The Sales Tax by City report shows taxable sales, completed returns, tax-exempt sales, and net tax due by tax jurisdiction for a selected state and date range.
What this report is for
Use Sales Tax by City to review sales tax support by state, city or jurisdiction, invoice, return, and customer.
The report is read-only. It does not calculate new invoice tax, change tax rates, post journal entries, or update customer tax exemption data.
Screen path
Dashboard > Finance > Reports > Sales Tax by City
Report controls
| Control | Use |
|---|---|
State |
Select a state from configured tax-rate states. If only one state exists, PAX selects it automatically. |
Start |
Start date for the report. Defaults to the first day of the previous month. |
End |
End date for the report. Defaults to the last day of the previous month. |
Generate |
Runs the report. |
Copy for Excel |
Copies report data after the report is generated. |
Print |
Prints the generated report. |
State, start date, and end date are required. The start date cannot be after the end date.
Report sections
The generated report can include:
| Section | What it shows |
|---|---|
Taxable Sales |
Taxable invoices grouped by matched tax jurisdiction. |
Returns (Completed RMAs) |
Completed RMA return amounts and tax refunds grouped by jurisdiction. |
Tax Exempt Sales |
Tax-exempt invoices grouped by jurisdiction. |
| State totals | Gross taxable sales, returns, net taxable/net tax due, and tax-exempt sales when applicable. |
The detail table shows:
| Column | What it shows |
|---|---|
Invoice / RMA |
Invoice ID or RMA ID. |
Date |
Invoice date or RMA completion date. |
Customer |
Customer code and customer name. |
PO / Orig. Inv. |
Customer PO for invoices, or original invoice for returns. |
Ship-to City |
Ship-to city used for jurisdiction matching. |
Total |
Invoice total when applicable. |
Taxable |
Taxable or returned amount. |
Tax |
Tax amount or tax refund. |
Jurisdiction headers show location code, location name, county when available, and combined tax rate when matched.
Links from the report
Invoice IDs open invoice details. Customer codes open the customer detail view.
Use those links to review source invoices or customer setup before changing tax exemption data or tax-rate setup.
What happens behind the scenes
Opening Sales Tax by City does not change records.
When the report runs, PAX:
- Loads configured states from tax-rate setup.
- Includes invoices with status
Open,Partially Paid, orPaid. - Filters invoices by invoice date and ship-to state.
- Excludes void invoices and pending invoices that do not meet the included statuses.
- Separates taxable and exempt invoices based on customer address tax exemption or customer tax exemption.
- Includes completed RMAs by completion date.
- Excludes completed RMAs for original invoices that are void in the same period so tax is not double-reduced.
- Matches tax jurisdictions using the invoice date and ship-to address.
- Tries postal-code matching first, then city matching, then county unincorporated matching.
- Uses tax-rate effective and end dates so historical reruns use the rate in effect at the time.
- Calculates taxable basis from invoice line totals plus customer-billed shipping.
- Calculates RMA tax refund proportionally from the original invoice effective tax rate.
Troubleshooting
No states are available
Likely cause: Tax rates have not been configured with states.
Safe fix: Review System Settings Tax Rates Overview.
Contact support if: Tax rates exist but no states appear.
No rows appear for the selected state and period
Likely cause: No included invoices, completed RMAs, or exempt sales match the selected state and date range.
Safe fix: Confirm the invoice dates, ship-to state, and RMA completion dates.
Contact support if: Matching invoices exist but the report is empty.
A sale is grouped under no matching tax jurisdiction
Likely cause: PAX could not match the ship-to postal code, city, or county to a configured tax rate for the invoice date.
Safe fix: Review the ship-to address and tax-rate setup before changing invoice data.
Contact support if: The tax rate exists for the jurisdiction and date but does not match.