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Accounting for Sole Proprietors: Tax & Bookkeeping Tips

Started by ruggedheron13 · · 👁 53 views · 2.2K replies

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Participants ruggedheron13rowdyhawk25shadowwalker79Robin Cook4Brenda Chase3stormybadger8placidlynx92Taylor Rogers2Henry Edwards33Lisa Hernandez5driftingfox24Robert Young4cosmictinker24Joshua Barrett31James Morgan21David Green642Kyle Rogers8Chris Murphy8Nicole Lee6fadedcrane92Thomas Brown50Keith Martinez5Nancy JonesCharles Stewart69 …
Olivia Cruz86 Olivia Cruz86 Active Member
114 messages
joined Nov 2014
#1621 ·
placidlynx92 said:I include them for 12/2016, because the IRS also charges those prepayments against the December 2016 liability.

Ugh, okay, now I’ve got two different numbers staring me in the face... and honestly? I have zero clue which specific payments I should actually be logging here...
Brenda Chase3 Brenda Chase3 Regular
367 messages
joined Dec 2016
#1622 ·
So, I’m looking at a situation involving a sole proprietor who essentially operates as their own corporation. Throughout the year, they were paying themselves distributions from those profits. Every cent of tax and surcharge was paid upfront at the moment of distribution, and everything was properly documented via the standard payroll reporting forms. Now, here is where I am getting stuck: when it comes time to file the annual tax return, am I actually required to report that capital gain income? The issue is that once I input it under section 4.4.1, it spikes the total annual taxable income. This, in turn, triggers an additional layer of tax and surcharges in the calculation. To me, this feels like a mathematical error because the taxes on that specific income have already been settled in full. Perhaps there is another field or a specific box in the filing where I need to indicate that these taxes were already withheld? I am feeling a bit lost here. Any guidance would be greatly appreciated.
Henry Edwards33 Henry Edwards33 Regular
678 messages
joined Aug 2015
#1623 ·
Ever since they patched that sales tax form, everyone seems to be hitting the exact same wall. 🤣

Here’s the error message popping up on my screen:

The total purchase value for this period shows an increase compared to last year, yet there are no recorded purchase invoices for the current filing year. This form is invalid.
amberbadger17 amberbadger17 Active Member
190 messages
joined May 2012
#1624 ·
Henry Edwards33 said:Ever since they patched that sales tax form, everyone seems to be hitting the exact same wall. 🤣

Here’s the error message popping up on my screen:

The total purchase value for this period shows an increase compared to last year, yet there are no recorded purchase invoices for the current filing year. This form is invalid.

Oh, just goooooo ahead...
amberbadger17 amberbadger17 Active Member
190 messages
joined May 2012
#1625 ·
Olivia Cruz86 said:Ugh, okay, now I’ve got two different numbers staring me in the face... and honestly? I have zero clue which specific payments I should actually be logging here...

I just record everything that hit account 1430 by December 31st. Simple as that.

🙂
Henry Edwards33 Henry Edwards33 Regular
678 messages
joined Aug 2015
#1626 ·
amberbadger17 said:Oh, just goooooo ahead...

Don't let jealousy get the better of you☕

🙂

amberbadger17 said:I just record everything that hit account 1430 by December 31st. Simple as that.

🙂

That's how it works🙂
placidlynx92 placidlynx92 Active Member
92 messages
joined Jan 2013
#1627 ·
Brenda Chase3 said:So, I’m looking at a situation involving a sole proprietor who essentially operates as their own corporation. Throughout the year, they were paying themselves distributions from those profits. Every cent of tax and surcharge was paid upfront at the moment of distribution, and everything was properly documented via the standard payroll reporting forms. Now, here is where I am getting stuck: when it comes time to file the annual tax return, am I actually required to report that capital gain income? The issue is that once I input it under section 4.4.1, it spikes the total annual taxable income. This, in turn, triggers an additional layer of tax and surcharges in the calculation. To me, this feels like a mathematical error because the taxes on that specific income have already been settled in full. Perhaps there is another field or a specific box in the filing where I need to indicate that these taxes were already withheld? I am feeling a bit lost here. Any guidance would be greatly appreciated.

HTML Code:
(1) Capital income includes interest, property exemptions, the use of assets charged against current period profits, capital gains, and shares in profits realized through the allocation or option purchase of treasury stock within the tax year.

Based on that, I don't think you should have to—but I'd love for someone else to weigh in and confirm.
Brenda Chase3 Brenda Chase3 Regular
367 messages
joined Dec 2016
#1628 ·
Brenda Chase3 said:So, I’m looking at a situation involving a sole proprietor who essentially operates as their own corporation. Throughout the year, they were paying themselves distributions from those profits. Every cent of tax and surcharge was paid upfront at the moment of distribution, and everything was properly documented via the standard payroll reporting forms. Now, here is where I am getting stuck: when it comes time to file the annual tax return, am I actually required to report that capital gain income? The issue is that once I input it under section 4.4.1, it spikes the total annual taxable income. This, in turn, triggers an additional layer of tax and surcharges in the calculation. To me, this feels like a mathematical error because the taxes on that specific income have already been settled in full. Perhaps there is another field or a specific box in the filing where I need to indicate that these taxes were already withheld? I am feeling a bit lost here. Any guidance would be greatly appreciated.

