Tax Schedules
A Tax Schedule bundles one or more taxes from your catalog (for example VAT/sales tax, a selective consumption tax, a customs tax, etc.) under a single name, so you can apply them all at once on a transaction, an item or a customer/vendor record instead of picking each tax separately every time.
This screen manages the schedules (the combination of taxes). Each individual tax that makes up a schedule (its name, percentage and ledger accounts) is created and maintained separately in the Taxes module.
What it is and what it's for
Many sales or purchases are subject to more than one tax at the same time (for example, an item that carries VAT/sales tax plus a selective consumption tax). A Tax Schedule represents that full combination under a single name, so you don't have to remember or reselect each individual tax every time you invoice that item or sell to that customer.
When you assign a schedule on a transaction line, on an Item/Service, on a Customer or Vendor record, on a sales Opportunity (CRM), or as the company's default tax, AdmCloud automatically applies every tax that makes up that schedule and adds up their percentages. You can also flag a schedule to appear as a shortcut when importing receipts (vendor bills or expenses created from an attached document).
Screens in this area
| Screen | What it does |
|---|---|
| List | Shows your schedules with their name and the total percentage resulting from adding up their taxes, split into Active and Inactive tabs. From here you add a new one, check several to delete them in bulk, or open one to view or edit it. |
| New Schedule / Edit Schedule | Form to capture the schedule's name, its notes and the list of taxes that make it up. The list of taxes can only be set when the schedule is created; once editing an existing schedule, you can only change its name, notes, the Inactive status or whether it shows up in receipt import, the list of taxes shows read-only. |
| Details | Read-only view with the schedule's name and the detail of each tax it's made of (name and percentage), with shortcuts to edit or delete it. |
How to create a tax schedule
- Open the Tax Schedules module and click Add.
- Enter a descriptive Name for the schedule (for example "Sales Tax 18%" or "VAT + Selective Consumption Tax"). The name is required and must be unique against the other Tax Schedules and the Tax Retention Groups already registered. You can also add internal Notes if you need to.
- In the taxes table, pick a Tax from the catalog on each row (previously created in the Taxes module). Use the insert-row button to add more taxes, or the delete button to remove one you don't need. The schedule must have at least one tax.
- If you want this schedule to appear as a shortcut when importing purchase receipts, check Show in Document Import.
- Click Save. Double-check the combination of taxes before saving: once the schedule is created, its list of taxes can no longer be changed.
Key capabilities
- One-pick application: instead of choosing each tax separately, you pick a single schedule on the transaction, the item or the customer/vendor record, and AdmCloud applies all of its taxes at once.
- Automatic total percentage: the list and detail screens show the sum of the percentages of every tax in the schedule.
- Default schedule on Items, Customers/Vendors and the Company: you can pre-assign a sales schedule and a separate purchases schedule on an Item/Service, one on a Customer or Vendor record, or one company-wide default, so it's suggested automatically on new transactions.
- Shortcut in Document Import: schedules flagged with "Show in Document Import" appear as a quick option when creating a Vendor Bill or an Expense from an attached document.
- Used across the whole sales and purchase cycle: the same schedule can be applied on Cash and Credit Invoices, Quotes, Sales and Purchase Orders, Vendor Bills, Credit and Debit Notes, Receptions, Expenses, Returns, Recurring Invoices and on sales Opportunities (CRM).
- Active and inactive: mark a schedule as inactive to stop offering it on new transactions or when assigning it to an item or a customer/vendor, without losing the history of transactions that already used it.
Key fields
| Field | What it's for |
|---|---|
| Name | Descriptive name of the schedule. Required and unique against the other Tax Schedules and the company's Tax Retention Groups. |
| Notes | Free text for internal remarks about the schedule. |
| Tax (per row) | The individual tax that's part of the schedule, taken from the Taxes catalog. Can only be set when the schedule is created. |
| % (per row and total, read-only) | Percentage configured on each selected tax and the schedule's total sum; shown for reference, not editable here. |
| Show in Document Import | Makes this schedule appear as a suggested option when creating a Vendor Bill or an Expense from Document Import. |
| Inactive | Hides the schedule when creating new transactions or assigning it to an item or customer/vendor, while keeping its existing history. |
| Relationships Detail | Name a specific Vendor or Customer uses for this schedule in AdmCloud Xchange. Unlike the tax detail, it can be edited after the schedule is created. It's filled in automatically the first time it's missing when receiving a document from that relationship, but you can also register it ahead of time here. When viewing the Tax Group, this detail shows in its own "Relationships" tab, with a filter by relationship name and paging. That tab only shows up if AdmCloud Xchange is enabled for your company. The same Vendor/Customer can have several references, but the same Vendor/Customer and reference pair cannot repeat, neither within this record nor in another tax schedule: if another one already uses it, saving tells you which. Duplicating the record does not copy this detail. |
Validations when saving
- The name is required and must be unique, against the other Tax Schedules and the Tax Retention Groups already registered in the company.
- The schedule must have at least one valid, active tax from the Taxes catalog.
- The list of taxes cannot be changed when editing an existing schedule; the edit form only lets you change the name, notes, the Inactive status and the visibility in document import. If you need a different combination of taxes, create a new schedule.
- A schedule cannot be deleted while it's assigned as the company's default tax, as an Item's default, as a Customer's or Vendor's default, while it appears on a line of an existing transaction, on a line of a sales Opportunity, or in its Relationships Detail; you must remove it from those places first.
Availability and permissions
- Access to this module is controlled by the "Taxes" (SA_TAXES) permission on your user group, with separate levels for viewing, adding, editing and deleting.
- No additional restrictions by contracted plan or by Enterprise-plan modules were found: any plan that has the "Taxes" permission can use Tax Schedules.
Tips and common issues
Do most of your items carry the same combination of taxes? Assign the default schedule directly on the Item/Service (one for sales and a separate one for purchases) or on the Customer/Vendor record: it will then be suggested automatically on their new transactions, without picking it line by line.
Can't add or remove taxes from an existing schedule? That's intentional: the combination of taxes stays fixed so it doesn't alter the printing or history of transactions that already used that schedule. Create a new schedule with the right combination and, if it applies, mark the old one as Inactive.
Can't delete a schedule? AdmCloud blocks it if it's still assigned as the company's default, as an Item's default, as a Customer's or Vendor's default, or if it appears on any existing transaction or sales Opportunity. In that case, it's safer to deactivate it (mark it as Inactive) instead of trying to delete it.
Looking to create or edit an individual tax (VAT/sales tax, selective consumption tax)? That's done in the Taxes module, not in this Schedules catalog. Here you only group already-existing taxes to apply them together. If instead you need to group tax withholdings for your purchases, check out the Tax Retention Groups module.