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System Implementation & Development Page 1 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
1. OBJECTIVES .......................................................................................................................................................................... 2
2. SCOPE...................................................................................................................................................................................... 2
3. ASSUMPTIONS ...................................................................................................................................................................... 2
4. APPROVALS........................................................................................................................................................................... 3
5. GLOSSARY ............................................................................................................................................................................. 3
6. COMPONENT OR SUBSYSTEM DESCRIPTION ............................................................................................................ 4
6.1. SUMMARY ................................................................................................................................................................................ 4
7. REQUIREMENTS .................................................................................................................................................................. 4
7.1. PROCESS LEVEL REQUIREMENTS FOR PROCESSING TRANSACTIONS FED TO DAFIS AR.................................................... 5
7.2. REQUIREMENT FOR SUCCESS CONFIRMATION ................................................................................................................... 5
7.3. REQUIREMENTS FOR HANDLING EXCEPTIONS ................................................................................................................... 5
7.3.1. REJECT FILE ...................................................................................................................................................................... 5
7.3.2. REJECT TRANSACTION ...................................................................................................................................................... 5
7.4. REQUIREMENTS FOR HANDLING TAXES FED TO DAFIS AR, INCLUDING ERROR HANDLING .............................................. 6
7.5. FIELD LEVEL REQUIREMENTS FOR PROCESSING TRANSACTIONS FED TO DAFIS AR.......................................................... 7
7.5.1. INVOICE............................................................................................................................................................................. 7
8. DOCUMENTATION .............................................................................................................................................................. 9
9. SYSTEM IMPLEMENTATION & DEVELOPMENT REQUIREMENTS ...................................................................... 9
10. BUSINESS REQUIREMENTS.......................................................................................................................................................... 9
10.1. COST - TBD ...................................................................................................................................................................... 9
10.2. Relationship to future products ........................................................................................................................................ 9
10.3. PRELIMINARY ESTIMATED RELEASE DATE - TBD .............................................................................................................. 9
11. ACCEPTANCE CRITERIA................................................................................................................................................... 9
12. CHANGE LOG...................................................................................................................................................................... 10
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System Implementation & Development Page 2 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
1. Objectives
This document represents the requirements analysis effort to define technical and business process
requirements for DaFIS A/R Enhancements CR 12708. This document is produced prior to detailed design and
development of the application. It will be used by the design team as the baseline for establishing systems
design and ultimately the development of the system.
2. Scope
The scope of CR 12708 will focus on changes to support AR accounting best practices. Using the existing DaFIS
infrastructure, we will implement changes to satisfy the minimum business requirements defined during the TP2
AR analysis and requirements gathering. Changes will augment and/or streamline DaFIS AR.
A minimum business requirement for campus organizations is to have the ability to feed AR from local systems
directly to DaFIS AR. AR feeds to DaFIS is a minimum business requirement. The feed process will implement
the same data validation and business rules as the DaFIS Invoice document. .
Organizations feeding AR to DaFIS AR will have the benefit of using DaFIS on-line processes to adjust and/or
manage their receivables.
1. AR Credit Memo
2. AR Payment Adjustment
3. Overdue Receivable Management processes
4. Decision Report
2.1. Mandated Time Constraints
Implementation will not occur until after the successful deployment of Uniface 8, estimated for March 31, 2004.
2.2. Outstanding Issues
2.2.1. Change requirements to allow invoices only. What is impact on users? Email to M Duthie 1/27/04.
3. Assumptions
The following are assumptions made in this design:
1) Extramural Accounting‟s invoice process requirements are not part of this development effort.
2) A maximum of 400 DaFIS A/R users will use the system at one time.
3) UCD organizations will use DaFIS A/R at their discretion and may elect to do so at anytime after deployment.
4) UCD organizations will be responsible for managing their own data conversion.
5) Application Services will provide limited support to organizations to load A/R data such as customer
maintenance records and invoice items.
6) The organization feeding to DaFIS AR meets the DaFIS Operations requirements.
7) The organization feeding to DaFIS AR can be identified and the organization has a valid designated contact.
8) It is acceptable to limit the transactions fed to DaFIS are to a document type of Invoice (ARIN).
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System Implementation & Development Page 3 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
4. Approvals
ROLE NAME SIGNATURE DATE
Request Manager Sharon Henn, Associate
Accounting Officer, A&FS
Request Stakeholder Eben Sutton, Associate
Accounting Officer, A&FS
Request Stakeholder Susan Moore, Assistant
Manager, General Accounting
Request Stakeholder Scott Linaweaver, Accountant,
General Accounting
Project Manager Patty Strauss, Manager
Application Services
Technical Lead Mark Youngs, Senior Developer,
Application Services
Software Analyst Marian Wong, Business System
Analyst, Application Services.