I'll provide an answer here just in case anyone else runs into this situation. As a sole proprietor, you aren't required to report those profit distributions or dividends as separate income items. You are obligated to report your earnings from self-employment and any other professional activities, but these specific payouts don't fall into that mandatory category. You certainly *can* list them, but it isn't a requirement. To save everyone some time, there is a full breakdown explaining how this works in the link below.

http://www.accountingusa.com/tax-guides/sole-proprietor-distributions...6k/?section=34
Jessica Gonzalez30 Jessica Gonzalez30 Active Member
88 messages
joined Mar 2018
#1629 ·
Henry Edwards33 said:Ever since they patched that sales tax form, everyone seems to be hitting the exact same wall. 🤣

Here’s the error message popping up on my screen:

The total purchase value for this period shows an increase compared to last year, yet there are no recorded purchase invoices for the current filing year. This form is invalid.

My first attempt went through just fine.
But the second one keeps throwing this error at me.
The only real difference—aside from the headache—is that on this second one, all the assets have been sold and I've entered the sale dates.
I honestly thought it might not be related to that, especially since the first one sailed right through without any issues. 🤔
Jessica Gonzalez30 Jessica Gonzalez30 Active Member
88 messages
joined Mar 2018
#1630 ·
Brenda Chase3 said:I'll provide an answer here just in case anyone else runs into this situation. As a sole proprietor, you aren't required to report those profit distributions or dividends as separate income items. You are obligated to report your earnings from self-employment and any other professional activities, but these specific payouts don't fall into that mandatory category. You certainly *can* list them, but it isn't a requirement. To save everyone some time, there is a full breakdown explaining how this works in the link below.

http://www.accountingusa.com/tax-guides/sole-proprietor-distributions...6k/?section=34

It's been the standard rule for quite some time now: income from self-employment is the primary type of revenue that absolutely has to be listed on the tax forms. If you start including other types of income there, then suddenly you're obligated to report every single penny you receive.

I really think we should avoid any more confusion regarding what actually belongs on the forms and what doesn't 😉
Brenda Chase3 Brenda Chase3 Regular
367 messages
joined Dec 2016
#1631 ·
Jessica Gonzalez30 said:It's been the standard rule for quite some time now: income from self-employment is the primary type of revenue that absolutely has to be listed on the tax forms. If you start including other types of income there, then suddenly you're obligated to report every single penny you receive.

I really think we should avoid any more confusion regarding what actually belongs on the forms and what doesn't 😉

That's true, thanks for clarifying. 👍
To be honest, I haven't actually dealt with a situation where a small business owner pulled profit out of their own firm—where they're both the founder and the authorized manager—so I was just guessing. I had this vague memory of some tax code changes happening back in 2012 regarding this specific issue, but who can actually keep track of all those shifting regulations? That's why I rely on you all as my backup.🙂
amberbadger17 amberbadger17 Active Member
190 messages
joined May 2012
#1632 ·
Henry Edwards33;62649971 said:☕

🙂

Look, I’m actually jealous as hell, mostly because I have zero clue what to do with this trash form, so I figured I'd ask you guys:

I’ve got two entities that basically hit zero by the end of 2016.
The first one bottomed out by the end of June, and the second one hit the floor right at the end of the year.

Both have a rate of 25, but for the first one, I changed it to 12.5 after reading some post on an accounting forum.

After I did that, I double-checked everything and—voila'—the form looks correct.

Now I'm just sitting here stressing over whether I should actually hit send.
🐔
Henry Edwards33 Henry Edwards33 Regular
678 messages
joined Aug 2015
#1633 ·
I’m not going to rewrite my entire workflow just to dance to whatever imaginary tune they want me to follow.
The form is technically sound as it stands, and I intend to submit it exactly like this—even if I have to sit down with the supervisor and walk them through why it's correct.

This error message popping up right now is pure nonsense; it’s completely disconnected from reality. I’m not losing sleep over it. I’ll just hand in a hard copy, and they can give me a call once they finally get their app sorted out.
placidlynx92 placidlynx92 Active Member
92 messages
joined Jan 2013
#1634 ·
bubamara1205;62661929 said:
Henry Edwards33 said:Don't let jealousy get the better of you☕

🙂

That's how it works🙂

From what I saw last year, I ran into the exact same thing. Everything went through without anyone from the IRS breathing down my neck. Mathematically speaking, it’s all sound—it doesn't really matter if you take 12 months at 12.5% or 6 months at 25%. It adds up to the same amount in the end, so there isn't much to lose sleep over. ☕
Arthur Lopez3 Arthur Lopez3 Member
29 messages
joined Jan 2016
#1635 ·
I run a small business here in the States—a sole proprietorship, income tax filer, and VAT registered—focused entirely on raising sheep for milk production. I don't sell the sheep themselves.
As of December 31, 2016, I valued my flock at fair market value. Using a 20% depreciation rate, I have an 80% undepreciated balance remaining.

