NetSuite Sales Tax Integration Guide
- Last Updated
- January 10, 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.
Go to TaxJar > Setup > Configuration to connect your TaxJar 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 payables and receivables account for 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:
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:
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.
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:
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 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!
v0.5.0 - 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.