Author Archives: admin

Is that transaction really sales tax exempt?

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I have run into many folks who claim to be tax exempt.  There are two different kinds of exemption – income and sales.  The federal government does not bestow sales tax exemptions.  A business may show you their letter from the IRS stating very officially “TAX EXEMPT ORGANIZATION.”  This is issued for a variety of reasons from churches, to soup kitchens, to national charities, etc.  This letter coming from the IRS applies only to the federal income tax for the group.

For a group to be exempt from sales tax in the State of Kansas (and in other states I have worked), you must apply with the state.  A business may qualify for this status because they are a charity, or they may be a reseller of goods, they may be in a special development and the state has opted to exempt them.

Kansas has different forms issued for each of these scenarios.  You have an obligation to require the organization or business supply the proper form for their tax exempt situation.  An example is the Kansas form ST-28D for manufacturers and processors.  The purchaser also has an obligation to notify you if some sales are exempt and some are not.  In the manufacturer scenario, tools are not tax exempt however the metal they fabricate into something is exempt.

Keep this form on file.  This signed exemption form signifies the group is taking the responsibility of the sales tax exemption.  It is them literally saying, “I am buying this bread and cheese to make sandwiches.  I am going to sell them and charge my customers sales tax.”  If you must go through a sales tax audit, you have this form that shifts the responsibility of the sales tax from you to them.

On the other hand, if you complete a sale to a group and all they give you is an IRS letter…you are taking a risk that they haven’t been approved by the state in which you operate.  Even when they claim everybody in town accepts their IRS letter.  Your business could be on the hook for the sales tax of the transaction if they have not been approved.  If you have questions, talk to your CPA or even call the Department of Revenue.  They are really helpful…and not as scary as you think.

Holy cow! It’s 1099 time.

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This may sound strange, but I actually like the process of sending 1099’s to contractors each year.  Why?  It forces you to really review your vendors and who you do business with.  How much did you pay for an attorney’s services this past year?  Does a company have a new mailing address?  The list goes on.  While I find the process of auditing my vendors therapeutic, realizing your records for them are incomplete to generate your actual Form 1099’s can be a bit stressful.

I prefer to send a Form W-9 to EVERY vendor before I cut the first check.  The vendor has an incentive to then return the completed form quickly, since they would really like to get paid.  As soon as I receive the completed form, I update my QuickBooks vendor profile.  I keep the hard copy on file, or you can choose to scan them in.  These forms are for your records…no need to send them to anyone or the IRS.

At the end of the year, there is a mad dash of accountants and bookkeepers to get complete information for all their vendors.  There will always be a few holes to fill in, but if you make an internal guideline to send them out to every new vendor going forward you won’t have this on your already lengthly to-do list in Q1.

Are you accrual or cash basis?

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This is a question that you only have to answer once.  And you want to answer it correctly…once you pick a basis for your business, it is FOREVER.  That’s right.  Once you set up your company’s financial house you will never change this option.

What this means… when do you realize income and expenses?  A sale is made today.  If a business is on ACCRUAL basis the sale is realize today.  However, if we don’t realize the sale until it is actually paid for, that is CASH basis.

Okay, here is an example.  I make origami swans and I sell them in my awesome origami store.  On January 15th, a customer came in and bought $50 worth of swans.  I also sell them wholesale to an origami store in Texas.  They bought $300 worth of my paper creations but will not pay me until February 15th.  Since I am on an ACCRUAL basis, I have $350 in sales on January 15th.

Now, using the same dates and amounts…I sell $50 worth of swans on January 15th, and since it is a retail customer they pay me with cash that day in my store.  Then, I sell the $300 order of swans to the store in Texas.  I ship them and they pay me $300 as agreed on February 15th.  If I am on a CASH basis, my sales are $50 in January, and $300 for February.

Most businesses are going to be on an accrual basis.  A medical or dental office is a good example of a cash basis accounting business.  Why?  They are going to generate charges for a patient, but they must wait on insurance payments, make adjustments, collect the patient portion, possibly resubmit to insurance.  There can be a significant delay in reconcililing all the payments for a single event so a cash basis works better.

The industry you operate within will most likely dictate this decision.  You need to know this when you setup your accounting software from day one.  If you are really confused as to which is more appropriate, speak with your tax preparer or CPA.

I’m here.

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After much prodding by few, I have decided to start a blog regarding small business topics.  Folks have told me I’m funny and insightful and that I should write a book.  This seems like a happy compromise.