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How do Taxes work in DashFuel

This document outlines the Tax Setup function in the DashFuel platform for internal testing. It covers key features, configurations, and how taxes integrate with invoices. Use this to verify functionality, identify bugs, and ensure accurate tax application. Test against the provided screenshots and example invoice.

Overview of Tax Setup

The Tax Setup menu displays all active taxes for the business. Each tax entry includes:

  • Level: Country, State, County, City, or Group. National selections like United States and Canada are available in the State Tax Level selection.

  • Tax Name: Descriptive name (e.g., "City Tax - Olathe, KS").

  • Tax Configuration: Type of tax application (see details below).

  • Location: Based on configuration (e.g., Olathe for Destination Based).

  • Products: Product Tax groups (e.g., Gasoline, Ethanol, Aggregate + Bio). Not individual products.

  • Fee Type: Tax calculation method (e.g., Per Gallon, Flat Fee).

  • Tax Value: Amount or rate (e.g., $0.184, 1.25%).


Tax Attributes

Each tax has the following editable fields:

  • Tax Name: User-defined name.

  • External ID: For integration with external systems like QuickBooks.

  • Tax Configuration: One of four types (detailed below).

  • Product: Select from product groups (e.g., Aggregate, Bio, Diesel Dyed, Diesel Not Dyed, Ethanol, Gasoline, Other). Not individual products.

  • Exempt Locations: Locations where the tax does not apply. Logic varies: For Origin Based, these are terminal locations where product is pulled. For Destination Based, these are customer locations.

  • Tax Type: Calculation method (detailed below).

  • Tax Values: Specific rates or amounts, with options for time-based changes (Since/Until dates). Multiple rates can be added to a single tax setup if they share the same Tax Type (e.g., different percentages over time for an After Fee % tax).

  • Tax Level: State, County, City, or Group.

  • Origin/Destination Location: Depending on configuration.

  • Invert From: Option to invert origin logic (e.g., apply to all except specified origins). This, along with location and configuration options, is critical to test as order and matching matter—e.g., a Destination Based tax for Kansas should not apply to a load originating in Kansas but delivered to Missouri.

Tax Configurations Explained

  • Universal: Applied uniformly across all locations and transactions, regardless of origin, destination, or borders.

  • Origin Based: Applied to shipments from a specific location to anywhere.

  • Destination Based: Applied to shipments from anywhere to a specific location.

  • Border Crossing: Applied when loads move between one location to another - emphasizing the transactional nature of this configuration. Setting the same from/to locations (e.g., Kansas to Kansas or USA to USA) allows for a intra-state tax setup. The system compares origin and destination to enforce the rule.

Tax Types and Inferred Functions

Based on the screenshots, the available Tax Types are:

  • Per Gallon: Charged per gallon or unit in the total load (e.g., $0.184 per gallon on gasoline quantity).

  • Flat Fee: Fixed amount applied once per applicable item (e.g., $37.28 flat commerce fee).

  • Before Fee %: Percentage applied before other fees (e.g., 1.25% on bio/diesel dyed, calculated on base amount prior to additional charges).

  • After Fee %: Percentage applied after other fees (e.g., 5% on gas sales after fees).

  • Per BOL: Charged per BOL (bill of lading) (e.g., $120 per BOL in a group destination tax with a split delivery producing 3 BOLs will generate 3 tax applications).

  • After Freight %: Percentage applied after freight costs (e.g., 5% on universal gas sales after freight).

  • Per Gallon Range Tax: Charged based on gallon ranges, likely tiered (e.g., different rates for 0-1000 gallons vs. higher; inferred from name, as no specific example shown).