NetSuite Sales Tax Integration Guide
- Last Updated
- February 4, 2019
We put together this integration guide for NetSuite users looking to better understand TaxJar’s integration for sales tax calculations, reporting, and filing.
You’ll learn how TaxJar provides calculations directly through SuiteTax and syncs invoices, cash sales, and credit memos for reporting / filing. Along the way, we’ll configure your NetSuite account to collect sales tax where you have nexus, handle product / customer exemptions, and much more. For a primer on everything sales tax, read our Sales Tax 101 guides before getting started.
TaxJar for NetSuite requires a TaxJar Plus subscription. To sign up for Plus or upgrade your existing account please contact our sales team.
To use TaxJar’s integration with NetSuite, you’ll need to enable SuiteTax for your NetSuite account. Keep in mind that SuiteTax is currently in beta with known limitations. Please review these limitations before continuing. If you have any questions, contact us before continuing this guide.
Behind the scenes, SuiteTax allows TaxJar to provide rooftop-accurate calculations down to the jurisdiction-level directly inside NetSuite. It’s an easier, more accurate way to calculate sales tax compared to the old way of manually adding state or zip-based rates (known as Legacy Tax). SuiteTax lets you use different tax calculation engines for nexuses and override tax details on transactions.
The SuiteTax feature must be shared to your NetSuite account before it can be enabled. Contact your NetSuite account manager and submit a SuiteTax enablement request with the help of NetSuite Customer Support. Your SuiteTax enablement request will be reviewed by the SuiteTax approval team. If your request has been approved, the SuiteTax feature will be shared to your NetSuite account.
Before you can enable the SuiteTax feature, your account must meet the following prerequisites:
- For existing NetSuite accounts where migration of legacy records to SuiteTax is required, a Sandbox account must be available.
- Backup of your entire NetSuite account must be requested.
Only administrators can enable the SuiteTax feature. To enable the SuiteTax feature, go to Setup > Company > Enable Features. Check the SuiteTax - Beta box on the Tax subtab, and click Save.
Getting Started with TaxJar
After enabling SuiteTax in your NetSuite account, you can install TaxJar’s NetSuite integration via SuiteBundler under Customization > SuiteBundler > Search & Install Bundles. Search for “taxjar” and install the TaxJar SuiteBundle.
Enable SuiteTax Plugin
Once the TaxJar SuiteBundle is installed, you’ll first want to enable TaxJar as a tax calculation plugin for SuiteTax. Go to Customization > Plug-ins > Manage Plug-ins. Under Tax Calculation implementations, select the checkbox next to “TaxJar” and click Save:
Go to TaxJar > Setup > Configuration to connect your TaxJar Plus account. Copy and paste your TaxJar API token:
Next you’ll want to configure your tax settings. Enable calculations and/or reporting depending on the TaxJar features you want to use. Set a default sales tax payables and use tax receivables account for calculations:
As TaxJar only provides sales tax calculations at this time (not use tax calculations), the payables sales tax account will be used to record the amount of sales tax you collect as a liability. If you’d like to use a different payables account for each nexus, you’ll need to edit the generated tax types under Setup > Accounting > Tax Types after performing initial calculations.
Finally, you’ll be asked to review your NetSuite nexuses and tax registrations prior to using the TaxJar integration:
Configuring Nexuses for TaxJar
In order to calculate sales tax through SuiteTax, we’ll need to properly configure your NetSuite account to use TaxJar as the sales tax engine. Go to the TaxJar dropdown in your menu bar and select Nexuses:
On the Nexuses page, set up all of the countries and regions where you need to collect sales tax. If you just migrated over from SuiteTax, you may already have existing nexuses:
Make sure each subnexus has a valid nexus address:
When making sales tax calculations, these nexuses are passed to TaxJar to determine where you have nexus. They’re also synced automatically to your TaxJar account.