Lead Analyst and Suzanne Sparrevohn, DaFIS
Operations Programmer Operations
Operations Contact Katie Stevens, Manager,. DaFIS
Operations
Client Services Contact Lia Scott, Supervisor, Education
and Support Services
5. Glossary
The Glossary available at
G:\Changes\CR 12001 - CR 13000\CR12708 - DaFIS AR Enhancements\Requirements\Glossary.doc
5.1. Requirements Notes/Legends
Priority of data in field:
R Required
C Conditionally required
O Optional
SM System Maintained (value cannot be changed)
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System Implementation & Development Page 4 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
6. Component or Subsystem Description
6.1. Summary
DaFIS accept invoice transactions from feeding organizations. The invoice is comprised of multiple data attributes.
The data and calculations thereof must meet the same document edits as an invoice created within DaFIS. The edits
will include a programmatic calculation of applicable tax. Adjustments to the feeding org‟s default income account will
be appropriately debited or credit when the expected tax amount does not equal the amount fed.
An organization must have at least one designee to which communications are made. Confirmations of success or
failure are standard with the DaFIS operations feed process will be addressed to the org designee.
Each invoice successfully fed DaFIS AR will be assigned a DaFIS document number, and, a DaFIS Invoice will be
created. The invoice will be viewable in DaFIS. Under specified conditions, a feed file or a transaction may be
rejected. When a file is rejected, the org designee will be notified as possible. When transactions are rejected, the
DaFIS document is created in an incomplete state and the org designee is notified that corrections are required to
complete the process. The invoice in DaFIS will resume routing for approval according to respective rules defined for
the invoice and organization.
7. Requirements
The following applies to all processes within this document.
Level: Primary or sub function
Pre-condition: Process is initiated.
Success End Condition: Process is approved by initiator and routes for approval.
Failed End Condition: The process is disapproved. System provides messages regarding the failed results.
Primary Users: Any DaFIS user with the updatability of „Normal‟ or more.
Security: Any DaFIS user with the updatability of „Normal‟ or more.
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System Implementation & Development Page 5 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
7.1. Process Level Requirements for Processing Transactions Fed to DaFIS AR
No. Requirement V&V Method
7.1. 1 Permit Orgs feeding to DaFIS AR to send their transactions in multiple User Acceptance Testing
files, multiple times per day
7.1. 2 Allow organizations to setup proxy organizations to send their files to User Acceptance Testing
DaFIS AR.
7.1. 3 The feed process will accept account receivable transactions equivalent User Acceptance Testing
to the DaFIS AR documents:
Invoice, Void Invoice, Credit Memo, Void Credit Memo
7.1. 4 The feed process will implement the edits defined for each respective User Acceptance Testing
DaFIS AR process.
7.1. 5 The feed will accept a foreign unique identifier for each transaction fed to User Acceptance Testing
DaFIS AR.
7.1. 6 The feed process will assign a DaFIS document number to each User Acceptance Testing
transaction fed.
7.1. 7 Transactions fed to DaFIS TP will be easily distinguished from those User Acceptance Testing
directly input in DaFIS (e.g., TP1 Origin Code).
7.1. 8 Process transactions fed to DaFIS as a fully approved document, except User Acceptance Testing
where data value are missing or are invalid. See requirements for
handling exceptions and errors.
7.1. 9 The DaFIS document generated must be viewable within the DaFIS User Acceptance Testing
application.
7.2. Requirement for Success Confirmation
No. Requirement V&V Method
7.2. 1. Notify the org designee by email when: User Acceptance Testing
The file fed processes successfully. Such a message will provide details
such as record numbers and total sum processed from which the feeding
org can confirm success of feed to TP2 AR.
7.3. Requirements for Handling Exceptions
7.3.1. Reject File
No. Requirement V&V Method
7.3.1. 1 Reject a file if: User Acceptance Testing
a. The origination code is absent,
b. The originator is unknown the records will be rejected.
c. Notify by email by email org designee.
7.3.2. Reject Transaction
No. Requirement V&V Method
7.3.2. 1 Produce a warning and notify org designee by email, when: User Acceptance Testing
a. The Org Customer has a AR Stop Billing Code = „deceased‟
b. The Org Customer has a Collection Status Code of „R‟
c. The Org Customer has a Collection Status Code of „PH2‟
7.3.2. 2 Produce a warning and notify org designee by email, when: User Acceptance Testing
the Org Customer has an AR Stop Billing Code = „deceased‟, advise
the Org Designee:
Org Customer has an AR Stop Billing Code of „deceased‟
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System Implementation & Development Page 6 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
7.3.2. 3 Produce a warning and notify org designee by email, when: User Acceptance Testing
the Org Customer has a Collection Status Code of „R‟, advise the Org
Designee approximately:
“Org Customer has been referred to C.O. Collections. The new invoice
may or may not participate in any payments recovered through the
collection agency.”
