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Tax Code Items

Tax Code Items are where the user sets up the individual Tax and Service Charge rates.

Important: The system applies Tax and Service Charges on the Price of the item, not the subtotal. 

Accessing Tax Code Items 

To access Tax Code Items,

 1) Navigate to System across the top toolbar and select Tax Code Items.

2) The Tax Code Items grid will launch.

3) The primary functions associated with managing Tax Code Items are embedded in the Tax Code Item setup screen, which can be accessed by clicking the New button or double-clicking on an existing item.

Creating a New Tax Code Item

To create a new Tax Code Item,

1) Navigate to the Tax Code Items Grid and perform either of the following to launch the Tax Code Item setup screen:

a) Click the New icon on the toolbar.

b) Right-click anywhere on the Tax Code Items Grid and select New.

2) The Tax Code Item setup screen will launch.

Tax Setup

When setting up a tax, complete the following information as shown/listed below.

Name - Give the Tax Code Item a name. The name you give the Tax Code Item should be a distinctive description, especially if there is more than one percentage or rate. 

Example:

• •  Sales Tax
  • Liquor Tax 1.5% 

Description - Enter an optional description for internal purposes.

Tax Type - Click the drop down arrow and select the Tax Type.

Continue populating the Default fields as needed.

Rules - Click the drop down arrow and select the rule that applies. Options include:

• • • • Base - will tax the total of each taxable item not including Service Charge.
      • Base + Service Charge -  will tax the total of each taxable item including the Service.
      • Charge - both item and service charge will be taxed.
      • Service Charge - will only tax the service charge total and will exclude all items taxable and nontaxable. 

Percentage - Enter the Tax Percentage (if this is not a percentage leave blank and go to Rate). 

Rate - Enter the Rate if applicable (this is a flat dollar amount). 

Minimum Sales Amount to Tax - Use if tax is not to apply to an item price less than a specified amount. Example: if the minimum sales amount to tax entered is $20.00, the system will not tax items less than $20.00 ($19.99 and less). 

Maximum Sales Amount to Tax - Use if tax is not to apply to item price greater than a specified amount. Example: if the maximum sales amount to tax entered is $20.00, the system will not tax items over that amount ($20.01 and greater). 

Ledger - Browse to the General Ledger and select the ledger account the tax will post to. 

This Tax is Exemptible - If this tax can be exempted or waived, check the box. If the box is not checked, tax will be calculated even if the member or item is flagged as Tax Exempt. 

Only Apply Tax Rate to the amount beyond the minimum sales amount - This works in relation to Minimum Sales Amount to Tax. This box would be checked for states that only tax an item over a certain dollar amount. For example, a clothing item is taxed only if it exceeds $150. If a jacket is purchased for $200, sales tax would be applied on $50 ($200 - $150 = $50).

 In this example $150 should be the Minimum Sales Amount to Tax.

Service Charge Setup

When setting up a service charge, complete the following information as shown/listed below.

Name - Give the Tax Code Item a name. The name you give the Tax Code Item should be given a distinct description, especially if there is more than one percentage or rate. 

Description - Enter an optional description for internal purposes. 

Tax Type - Click the down arrow and select Service Charge. 

Percentage - Enter the Service Charge Percentage (if this is not a percentage leave blank and go to Rate). 

Rate - Enter the Rate if applicable (this is a flat dollar amount). 

Minimum Sales Amount to Tax - Does not apply to a Service Charge Tax Code Item. 

Maximum Sales Amount to Tax - Does not apply to a Service Charge Tax Code Item.

Ledger - Browse to the General Ledger and select the ledger account the tax will post to. 

Service Charge Override 

This is used when certain Members or Areas have different Service Charge rules than the normal setup. There are a few different ways in the system to have automatic Service Charges applied at different rates depending on the club rules.  Contact Clubessential Support to help you decide the best setup for your club policy. 

Before creating the Service Charge Override, the user must first apply the Service Charge Group Type in System Settings and create a Service Charge Member Group to set up the override; as described below.

System Settings

The first step is to apply the Service Charge Group Type in System Settings. To do so,

1) Navigate to System across the top toolbar and select System Settings.

2) Navigate to the Membership tab and select Service Charge in the Service Charge Group Type section.

Set Up Service Charge Member Group

The next step is to set up the Service Charge Member Group.  All Members who should receive the Service Charge Override should be selected in this Member Group.

To set up the Service Charge Member Group,

 1) Navigate to Membership across the top toolbar and select Groups.

2) Click the New icon on the toolbar.

3) The Member Group setup screen will launch. Enter all relevant information shown/listed below:

- Name - Give the Member Group a name.

- Description - Enter an optional description for internal purposes.

- Group Type - Select Service Charge as the Group Type.

 - Members - Select all Members who should be included in the group.

4) Select Save & Close.

Rules

The last step is to create the rules for the Service Charge Override.  To do so,

1) Navigate to the applicable Service Charge Tax Code Item and select the Service Charge Overrides tab.

2) Click Add New Rule and enter the appropriate information shown/listed below:

- Member Group - Select the Service Charge Member Group.  Please note that only Member Groups with a Service Charge Group Type will be displayed in the lookup.

- Area - Select the Area the override applies or select All Areas if the override should occur at all Areas in the club.

 - Percentage - Enter the Service Charge Percentage (if this is not a percentage leave blank and go to Rate).

 - Rate - Enter the Rate if applicable (this is a flat dollar amount).

 - Ledger - Browse to the General Ledger and select the ledger account the tax will post to.

 Save Rule Edit - Be sure to select Save Rule Edit.

3) Select Save & Close AFTER you have selected Save Rule Edit.

Best Practices

When ticket splitting is required, ensure to enter Items as normal, and then hit the Split Ticket button to launch the Ticket Splitting screen.

Ensure ticket to be split (or tickets with Item(s) to split) is marked as “Selected” in the Split Ticket screen, prior to attempting to move Items to another ticket.

When combining Tickets, ensure all tickets are at the same table prior to merging them by utilizing the Change Table feature in the main POS screen.  Once all tickets are at the same table, utilize the Split Ticket feature to combine the tickets.

FAQs

Q: I need to move an Item back to its original ticket - how do I do that?

A: Ensure the new ticket created is marked as “Selected” in the Split Ticket screen.  Then, highlight the Item from the left screen on the Split Ticket screen, and then click on the original ticket to return the item to it.

Q: When splitting a ticket by a fixed amount (ie - $10.00 on one ticket, and the remainder on another), how do I ensure the $10.00 ticket is the final amount due, inclusive of all tax, etc?

A: When splitting a ticket to a fixed all-inclusive amount, ensure to check the Tax Included box, located on the Split Ticket screen when splitting the ticket.Can I give a rain check a fixed expiration date, like 12/31/2017, rather than having it expire in 365 days? 

Downloadable Guide

Split Ticket - Guide