Configuring Tax Registrations for TaxJar
After you’ve set up your nexuses, you’ll want to assign them to tax registrations under your business subsidiaries. Go to the TaxJar dropdown in your menu bar and select Subsidiaries:
Choose the subsidiary you’d like to use for TaxJar and click the Tax Registrations tab:
When adding a new nexus, make sure you choose TaxJar when selecting the tax engine for sales tax calculations.
Product Exemptions & Taxability
To assign a specific item in NetSuite to a TaxJar product category for exemptions, simply edit the item and click the TaxJar tab. Select a TaxJar category and save the item:
For assigning items in bulk to a given TaxJar category, use the mass update feature under Lists > Mass Update > Mass Updates and select an item type under General Updates.
You can review all of your categorized items under TaxJar > Reports > Exempt Items.
Customer Exemptions & Taxability
To exempt a specific customer in Netsuite for calculations and reporting, edit the customer and click the TaxJar tab. Check the TaxJar Exempt checkbox and select an exemption type from the dropdown:
If you decide to perform a mass update on your customer records to exempt a batch of customers from sales tax, you can backfill your customers by going to the TaxJar dropdown in your menu bar and selecting Backfill > Customers:
You can review all of your exempt customers under TaxJar > Reports > Exempt Customers.
TaxJar provides US address validation directly inside NetSuite to ensure valid addresses are sent to our API for accurate sales tax calculations. To set up address validation, go to Customization > Forms > Address Forms. Edit your existing custom form for the United States or create a new custom form by clicking the “Customize” link.
On the Custom Code tab, type in or select “tj_validate_address.js”:
Next, add a new button to your custom address form under the Actions tab:
Provide the following values in a new action row:
- Label: Validate Address
- Function: validateAddress
- Display As: Button
You can now validate addresses anywhere in NetSuite! Upon clicking the “Validate Address” button, we’ll automatically clean up the address and add a ZIP+4 postal code:
Order-level discounts and line discounts should behave similar to native NetSuite behavior for both sales tax calculations and reporting / filing. Discounts added as a line item to an order will discount the preceding line item.
If you use discount items for gift card redemptions or other scenarios which may require applying the discount after calculating tax, use the “Apply After Tax” checkbox on the “TaxJar” tab when configuring a discount item:
Sales Tax Calculations
TaxJar directly integrates with SuiteTax (Beta) and provides sales tax calculations for the following records in NetSuite:
- Sales orders
- Cash sales
- Credit memos
- Cash refunds
- Return authorizations
Before making a calculation, TaxJar requires a valid shipping address and one or more line items in a given record. After providing this information, click the Preview Tax button to get a summary of sales tax organized by jurisdiction:
For US calculations, this summary may include state, city, county, and district tax. In Canada, GST / PST / QST amounts. In other countries, VAT will be listed. You’ll also notice the tax is broken out for each line item under the Tax Details tab:
Once a record is processed, the underlying tax types and tax codes may be referenced in your NetSuite Tax Report under Reports > Financial > Tax Report. You can review the underlying API requests and responses under TaxJar > Reports > Logs to verify calculations.
If you save the record before previewing tax, don’t worry. TaxJar will automatically calculate sales tax after you save a record.
Import transactions using a connector via SuiteTalk / web services? SuiteTax will automatically trigger a sales tax calculation when you import a new transaction. To skip this calculation and import the existing sales tax collected, you’ll need to override the “Tax Details” tab via
When sales tax is previewed or calculated, a request is made to our API through SuiteTax. In the unlikely event that our API is unavailable (we boast 99.99% uptime), we’ll apply a backup rate as a fallback to ensure you collect sales tax. A backup rate is an average tax rate across all postal codes in a given region or country.
After configuring the integration, we’ll retrieve backup rates for every region and country we currently support and store the rates directly inside NetSuite. Each month we’ll update the rates using a scheduled script for accurate backup calculations.
You can review the current backup rates under TaxJar > Reports > Backup Rates.