7.3.2. 4 Produce a warning and notify org designee by email, when: User Acceptance Testing
the Org Customer has a Collection Status Code of „PH2‟, advise the
Org Designee approximately:
“Org Customer is in collections. The new invoice won‟t participate in
any payments recovered through the collection agency.”
7.4. Requirements for Handling Taxes fed to DaFIS AR, including Error Handling
No. Requirement V&V Method
7.4. 1 Check if tax is appropriate for the invoice item. User Acceptance Testing
Where invoice item‟s tax indicator = 'No' - no tax is calculated.
7.4. 2 Check if tax is appropriate for the invoice item. User Acceptance Testing
Where invoice item‟s tax indicator = 'Yes', customer attributes must be
validated.
a. If customer has a resale/tax exempt number - no tax is
calculated.
7.4. 3 Invoice item‟s tax indicator = 'Yes', customer attributes must be User Acceptance Testing
validated.
a. If customer has no resale/tax exempt number, and the shipping
address zip code is not in California – no tax is calculated
7.4. 4 Calculate tax for taxable customers with taxable invoice items. Tax is User Acceptance Testing
calculated for the point of delivery.
Where invoice item‟s tax indicator = 'Yes', customer attributes must be
validated.
a. If customer has no resale/tax exempt number, and the Ship To
indicator = „No‟ – calculate tax.
b. The initiator‟s Org Zip Code is used to determine the tax rate.
7.4. 5 Calculate tax for taxable customers with taxable invoice items. Tax is User Acceptance Testing
calculated for the point of delivery.
(Invoice Item Amount * State Tax rate)
+ (invoice Item amount * District Tax rate)
= Tax Amount of invoice item.
a. Where invoice item‟s tax indicator = 'Yes', customer attributes
must be validated.
b. If customer has no resale/tax exempt number, and the shipping
address zip code is in California –tax is calculated.
7.4. 6 Where the tax calculation is = the tax fed, store User Acceptance Testing
a. The total tax rate determined for the invoice.
b. The state tax amount in the AR state tax account
c. The district tax amount in the AR District tax account
7.4. 7 Where the calculated expected tax amount is > the tax fed, the system User Acceptance Testing
will generate an offset using the org‟s default income FAU to „receive‟
the difference in tax. See AR GLE Requirements.
7.4. 8 Where the calculated expected tax amount is < the tax fed, the system User Acceptance Testing
will generate an offset using the org‟s default income FAU to „pay‟ the
difference in tax. See AR GLE Requirements.
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System Implementation & Development Page 7 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
No. Requirement V&V Method
7.4. 9 If the tax amount fed is not equal to the calculated tax amount expected, User Acceptance Testing
advise the org designee by email about the discrepancy in tax amount
billed.
1) Where the invoices contain difference =< $.01; report total number
of invoices which have this difference.
2) Where the invoices have a difference > $ .01;report each invoice
and amount having this difference
7.4. 10 With each tax discrepancy advisory, include a summary of the User Acceptance Testing
adjustment made, such as:
“Tax re-calculation by FIS. Sales tax adjustment of $ ##.## to FAU.
7.4. 11 Where the aggregate total amount of calculated expected tax amount User Acceptance Testing
for a feed file is differs by $50.00 than the aggregate tax amount fed to
the DaFIS, send an email members of the DaFISAR Workgroup.
a. COA-Org sent feed file reference number containing a tax
amount of $ ##.##. The FIS calculated amount is $ ##.## .
The org designee is Org Designee Name, Designee email,
Designee phone.
b. DaFISAR Workgroup will include: Susan Moore, Scott
Linaweaver, Luci Schmdl.
7.4. 12 Where tax is determined to be applicable, store the tax rate used for tax User Acceptance Testing
calculation. Tax rate = State Tax Rate + District Tax Rate
7.5. Field level Requirements for Processing Transactions fed to DaFIS AR
7.5.1. Invoice
No. Fieldname Len C/R Requirement Description / Edit
gth /O/
SM
7.5.1. 1 Document 2 R Create a DaFIS document number FS_ORIGIN_CD
Number for the foreign invoice. Document
(Origin Code) type must be „ARIN‟
7.5.1. 2 Document 9 R Create a DaFIS document number FDOC_NBR
Number for the foreign invoice.
