Set Up States (1205 onwards)

Created by Migration Bot, Modified on Fri, 23 Oct at 11:24 AM by Migration Bot

Originally written by John Hardwick, last updated Jan 30, 2026, on the Swan Retail knowledge base (FRS).

This program is only required when operating in the USA and lists the states and Tax calculation software isn’t in use.

Data is generally preloaded into this table and therefore should not need amendment and when Taxware is not operational.

Menu Location: System Admin > Sales > Set Up States

Click the NEW button or New on the side panel to generate a new record.
Click the icon to amend an existing record.
Once in amend / insert more, click the to save changes or to abort the action.
Click the CLOSE button, or Back option on the side panel to leave the page (or select another option from the menu)

Item	Description
Name	Specify the name given to the state
Short Code	Specify the short code / abbreviation used for the specified state.
Point of Origin of Tax	Tick if tax is charged at the point of sales origin for this state.
Sales Nexus	Tick if you have a showroom or sales presence in the state. US law requires each company holds whether there is a sales nexus in each state. This will be used when calculating sales Tax at point of sales ordering (If the company selling the goods has no nexus in the state which the goods are being delivered to, then sales tax will be set to 0). If the chosen Tax Integration solution can hold state nexus within its own database, there will be no need for SwanFRS to maintain this state, and the additional button identified above will be disabled.
Active	Tick if the Nexus is currently operational.
Tax Nominal Code	Enter an expense code to be used for this state, which will be used in preference to the VAT_SALES application parameter.
Final Tax Method	Specify when the tax should be calculated for this state. Choices are Generate tax on delivery confirmation. Generate tax on order placement / amendment. Generate taxes when payment is received.