Sales Tax Reporting
TaxJar automatically syncs invoices, cash sales, credit memos, and cash refunds for sales tax reporting and filing. This is done automatically behind the scenes when one of these records is created or updated inside NetSuite. To backfill older transactions from NetSuite into TaxJar, go to the TaxJar dropdown in your menu bar and select Backfill > Transactions:
From there, use the datepickers in the From Date and To Date to select a date range of transactions to backfill:
Click Sync to TaxJar and transactions with a transaction date within that range will be queued for syncing. To monitor the queue system, go to TaxJar > Reports > Queue to view pending, processed, and invalidated transactions:
You can browse and filter through all of your synced transactions under TaxJar > Reports > Synced Transactions:
TaxJar only imports paid in full invoices and fully applied credit memos. Cash sales and cash refunds are always synced over. Additionally, only transactions shipped to the US with USD currency are synced to TaxJar. At this time TaxJar only supports reporting and filing in the United States.
After a customer payment is recorded, any associated invoices will be synced if they’re in a paid in full status.
After a customer refund is recorded, any associated credit memos will be synced if they’re in a fully applied status.
Skipping / Filtering Transactions
If you’d like to skip specific transactions from syncing to TaxJar, you can use the “Skip TaxJar Sync” checkbox on individual transactions on the “TaxJar” subtab:
For skipping transactions in bulk, use the mass update feature under Lists > Mass Update > Mass Updates and select
Credit Memo, or
Cash Refund under General Updates > Transaction Types.
Import transactions using a connector via SuiteTalk / web services? You can programmatically set the transaction body custom field
custbody_tj_sync_skip to true (T) or false (F) based on your given logic or criteria.
Congratulations, you’ve finished setting up TaxJar and NetSuite! At this point you should be collecting sales tax in NetSuite and syncing transactions for reporting / filing.
The following items are currently unsupported by TaxJar in NetSuite:
- If “Item Line Shipping” is enabled, TaxJar will use the first line item shipping address for calculations and reporting. At this time, TaxJar does not support multiple shipping addresses through our API.
- TaxJar does not currently support use tax calculations for the following record types: Credit card charge, credit card refund, purchase order, vendor bill, vendor credit, vendor return authorization. Calculations will be skipped for these record types when attempting to estimate or record tax via SuiteTax.
TaxJar requires SuiteTax to provide rooftop accurate sales tax calculations at the jurisdiction level. Review the known limitations of SuiteTax in the NetSuite Help Center prior to installing SuiteTax.
Curious to see what’s changed with our integration lately? Read on to learn more!
v0.6.0 - 2019-02-04
- Skip specific transactions from syncing via “Skip TaxJar Sync” checkbox.
- Skip specific discount items from calculations via “Apply After Tax” checkbox.
- Sync invoices and credit memos after applying a customer payment or refund.
- Apply discount line items to previous line item and use absolute amounts.
- Fix nexus address lookup when nexuses have not been saved with TaxJar custom fields for SuiteTax.
- Fix Setup > Nexuses menu tab for NetSuite 2019.1.
- Remove custom role for backfilling transactions until resolved in NetSuite 2019.1.
v0.5.2 - 2019-01-24
- Fix permission issues on custom records for non-administrators.
- Fix end date on queue worker scheduled script.
- Automatically invalidate record in queue when deleted or no longer exists.
- Drop cash sale deposited status requirement prior to syncing.
- Update reports with improved labels and relative URLs.
- Support free-form state names in addresses.
- Tweak TaxJar configuration help text.
v0.5.1 - 2019-01-16
- Skip SuiteTax calculations for use tax record types: Credit card charge, credit card refund, purchase order, vendor bill, vendor credit, vendor return authorization.
- Directly override nexus if SuiteTax nexus determination differs from TaxJar.
- Remove default tax or shipping tax if tax rate is zero percent.
- Tax category item dropdown should now be available for inventory items.
- Custom fields should now be shown on existing custom forms.
- Fix “TaxJar Backfill” custom role name.
v0.5.0 - 2019-01-10
- Initial release of our NetSuite integration. Sales tax calculations powered by SuiteTax for rooftop-accurate rates down to the jurisdiction level. Transaction sync and backfilling. Supports product exemptions, customer exemptions, shipping taxability, sourcing logic, and address validation.