implementing a new Tax Rate. This must be done manually, either after close of business on the last day of the current Tax Rate OR before the start of business on the first day of the new Tax Rate. The steps below provide the basic instruction to do this. For purposes of example, the new Tax Rate goes into effect on October 01, 20xx.
Note: All file paths assume you are using the Standard VSI Design.
1. Preparation. This can be done any time prior to 10/01/20xx
- A. Go to Management Ribbon > System Management > Misc Management group > System Code Management.
- B. Add a new Tax Table System Code, so you have the new tax table setup and ready to go for 10/1/17. Refer to 'I' or '?' Help icons for field definitions and examples, if needed.
2. Determine your change over date: Decide whether you will implement the new Tax Rate after close of business on 09/30/20xx OR before start of business on 10/01/20xx.
3. Implement the new Tax Rate: On you change date:
- A: Bulk Change the Tax Rate on your Fees. Go to Management Ribbon > System Management > Fee/Rule/Question Management group > Fee Management. Click Bulk Change at the bottom of the DataGrid. Filter the Fees DataGrid by Tax Table and select those you need to change. Then select Tax Table in the Bulk Changes Available Fields DataGrid (on the lower left) and Add it to the Bulk Changes to Complete DataGrid. Select your new Tax Table System Code when completing the Add. Be sure to keep the Change Detail Records option deselected. Process your changes. Exit back to the main menu when done.
- B: Go to Management Ribbon > System Management > User/Menu/Profile Management group > Profile Management . Edit your Daily Processing Profile(s). Locate the Module Selection for Full Recalculation of Fees for Date/Time Change field on left-hand column of the Core group and delete ALL entries in it. This will ensure that transactions processed prior to 10/01 for dates after 10/01 (such as Facility Reservations, for example) do not get re-taxed at the new rate. Save Changes. Repeat for all Daily Processing profiles.
4. (Optional) At some future date, once you are certain that all existing reservations in the system are set with the new tax tables, you can revert Step 3B above, and go back to recalculating reservation fees the way you were, if desired. Doing this will NOT revert those fees to the old tax; it will simply allow you to process reservations the way you had been doing prior to needing to change your tax rate.