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Set tax rules and payment methods

What this is for

Tell EpicBiz which sales taxes apply, how customers can pay, and which billing point of sale prints the next invoice number. Without this, quotes and invoices have nowhere to hang tax and payment.

Concepts

Billing System (under Company Settings) is where billing lives. Tabs: General Settings, Billing POS, Tax Rules, Payment Methods. Late Fees appears only if you turn late fees on.

A Tax Line is the tax name on documents (for example Sales Tax or VAT — you chose it at Sign Up). A Tax Rule is a rate for a country/state (or for all). Signup already created one default rule for your signup state (name like NY Sales Tax) and an Exempt rule at 0%. You add more rules when you sell in other places.

Exempt has no switch and no pencil. Leave it; assign it on a customer or invoice when that sale is not taxed.

Payment Methods is a catalog. Each row is Enabled or Disabled. Operators pick from the enabled list when they record a payment. Some rows (credit balance, card processor) have no switch — the product manages those.

A Billing POS is the numbering “till” for invoices, credits, deliveries, and payments. Signup already created Default Point of Sales and one POS on that address. Add another POS if you invoice from a second location. POS Address is which of your addresses that till uses.

Use Billing POS number on General Settings is off after signup (no). Turn it on only if documents should print a POS number.

How many POS you can add is a plan limit. Hitting it opens the same Resource limited dialog as users or customers.

Before you start

  • You can Log in and open Company Settings.
  • Your company addresses exist (Set up your company). A POS must point at one of them.
  • You know the extra tax rates you need (if any) and which payment types you actually take.

Steps

Tax rules

  1. Click the gear. Open Billing System (invoice icon), or click Create at least one Sales Tax Rule on Configuration Tasks.
  2. Open the Tax Rules tab. Review the default rule and Exempt.
  3. To add a rate, click the plus (Add Billing Tax Rule).
  4. In Add Billing Tax Rule, enter Tax Rule Name, Tax Line, and Percentage. Country can stay For All Countries, or pick one. State can stay For All States, or pick one. Click Add.
  5. Use Click to change status to turn a rule on or off. Use the pencil (Update Billing Tax Rule) to change name, line, rate, or place.

To rename or add tax lines (the names, not the rates): General Settings → pencil on Tax lines → Taxes. Toggle a line, or type a name in New Tax Line and Add.

Payment methods

  1. Still in Billing System, open Payment Methods, or click Review payment methods on Configuration Tasks.
  2. For each method you take, use Click to change status until the Value column shows Enabled. Turn off the ones you never use.
  3. Tick Review payment methods on Configuration Tasks when the list matches how you collect money.

Card processing (charging a card in EpicBiz) is a module, not this list. Turn a module on for that, then finish its configuration.

Billing POS

  1. Open the Billing POS tab, or Create at least one billing Point of Sales on Configuration Tasks.
  2. You should already see a row for Default Point of Sales. Pencil to change Next Invoice, Next Credit Memo, Next Delivery Order, and similar numbers if you need to start from a value other than the default.
  3. To add another till, click the plus (Add Billing POS). In Add Billing POS, choose POS Address, fill the next-number fields if they appear, optionally tick Is Default, then Add.
  4. On General Settings, pencil Use Billing POS number only if you want POS numbers on documents. Related rows (Billing POS number length, Show Billing POS Number on Invoice) appear when that setting is yes.

What happens next

Add catalog and people if you have not: Add a product or service, Add a customer.

Then create a quote or an invoice. When you record a payment, only Enabled methods appear.

Invoice numbering, money format, and late fees: Set billing preferences and Set late fees.

If Inventory is on, warehouses are a separate job: Add a warehouse.

If something looks wrong

  • Tax Rule for that state already created. You already have a rule for that country/state pair. Edit the existing one instead of adding a duplicate.
  • Add Billing Tax Rule will not save. Tax Rule Name, Tax Line, and Percentage are required. Create a tax line under General Settings → Tax lines if the dropdown is empty.
  • A payment type never appears when you record a payment. It is still Disabled on Payment Methods, or it is a processor method that needs its module Enabled.
  • The plus on Billing POS opens Resource limited. You have used the plan’s POS limit — Change your plan.
  • Default billing POS cannot be deleted. / System billing POS cannot be deleted. Leave that till; add another POS if you need a second numbering series.
  • Exempt has no pencil. That is expected. Pick Exempt on the customer or the invoice when the sale should not be taxed.