|Click here to get the IRS8300AuditUtility
Click here for the most recent 8300 Form for Dealer Solutions
Click here for the IRS 8300 PDF on the IRS website
IRS 8300 Q & A
Cash Reports Rules Article
Is Windows blocking the file from running? Check out this article
The Dealer Solutions built-in IRS 8300 notification can only alerts you when are properly coding your money with the built-in list items: CASH, BANKCHECK, ACH, MONEYORDER, WEST.UNION, and TRAVCHECK. If you routinely code cash or cash equivalent items with your own custom entry (such as "dropbox-cash", or "moneygram", etc) then you may miss an automatic alert. For this reason, it's a good idea to use the audit utility on a routine basis (particularly when you are aware of a certain customer paying large sums of cash) to ensure you stay in compliance.
This utility ONLY applies to BHPH accounts or cash deal accounts where you created a tracking account and entered the payments. You will need to use your own judgement for sales not financed by you with an installment contract (including wholesale deals)!
Fig. 1 - Filter
- Option 1 is the default which shows all accounts needing an 8300 printed as of the current date
- Option 2 shows all accounts needing an 8300, even if one has already been printed
- Option 3 shows all accounts which have crossed the $10,000 threshold from ALL forms of payment, including ones that may not need to be counted in the cash total, such as personal checks or payoff checks from other sources
- Option 4 shows every account for which an 8300 has been previously printed
Fig. 2 - Date Range
The date range lets you scan every day between 2 dates for any accounts that hit the threshold on each day. This is useful for audit periods in the past to see if there was something that you missed. When you use this option, an account will only show up once in the list, the first time it's encountered. The filter in section 1 still applies to the date range as well. Be aware that, depending on the size of your database and the length of time between the two dates, this may take a very long time! Watch the status (Fig. 4) for progress. Don't be alarmed if it looks like it is locked up or says "Not Responding" from time to time, just let it continue.
Fig. 3 - Go Button
Use this to populate the list. After you click this button, it will change to read "Cancel" If you want to cancel a long process, please only click the button once! It may take a moment before it responds to your click, so please be patient.
Fig. 4 - Status
The status will update while the utility is working. If you chose a date range, you will see the date it is currently working on changing here
Fig. 5 - Results
If you have any results, they will show up here, or you will get a message that there were no results. To interact with an account, click it to highlight it and then use the buttons below (Fig. 6 through 9) to perform an action. Double-click an account to open the View Payments & Notes window.
Fig. 6 - Print 8300
Select an account from the list, then click this button to bring up the 8300 in a preview. PLEASE READ OVER EVERY FIELD AND ENSURE ITS ACCURACY BEFORE PRINTING AND SUBMITTING! To edit a field in the preview, click the "Edit" button on the menu at the top, and then double-click any field to type in it
Fig. 7 - Print This List
Prints the results to the DSS default printer
Fig. 8 - View Payments & Notes
Opens the View Payments & Notes window which shows all the payments that led up to the total, and also notes for quick reference in case you made notes about certain payments, etc.
Fig. 9 - Print Payment History
This will print the entire payment history for the selected account
View Payments & Notes Window
This window will show you the payments that are included in the total from the results list as well as all the notes for quick reference. This can be handy in determining if the customer truly does qualify for an 8300 or not, particularly if you noted the source of large payments in notes such as "Insurance Claim", "Inheritance", "Trade-in Payoff", etc
You can see that this account may qualify for an 8300, though it wouldn't have shown up and you wouldn't have received a notice unless you chose Filter Option #3 for showing all accounts regardless of payment type!