Sales Tax Liability
This guide explains the Sales Tax Liability report of MyCloudBook: how to open it, how to choose the agency and the period, how the taxable sales and the tax are computed, and how to print the report or download it as an Excel file.
Overview
The Sales Tax Liability report lists, for a period, the taxable sales and the sales tax of each tax, grouped by tax agency. It shows how much sales tax the company collected for each agency, so it is the usual basis of a sales tax return.
MyCloudBook builds the report from the tax of the lines of the invoices and receipts of the period. The Sales Tax Center shows the same tax month by month in the statement of each agency, together with the payments.
How to open the report
The report opens in two ways:
- In the left navigation, click Reports, and double click Sales Tax Liability in the group Tax Reports.
- In the left navigation, click Tax, and click Sales Tax Liability in the toolbar of the Sales Tax Center.
The report has one tab. When the tab is open already, MyCloudBook shows it where it is open and keeps its settings. The report is created at once with the default settings.
- 1The Reports tab. It is always the first tab of the Reports page.
- 2Standard Accounting Reports: Trial Balance, Balance Sheet, Income Statement, and Cash Flow Statement. A click on the title of a group hides or shows its reports.
- 3Aging Reports: A/R Aging Summary, A/R Aging Details, A/P Aging Summary, and A/P Aging Details.
- 4Sales Reports: Sales Summary.
- 5Tax Reports: Sales Tax Liability.
- 6A report, here Trial Balance. A double click opens it.
The report screen
The report screen has two parts. The center shows the report as a Portable Document Format (PDF) document in the PDF viewer of the browser. The Report Setting panel at the right holds the settings of the report. After a change of the settings, click Reload to create the report again. The arrow in the header of the panel hides the panel, so the report gets more room.
The example shows the third quarter of 2026 of the example company Bright Bean Coffee Co.: the From Date was set to Jul 01, 2026, the To Date to Sep 30, 2026, and Reload was clicked.
- 1The Sales Tax Liability tab. The x closes it.
- 2The download and print buttons of the PDF viewer of the browser.
- 3The title of the report, SALES TAX LIABILITY, the period, and the name of the company.
- 4The columns Agency / Tax Item, Taxable Sales, and Tax Amount.
- 5An agency, here the State Department of Revenue: one row for each of its taxes, and the Total of the tax.
- 6The next agency, the County Tax Collector.
- 7Report Setting. The panel with the settings of the report.
- 8Tax Agency. Empty shows every agency. The x empties the field.
- 9From Date. It starts with January 1 of the current year.
- 10To Date. It starts with today.
- 11Reload. Creates the report again with the settings of the panel.
- 12Download Excel. Downloads the report as the Excel file Sales Tax Liability.xlsx.
The settings
| Field | Required | Purpose and rules |
|---|---|---|
| Tax Agency | Optional | One agency, or empty for every agency of the company. The list shows the agencies of the Tax Settings. |
| From Date | Required | The first day of the period, for example the first day of the period of the tax return. |
| To Date | Required | The last day of the period. Both dates are part of the period. |
How to read the report
| Figure | How MyCloudBook computes it |
|---|---|
| Documents | The invoices and receipts of the period, by the date of the document. The payment status does not matter. Drafts, estimates, and sales orders are not counted. |
| Taxable Sales | The sum of the line totals without tax of the lines that carry the tax. |
| Tax Amount | The sum of the tax of these lines. |
| Total | The tax of all the taxes of the agency. |
| Tax groups | A line with a tax group counts once under each tax of the group, in the agency of that tax. For example, the group Combined Sales Tax gives a row under State Sales Tax and a row under County Sales Tax. |
| Taxes without sales | Every tax of an agency is listed. A tax without sales in the period has empty amounts. |
In the example, the lines with tax from July to September total 4,084.00. The State Sales Tax of 6% on them is 245.04, and the County Sales Tax of 1.5% is 61.26. These are the amounts that the company owes to the two agencies for the quarter.
A company can design its own layout of this report in Document Templates, with the template type Sales Tax Liability (Report). The report then uses the default template of the company.
Printing and Excel
- To print the report, click the print button of the PDF viewer. To keep it as a PDF file, click the download button of the PDF viewer.
- To work with the figures in a spreadsheet, click Download Excel. MyCloudBook creates the report with the settings of the panel and downloads it as Sales Tax Liability.xlsx. The Excel file has the same rows, a header that stays visible, and a print setup with page numbers.
- The report shows the posted data at the moment of the Reload. After new documents are saved, click Reload again.
Messages and their meaning
Questions and answers
What does the Sales Tax Liability report show?
The taxable sales and the sales tax of each tax for a period, grouped by tax agency, with the total tax of each agency.
Does an unpaid invoice count in the report?
Yes. The report counts the invoices and receipts by their date, whether they are paid or not.
How is a tax group shown?
A tax group is not a row of its own. A line with a group counts under each tax of the group, in the agency of that tax.
How do I see one agency only?
Select the agency in Tax Agency and click Reload. Empty the field to see every agency again.
Where do I record the payment of the tax?
In the Sales Tax Center, with Record Tax Payment. The Tax Payments guide explains the steps.