Tax Settings

Manage tax settings in BackOffice to ensure the correct tax amount is charged at the register for every item. First enter the default tax rate to be automatically applied to all taxable items, then add other rates to override the default tax for specific items, set up tax groups to apply multiple rates to items, and assign items to tax rates and tax groups individually or in bulk.

IMPORTANT: Sales tax figures in reporting are estimates based on how you configure your tax rates and tax groups. For official filings, always verify your current local rates, then manually calculate tax using net taxable and non-taxable revenues. Be aware that tax laws can change at any time and, you should contact a tax professional for specific advice regarding your business.

To learn how tax is calculated in ShopKeep, visit the Sales by Tax Rate article.

Table of Contents

Enter Default Tax Rate

Begin setting up taxes in BackOffice by entering the default tax rate which will be automatically applied to all taxable inventory items.

  1. In BackOffice, click 'Settings', then select 'Taxes'.
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  2. Click the default tax rate indicated by the checkmark.

    If the default tax is set to a tax group, skip the steps in this section and instead edit the tax group to change which rates are contained in it.

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  3. Enter the tax rate details, then click 'Update'.

    All taxable items will be taxed at this percentage unless manually assigned to a tax rate or tax group.

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    Name | Name of the tax rate as it appears in BackOffice reporting (e.g. ‘Prepared Food Tax’).
    Rate | Percentage of tax charged for this tax rate (e.g. 7%, 8.875%, etc.)
    Receipt Name | Name that appears on receipts when the ‘Display tax rates on receipts’ setting is enabled and multiple tax rates are charged on a transaction. If left blank, this will default to ‘Tax’. Don’t see this field? Stay tuned as we roll out this feature for everyone.
    Set as Default | When checked, the tax rate becomes the default tax applied to all items not already assigned to a tax rate or group.

  4. Get updates on the iOS or Android register to sync the changes made to the register.

Manage Tax Rates

After entering the default tax rate, you can add additional rates for each individual tax you charge, and you can edit or remove existing rates. Tax rates can be applied individually to inventory items or added to tax groups in order to apply more than one rate to specific items.

To view the amount of tax collected at the register for each tax rate, visit the Sales by Tax Rate report. Learn how to run this report here.

Add Tax Rates

Set up a separate tax rate for each different tax the business charges. Additional tax rates can override the default tax for items assigned to them, or they can be added to tax groups for applying multiple rates to specific items.

Tax rates can be added from the ‘Taxes’ page in BackOffice or from the item creation page in BackOffice or the ShopKeep Register app.

From the BackOffice Taxes Page
  1. In BackOffice, click 'Settings' and select 'Taxes'.
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  2. Click 'Add New', then select ‘Tax Rate’.

    Don’t see ‘Tax Rate’? Proceed to step 3 after clicking ‘Add New’.

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  3. Enter the tax rate details, and click 'Save' to create the new rate.
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    Name | Name of the tax rate as it appears in BackOffice reporting (e.g. ‘Prepared Food Tax’).
    Rate | Percentage of tax charged for this tax rate (e.g. 7%, 8.875%, etc.)
    Receipt Name | Name that appears on receipts when the ‘Display tax rates on receipts’ setting is enabled and multiple tax rates are charged on a transaction. If left blank, this will default to ‘Tax’. Don’t see this field? Stay tuned as we roll out this feature for everyone.
    Set as Default | When checked, the tax rate becomes the default tax applied to all items not already assigned to a tax rate or group.

  4. Follow the steps here to assign items to the tax rate.
From the Item Creation Page
  1. Visit the 'Item List' from BackOffice or the ShopKeep Register app (employees with relevant BackOffice permissions only).
    • In BackOffice, click ‘Items’ and select ‘Item List’.
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    iOS ShopKeep Register App

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    Android ShopKeep Register App

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  2. Select an existing item, or create a new one.
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  3. Click the ‘Select Tax’ or 'Tax Rate' drop-down, and select 'Add New' to create a new tax rate.

    Or select an existing tax rate or tax group from the drop-down to assign to the item.

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  4. Enter the tax rate details, then tap 'Save' to create the new rate and assign it to the item.
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    Name | Name of the tax rate as it appears in BackOffice reporting (e.g. ‘Prepared Food Tax’).
    Rate | Percentage of tax charged for this tax rate (e.g. 7%, 8.875%, etc.)
    Make Default | When checked, the tax rate becomes the default tax applied to all items not already assigned to a tax rate or group.

  5. Select a save option to finish editing the item.
  6. (Optional) Follow the steps here to assign additional items to the tax rate.
  7. If accessing the Item List from BackOffice, get updates on the iOS or Android register to sync the changes to the register.

    If you receive an error while getting updates, visit our troubleshooting guide for help.

Edit and Delete Tax Rates

Edit a tax rate to change its name, percentage, receipt name, or to make it the default tax. If a tax rate is no longer needed, delete it to remove it from use.

  1. In BackOffice, click 'Settings' and select 'Taxes'.
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  2. Select an existing tax rate to edit or delete.
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  3. To edit the tax rate, make changes to it, then click 'Update'.

    Changing the name of a tax rate will also update it in some historical reporting. To learn more, visit the article for a specific report from our BackOffice support page.

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  4. To delete the tax rate, click 'Delete', then ‘Delete’ again to confirm.
    The default tax cannot be deleted. If a non-default tax rate is assigned to items, deleting it will automatically reassign those items to the default tax. If a tax rate is assigned to a tax group, deleting the rate will automatically remove it from that tax group.

  5. Get updates on the iOS or Android register to sync the changes to the register.

    If you receive an error while getting updates, visit our troubleshooting guide for help.

Manage Tax Groups

Tax groups allow a business to apply more than one tax rate to specific items. After adding some tax rates, set up a tax group to combine multiple rates into a single grouping that can be applied to items.

