Taxes Mapping for Auto-taxes

This dialog is used to map each of Campground Master's Transaction Categories for Taxes to a QuickBooks Inventory Item and/or Account.  These mappings are used for exporting Tax transactions for auto-tax entries.  This may only need to be done if you're using the Cash Sale method and you have auto-tax items set up in QuickBooks.  Otherwise, tax categories should be mapped along with the Transaction Category Mapping for other charges.  However if you receive an error message when importing to QuickBooks related to tax items being blank, then you need to use tax mappings.

Assuming you used the Import accounts from QuickBooks function first, this may be as simple as picking from lists.  If you didn't import the items/accounts from QuickBooks, you can still enter the account names manually, but that is very error-prone.

The process is as follows:

1. Select a tax category to map from the left-hand list (only categories that you have set up in Taxes Setup will be shown.)  Note that the Tax Rate will be automatically filled in as defined in Taxes Setup.  The Tax Rate field is just for reference, and isn't actually used for calculations in QuickBooks.  Don't change it.

2. If this will map to a Sales Tax Item in QuickBooks, select that item from the QuickBooks Sales Tax Item drop-down list.  The Account and Description will fill in automatically for that item.  You can leave the description or edit it as needed, but don't change the Account, since this has already been assigned to that item in QuickBooks.

QB 2019 and later -- An Item must be selected for tax mapping, and it must be appropriately set up as a "Sales Tax Item" in QB.  Also make sure you use a different Item for each tax mapped here.  In addition, make sure that none of the Items you're mapping to here are also set in QuickBooks' Preferences; Sales Tax; Company Preferences as "Your most common sales tax item" drop-down (since that will also cause a duplication).

In versions before 2019, taxes are not normally mapped to Inventory Items, and in fact QuickBooks from 2005 to 2018 will report an error if you attempt to do so.

3. Select a Vendor from the drop-down list.  This is required for taxes, and should be the vendor you have set up as the tax commission or state comptroller (where you pay your sales taxes, for instance).

4. Enter a Description if necessary.

5. If this is an auto-tax item in QuickBooks, check the Is this an auto-tax rate? box.  In versions prior to QB 2019, the import will only work if this is checked. However, as of QB 2019, this must NOT be checked, and having it check will cause an import error!

6. Click Add Mapping.  The details of the mapped category will appear in the bottom list, and the category will be removed from the first list so you know it's mapped already.

Note: If you're using version 10.0 (rev.s) of Campground Master or earlier, you may get a warning that "Is this an auto-tax rate" should be checked.  If you're using QuickBooks 2019 or later, you can ignore this warning (click "Yes" to continue).

7. Repeat for all tax categories, then click Save.  All of the mappings will be saved and used each time you use the Export function.

Mapping Notes

IMPORTANT: Any of the tax categories you map here should not be mapped in Transaction Categories Mapping.

You can map multiple categories to the same Account in QuickBooks if needed.  They will generate separate entries to the same item/account.  However, they should each have a different Item.  If you get the error "You cannot use the same tax item in both the line items and the txn tax.", this is likely due to using the same Item for multiple taxes.

Changing a Mapping

If you need to change a mapping, select it from the bottom list and click Edit or Delete.  It will be removed from the bottom list, but it will also be selected automatically in the category/item/account lists, so all you have to do is make any changes and click Add Mapping again.