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What is the Tax Reconciliation Report (FIN-16)?

IN BRIEF
The Tax Reconciliation Report (FIN-16) provides a program-level summary of charges and payments within a specified date range to assist with sales tax reporting and reconciliation. It helps administrators compare what was billed, what was collected, and what remains unpaid, and is designed to work alongside the Category List Report (FIN-6) and Program Deposit Split Report (FIN-4). 

Overview

The Tax Reconciliation Report is used to provide totals for sales tax reporting. It gives a summary by program of financial transactions within a specific period of time that can be used to reconcile charges and payments; in particular by using the Category List Report (FIN-6) and Program Deposit Split Report (FIN-4). You can basically think of the Tax Reconciliation Report as a summary of both what was billed out to customers and what was collected, with the ability to distinguish between the amount billed for goods/services and the taxes assessed.

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Key Report Features

  • Summaries by program showing:
    • Total charges created
    • Total taxes assessed
    • Total collected charges
    • Total collected taxes
    • Remaining unpaid balances
  • Multiple data sections to differentiate between new charges and adjustments to earlier charges.
  • Optional transaction-level detail to trace changes contributing to each subtotal.
  • Cross-report reconciliation with FIN-6 (Category List Report) and FIN-4 (Program Deposit Split Report).

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Using Preset Filters

If you commonly use the same filters when running this report, you can save those selections as Preset Filters. After saving a Preset Filter, you can load it when opening the report page, set your date range, and generate the report in your preferred format.

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Accessing the Report

  1. From the main navigation menu, go to Reports.
  2. Select Tax Reconciliation Report (FIN-16) from the Financial reports list.

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Step-by-Step Instructions

General Filters

  • Start Date/End Date: allows you to specify a date range for the report. This system will only report charges created or payments applied within this date range.
  • Locations: the system will only include charges/payments associated with the selected Location(s) in the results. (In order to reconcile the report, these should match the Location(s) chosen for your Category List Report and Program Deposit Split Report.)

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Ledger Filters

  • Choose Program: selecting one or more specific programs will limit the results only to charges assigned to the selected program(s) and payments that were applied to them within the specified date range of the report. (Leaving this filter blank will include all programs.)
  • Choose Charge Categories: selecting one or more specific charge categories will limit the results only to charges assigned to the selected charge category/categories and payments which were applied to them within the specified date range of the report. (Leaving this filter blank will include all charge categories.)

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Display Options

Show

  • Charge and Adjustment Details: the system will include a table showing any changes to the charges within the specified date range of the report (including payments applied/unapplied)
  • Totals for Each Tax Rate: if multiple tax rates exist within your account, enabling this option will show a separate total for each tax rate. Leaving this option disabled will just show one grand total.

Print Layout

  • Landscape: will generate the report in Landscape mode (rather than Portrait).

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Generate the Report

  1. Confirm your filters.
  2. Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.

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Understanding What the Report Contains

The report may include up to three sections, depending on selected display options:

  • Charge Dates
    • Always included.
    • Shows all charges created within the selected date range (whether paid or unpaid).
  • Adjustments on Charges Prior To
    • Always included.
    • Shows charges originally created before the selected date range but had payments collected or applied during the selected range.
  • Transaction Details (optional)
    • Included only when Show Charge and Adjustment Details is enabled.
    • Lists specific charge actions contributing to the totals above, including:
      • Charge amount
      • Tax amount
      • Collected charge amount
      • Collected tax amount

In the screenshots below, we have highlighted the different sets of information to compare to the other reports. What is shown in the red box is what you charged out, and the green box is what your customers paid in.
image01.png

​These three sections collectively explain what was charged, what was paid, and what remains unpaid across all programs.

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Comparing FIN-16 to Related Reports

Category List Report (FIN-6)

Use this report to reconcile what was charged out.

  • It shows only newly created charges during the date range.
  • Reconcile the Charge Dates section of FIN-16 with FIN-6.
  • When comparing totals, include charges marked as deleted in FIN-6 if the deletion occurred after the date range, because FIN-16 still includes them.

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Program Deposit Split Report (FIN-4)

Use this report to reconcile what was paid in.

  • It shows payments applied within the date range.
  • Add Collected Charges and Collected Taxes from both Charge Dates and Adjustments sections of FIN-16.
  • This combined total should match Total Payments Received in FIN-4, adjusted for unapplied payments and refunds.

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Advanced Reconciliation Notes

When comparing FIN-16 totals to FIN-4:

  • Positive unapplied entries (e.g., UNAPPLIED PAYMENTS, UNAPPLIED VOIDED REFUNDS)
    • Subtract these from the FIN-4 total.
  • Negative unapplied entries (e.g., UNAPPLIED VOIDED PAYMENTS, UNAPPLIED REFUNDS, UNAPPLIED DELETED PAYMENTS)
    • Add these back to the FIN-4 total because the funds were never actually collected.
  • Negative unapplied payment totals in the Adjustments section of FIN-4
    • Include these amounts, as they reflect payments moved from “unapplied” to “applied” during the report’s date range.

Click here for more information about comparing the Tax Reconciliation Report and the Program Deposit Split Report.

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Troubleshooting & FAQs

  • Why do my totals in FIN-16 not match FIN-6?
    • Ensure you compare FIN-6 only to the Charge Dates section of FIN-16. Include any charges that FIN-6 marks as deleted after the date range, because they will still appear in FIN-16 totals.
  • Why do my totals in FIN-16 not match FIN-4?
    • Confirm you have added Collected Charges and Collected Taxes from both the Charge Dates and Adjustments sections. Also adjust FIN-4 totals for unapplied and negative unapplied entries.
  • Why are older charges appearing on the report?
    • Charges created before the selected date range appear if payments were applied to them during the date range. This behavior is expected and is displayed in the Adjustments on Charges Prior To section.
  • Why is the Transaction Details section missing?
    • Enable Show Charge and Adjustment Details under Display Options to include transaction-level entries.
  • Why are tax totals different across programs?
    • If your business uses multiple tax rates, enable Show Totals for Each Tax Rate to view rate-specific totals.

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Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).