  • Tax groups are available to select merchants using the latest compatible versions of the iOS and Android ShopKeep Register apps. Stay tuned as we roll out this feature for everyone.
  • Tax groups do not appear on reporting or customer receipts. To view the amount of tax collected for each tax rate, run the Sales by Tax Rate report.
  • Add Tax Groups

    Set up a separate tax group for each combination of tax rates that needs to be applied to inventory items. Tax groups can override the default tax for items assigned to them, allowing multiple tax rates to be applied to specific items.

    1. In BackOffice, click ‘Settings’, then select ‘Taxes’.
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    2. Click 'Add New', and select 'Tax Group'.

      Don’t see ‘Tax Group’? Stay tuned as we roll out this feature for everyone.

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    3. Enter a 'Name' for the tax group.
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    4. Select one or more tax rates to add to the group.

      At the register, each tax rate in the tax group will be applied separately to the item price and rounded, then the totals for each rate will be summed. Learn more here about how tax is calculated in ShopKeep.

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    5. (Optional) To make this tax group the default tax, check the box under ‘Set as Default’.

      The default tax is automatically applied to all taxable items except for those manually assigned to a tax rate or tax group.

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    6. Click ‘Save’ to create the tax group.
    7. Follow the steps here to assign items to the tax group.

    Edit and Delete Tax Groups

    Edit a tax group to change its name, add or remove tax rates from it, or make it the default tax. If a tax group is no longer needed, delete it to remove it from use.

    1. In BackOffice, click ‘Settings’ and select ‘Taxes’.
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    2. Select an existing tax group to edit or delete.
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    3. To edit the tax group, make changes to it, then click 'Update'.
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    4. To delete the tax group, click 'Delete', then ‘Delete’ again to confirm.

      The default tax cannot be deleted. If a non-default tax group is assigned to items, deleting it will automatically reassign those items to the default tax.

    5. Get updates on the iOS or Android register to sync the changes to the register.

      If you receive an error while getting updates, visit our troubleshooting guide for help.

    Display Tax Rates on Receipts

    Enable this optional receipt setting to list individual tax rates on customer receipts for transactions where more than one rate is charged. This setting is disabled by default, with receipts showing only a single ‘Total Tax’ line.

    This feature is available to select merchants using the latest compatible versions of the iOS and Android ShopKeep Register apps. Stay tuned as we roll out this feature for everyone.

    1. Follow the steps here to open paper receipt settings in BackOffice or the ShopKeep Register app.
    2. Select ‘Display each tax rate charged individually’.

      View an example of how receipts appear after enabling this setting here.

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    3. Click ‘Save’ to save changes.
    4. If updating receipt settings from BackOffice, get updates on the iOS or Android register to sync the changes to the register.

    Change the Default Tax

    After adding tax rates and/or tax groups, you can change which rate or group is set as the default tax. The default tax is automatically applied to all taxable inventory items not already assigned to a tax rate or group.

    1. In BackOffice, click 'Settings' and select 'Taxes'.
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    2. Select an existing tax rate or tax group to make the default tax.
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    3. Check the 'Yes' box under 'Set as Default', then click 'Update'.
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    4. Get updates on the iOS or Android register to sync the changes to the register.

      If you receive an error while getting updates, visit our troubleshooting guide for help.

    Assign Items to Taxes

    Items that require a tax rate or group different from the default tax must be manually assigned to the relevant rate or group. Assign items from the Item List in BackOffice or at the register if there are only a few to manage, or use Bulk Management in BackOffice for larger quantities of items.

    From the Item List

    Only have a few items to assign to tax rates or groups? Update items one by one from the Item List in BackOffice or the ShopKeep Register app (as shown below), or visit our Bulk Edit article to learn how to update several items from the Item List at the same time.

    1. Visit the 'Item List' in BackOffice or from the ShopKeep Register app (employees with relevant BackOffice permissions only).
      • In BackOffice, click ‘Items’, then select ‘Item List’.
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      iOS ShopKeep Register App

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      Android ShopKeep Register App

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    2. Search for and select an existing item.
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    3. Select a tax rate or group to assign to the item from the ‘Select Tax’ or 'Tax Rate' dropdown.
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    4. Select a save option to finish editing the item.
    5. (Optional) Repeat steps 2 - 4 for each additional inventory item.
    6. If accessing the Item List from BackOffice, get updates on the iOS or Android register to sync the changes to the register.

      If you receive an error while getting updates, visit our troubleshooting guide for help.

    Using Bulk Management

    If you have many items to assign to tax rates or tax groups, using Bulk Management is more efficient. Bulk Management allows for updating multiple items at once using a spreadsheet.

    1. Follow the steps here to start a new 'Update Items' job in Bulk Management.
    2. On the inventory export spreadsheet, enter the name and percentage of the tax rate or group you want to assign to an item in the 'Tax Group or Rate' column.

      Don’t see ‘Tax Group or Rate’? Enter tax information in the ‘Tax Rate’ column.

      • Enter [rate/group name] @ [rate percentage] (e.g. Food tax @ 9%). Use the ‘Name’ of the tax rate or group, not the ‘Receipt Name’. For tax groups, enter the sum total of all tax rates in the group.
      • Do not remove the ‘Item UUID, ‘Name’, or ‘Taxable’ columns from the spreadsheet. These columns must be mapped during the import for the Bulk Management job to be successful.
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    3. Save the prepared spreadsheet, then upload it into Bulk Management.
    4. Get updates on the iOS or Android register to sync the changes to the register.

      If you receive an error while getting updates, visit our troubleshooting guide for help.

    If you have questions about taxes or other BackOffice features, visit our BackOffice FAQ.