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Swann Swann Retail Help

Tax codes

QuickBooks tracks tax with its own tax codes, so Swann Retail needs to know which QuickBooks tax code each of your VAT rates corresponds to. You set this up once under Map tax codes. It matters when you post each sale as a receipt — that’s where every line carries its own tax code. If you post a daily summary instead, the day’s tax crosses over as a single total to the tax account you pick on the accounts page, and a daily invoice carries it inside the day’s figures — so neither of those asks you to map tax codes.

Map your tax codes

Section titled “Map your tax codes”
  1. On the QuickBooks page, open Map tax codes.
  2. For each of your VAT rates, pick the QuickBooks tax code it should post as. Pick a single QuickBooks tax code — if a code in QuickBooks is a combined or grouped tax (made up of more than one rate), Swann Retail can’t use it, so choose the single-rate code instead.
  3. Saving asks you to confirm with two-factor authentication — it’s how Swann Retail protects a change that decides where your money posts.

Map every rate you actually charge — your standard rate, any reduced or zero rate, and exempt. A rate you’ve archived and no longer sell on doesn’t need mapping.

When a sale won’t post for tax

Section titled “When a sale won’t post for tax”

Swann Retail never guesses a tax code, and it never quietly posts a sale with no tax. So if a sale uses a VAT rate you haven’t mapped yet, that sale is held rather than posted with the tax wrong — you’ll find it under Fixing what won’t post. (This applies when your sales post as individual receipts; a daily summary carries tax across as one total to your mapped tax account instead.)

To clear it, open Map tax codes and map the rate that was missing. That’s all — once the rate is mapped, every sale that was held on it is released and posts on the next sync automatically; you don’t have to re-post them or mark them resolved by hand. To post a held day right away rather than wait, you still can — see Post a day yourself.

This is the same idea as an unmapped product or account — Swann Retail would rather hold a sale than post it wrong, so the fix is always: map what was missing.