Now, I need to know how to handle the books for December 31, 2017.

Is it possible for the fair market value to be higher or lower than the undepreciated amount from the previous year?

Can anyone offer some guidance on this?
Brandon Jackson4 Brandon Jackson4 Active Member
53 messages
joined Apr 2016
#1636 ·
1. Does anyone know if we need to file the OPZ STAT—that statistical report for overdue receivables—this year? I submitted it last year, but there were rumors they might scrap it... No one on the forums seems to be mentioning it lately.

2. Back in 2016, I took out a loan from myself. Where does that actually land on the PPI form?

Does it go under V 2.3 (loan proceeds), or should it be in V 2.5 (other non-taxable receipts)?

Thanks for the help...
placidlynx92 placidlynx92 Active Member
92 messages
joined Jan 2013
#1637 ·
Arthur Lopez3 said:I run a small business here in the States—a sole proprietorship, income tax filer, and VAT registered—focused entirely on raising sheep for milk production. I don't sell the sheep themselves.
As of December 31, 2016, I valued my flock at fair market value. Using a 20% depreciation rate, I have an 80% undepreciated balance remaining.

Now, I need to know how to handle the books for December 31, 2017.

Is it possible for the fair market value to be higher or lower than the undepreciated amount from the previous year?

Can anyone offer some guidance on this?

I dealt with a situation just like this about a decade ago—spent way too much time digging through tax codes—and I ended up no smarter for my efforts. In the end, I just depreciated everything annually like any other fixed asset. Honestly, trying to track every single sheep entering or leaving the core flock would be a logistical nightmare. For instance, a lamb has one price today, then it becomes a breeding ewe next year and its value jumps, then it fluctuates again, and don't even get me started on what happens if the whole flock gets sick 🥱 or something similar... it's a headache. Besides, for small business owners, you typically follow standard depreciation schedules anyway, so why overcomplicate it? Most ranchers are already part of the USDA tracking systems where every head of livestock is logged chronologically; when a sale actually happens, the fair market value is clearly established by the data. It's that simple. 🕺
If you figure it out, please let me know—I still can't sleep soundly, and I certainly don't fall asleep by counting sheep. 😬
Peter Young5 Peter Young5 Member
35 messages
joined Jan 2015
#1638 ·
Do I really need to make sure my PPI tax—calculated by subtracting tax-deductible expenses from total receipts—perfectly matches my annual VAT figures?

Here’s the thing: in certain scenarios, like when dealing with a finance lease, the expense and the VAT aren't recorded directly in the KPI—they get amortized instead—while the VAT still hits the VAT return based on those specific accounts. Because of that, I'm running into situations where the VAT reported on the PPI form doesn't align with the annual VAT return...

It’s essentially a reconciliation issue...
Arthur Lopez3 Arthur Lopez3 Member
29 messages
joined Jan 2016
#1639 ·
placidlynx92 said:I dealt with a situation just like this about a decade ago—spent way too much time digging through tax codes—and I ended up no smarter for my efforts. In the end, I just depreciated everything annually like any other fixed asset. Honestly, trying to track every single sheep entering or leaving the core flock would be a logistical nightmare. For instance, a lamb has one price today, then it becomes a breeding ewe next year and its value jumps, then it fluctuates again, and don't even get me started on what happens if the whole flock gets sick 🥱 or something similar... it's a headache. Besides, for small business owners, you typically follow standard depreciation schedules anyway, so why overcomplicate it? Most ranchers are already part of the USDA tracking systems where every head of livestock is logged chronologically; when a sale actually happens, the fair market value is clearly established by the data. It's that simple. 🕺
If you figure it out, please let me know—I still can't sleep soundly, and I certainly don't fall asleep by counting sheep. 😬

Of course.
Brenda Chase3 Brenda Chase3 Regular
367 messages
joined Dec 2016
#1640 ·
Brandon Jackson4 said:1. Does anyone know if we need to file the OPZ STAT—that statistical report for overdue receivables—this year? I submitted it last year, but there were rumors they might scrap it... No one on the forums seems to be mentioning it lately.

2. Back in 2016, I took out a loan from myself. Where does that actually land on the PPI form?

Does it go under V 2.3 (loan proceeds), or should it be in V 2.5 (other non-taxable receipts)?

Thanks for the help...

1. From what I understand, the deadline was February 20th. I got mine in on time, and everything went through without a hitch.
2. Up until now, I've just been categorizing those funds as "miscellaneous," and I've never had an IRS agent or auditor flag it as an error. My process is pretty straightforward: I just attach a copy of the bank statement showing the transfer was a loan, add a brief explanation, and call it a day.

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