Overview
The following guide details each tab in Accounting Settings, explaining how to add, edit, or delete data.
To access Accounting Settings:
Hover over your Company Name
Click Accounting Settings
Sales Tax
Tax Rates
Tax Rates are typically sourced from your accounting system. For clients integrated with Sage Intacct, Tax Rates are created and maintained directly within BuildOps. Throughout BuildOps, you can choose which Tax Rate to apply depending on the applicable rate.
In BuildOps, tax settings operate on a hierarchy where defaults are applied based on Customer or Property configurations. Any updates made at the Customer level are automatically inherited by associated jobs and properties, unless overridden at the property level. While specific tax rates cannot be set directly on a job, the tax settings linked to the Customer or Property are auto-applied during the job's lifecycle.
Default Tax Codes can be set up at the Customer or Property level. When creating a Quote or Invoice for that Customer or Property, the Tax Rate field will auto-populate.
To manage tax-exempt functionality for Customers or Properties, navigate to the respective profiles. Here, you can check the 'tax-exempt' box for Customers or ensure the taxable status at the Property level aligns with the intended exemptions.
Managing Tax Rates
Edit or Delete a Tax Rate: Click the three dots on the right side of the Tax Rate line.
Add a Tax Rate:
Click + ADD TAX RATE
Fill in the following details:
Name
Tax Rate (Required)
Account Type:
Sales Tax Paid to Vendors = Accounts Payable (AP)
Sales Tax Charged to Customers = Accounts Receivable (AR)
If applicable to both AP/AR, leave this deselected
City, County, State: Search for a location and choose from Google Maps options.
Click SAVE
How to Mark a Customer as Tax-Exempt
To mark a customer as tax-exempt in BuildOps:
Navigate to the Customer's profile in the application.
Check the box labeled 'This customer is tax exempt.'
Save the changes to apply the update. Marking a customer as tax-exempt ensures related invoices exclude taxes unless overridden by property-level settings.
Resolving Tax Exemption Discrepancies
Instances may occur where taxes incorrectly populate on invoices for customers or properties expected to be exempt. This can result from an incorrect taxable status at the Property level despite the customer being set as tax-exempt.
Steps to Resolve:
Review the affected customer’s profile to confirm accurate tax settings.
Verify and, if necessary, update the taxable status of associated properties.
Accessing and Managing Tax Exemption Lists
To view and manage a list of tax-exempt customers in BuildOps:
Increase the number of rows visible on the dashboard to a maximum of 1,000 rows.
Apply filters to locate tax-exempt customers.
Export the filtered list for offline analysis, if needed.
Tips:
Refer to available resources for accessing additional details on using dashboard features.
Payment Type
A Payment Type represents how your Customer will pay (Credit Card, Cash, Check, Payment App, etc.). Payment Types are selectable when creating and submitting Payments in BuildOps.
Managing Payment Types
Edit or Delete a Payment Type: Click the three dots on the right side of the Payment Type line.
Add a Payment Type:
Click + ADD PAYMENT TYPE
Enter a Payment Type Name
Click SAVE
Payment Terms
Payment Terms define how long a Customer has to pay or how long you have to pay a Vendor for a Purchase Order.
Default Payment Terms
Set default terms by clicking SET AS DEFAULT in the Default Terms column.
These defaults auto-populate Invoice and Purchase Order Receipt Payment Term fields but can be updated as needed.
Default Payment Terms can also be set at the Customer or Property level (optional).
Managing Payment Terms
Edit or Delete a Payment Term: Click the three dots on the right side of the Payment Term line.
Add a Payment Term:
Click + ADD PAYMENT TERMS
Fill in:
Name
Payment Term Type (Applies to Invoices, Purchase Orders, or both)
Days Until Due (numeric value)
Click SAVE
Accounting Calendar
The Accounting Calendar allows you to close a given accounting month, preventing the creation or editing of transactions.
Managing Accounting Periods
Closing a Period: Check the box next to the period you want to close (Invoices, Payments, Adjustments, or Purchase Orders). Use CLOSE ALL to close all transactions.
Reopening a Period: Users can add new transactions but cannot edit existing ones from the previously closed period.
Create a New Fiscal Year: Click the down arrow next to CREATE NEW FISCAL YEAR and select an option.
View Past or Future Accounting Years: Use the tabs at the bottom of the table.
Purchase Order Type
Purchase Order Types categorize Purchase Orders based on their purpose.
Default PO Types
Standard (Auto-Receipt Disabled): Requires physical receipt tracking.
Auto-Receive (Auto-Receipt Enabled): Generates a Receipt automatically upon PO creation (e.g., Permits).
Managing Purchase Order Types
Edit or Delete a PO Type: Click the three dots on the right side of the Purchase Order Type line.
Add a PO Type:
Click + ADD PO TYPE
Enter:
Name
Department (Select the applicable Department)
Auto-Receive (Checking this auto-generates Receipts for all PO items)
Click SAVE
Note: If the correct Department(s) are not selected, the Purchase Order Type will not appear in the dropdown when creating a Purchase Order.
Accounting Integration Feature Maps
BuildOps supports integration with the following accounting systems:
QuickBooks Desktop
QuickBooks Online
Vista Spectrum
Vista Viewpoint
Sage Intacct
Sage 300
Netsuite
ComputerEase (XML Export)
For integration details and setup assistance, contact BuildOps Support.