7.5.1. 3 Created date SM Date of invoice created thru feed FDOC-CREATE_DT
process
7.5.1. 4 Status 2 SM Default „Approved‟ status, unless FDOC_STATUS_CD
there is an exception
7.5.1. 5 Initiator 10 SM Default value is the Org designee FDOC_INITIATOR_ID
ID
7.5.1. 6 Description 40 O Populate Description field with the FDOC_DESC
feed file reference data.
7.5.1. 7 Tracking Num 20 R Populate the Tracking Number field ORG_DOC_NBR
with the foreign transaction
number.
7.5.1. 8 Org Customer 2 R Validate customer id exists in the See glossary.
ID AR _CUSTOMER_T as part of CUST_FIN_COA_CD
customer id.
7.5.1. 9 Org Customer 4 R Validate customer id exists in the See glossary. CUST_ORG_CD
ID AR _CUSTOMER_T as part of
customer id.
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System Implementation & Development Page 8 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
No. Fieldname Len C/R Requirement Description / Edit
gth /O/
SM
7.5.1. 10 Org Customer 9 R Validate customer id exists in the See glossary. CUST_NBR
ID AR _CUSTOMER_T as part of
customer id.
7.5.1. 11 Ship to 1 R New Y/N field. Zip Code of Default is „No‟.
Customer Ship To address is considered If yes, a shipping address is
required.
in tax calculation.
7.5.1. 12 Ship to O AR_INV_ATTN_LN_TXT
Attention Line
7.5.1. 13 Address Line C Shipping Address Block is required See Glossary.
One where Ship to Customer = „Yes‟
7.5.1. 14 Address Line O Shipping Address Block is required
Two where Ship to Customer = „Yes‟
7.5.1. 15 Street C Shipping Address Block is required
Address where Ship to Customer = „Yes‟
7.5.1. 16 City C Shipping Address Block is required
where Ship to Customer = „Yes‟
7.5.1. 17 State C Shipping Address Block is required Value must exist on DaFIS State
where Ship to Customer = „Yes‟ Table
7.5.1. 18 Zip C Shipping Address Block is required Value must exist on DaFIS Zip
where Ship to Customer = „Yes‟ Code Table
7.5.1. 19 Country C Shipping Address Block is required Value must exist on DaFIS Country
where Ship to Customer = „Yes‟ Table
7.5.1. 20 P.O. Number 9 O Text prints on invoice CUST_PO_NBR
7.5.1. 21 P.O. Date date O Text prints on invoice CUST_PO_DT_DATE
7.5.1. 22 Terms 40 O Text prints on invoice AR_INV_TERMS_TEXT
7.5.1. 23 Due Date Date O Text prints on invoice AR_INV_DUE_DATE
7.5.1. 24 Prepared By R Where no value is provided, AR_INV_PREP_BY_NM
default the org designee name.
7.5.1. 25 Invoice Header O AR_INV_HDR_TXT
7.5.1. 26 Contact Phone 13 O AR_INV_CNTCT_PHN_NBR
7.5.1. 27 Receivable R See glossary. Validate account. 1) One Receivable FAU per
Account (FAU) invoice.
2) Validate the FAU entered must
have an Object Code with a
Reports To Financial Object
Code ( rpts_to_fin_obj_cd ) of
„0299‟
7.5.1. 28 Quantity R The invoice item code must exist Validate the COA-Org- Invoice Item
for the organization for which the Code exists. AR_INV_ITM_QTY
AR is intended.
7.5.1. 29 UOM 2 R AR_INV_ITM_UOM_CD
7.5.1. 30 Item Code R AR_INV_ITM_CD
7.5.1. 31 Description O AR_INV_ITM_DESC
7.5.1. 32 Service Date O Date of service for which invoice is AR_INV_SRVC_DT
created
7.5.1. 33 Unit Price R Item Unit Price may =< $ .00.
AR_INVITM_UNIT_PRC
7.5.1. 34 Tax 1 R Y/N. Default is „No‟.
7.5.1. 35 AR Item Total R Validate value = Qty * Unit Price
Item Total may =< $ .00.
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System Implementation & Development Page 9 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
No. Fieldname Len C/R Requirement Description / Edit
gth /O/
SM
7.5.1. 36 AR Item tax SM Calculate applicable tax. Validate thru tax handling process.
7.5.1. 37 AR_INV_TOT SM Validate invoice total amount The net invoice total may not be
AMT less than $ .00.
7.5.1. 38 Income R See Glossary. Validate income 1) One income FAU per one
Account (FAU) account. invoice item code.
2) Validate the FAU entered has
an Object with one of the
following attributes:
a) Object Type of „IN‟; or
b) Object Type of „EX‟ with
the Object Subtype of „SC‟
or „NC‟
3) Prohibit accounts an OP Fund
of „19900‟ and Object Code of
„0060‟
8. Documentation
Related requirements documents for CR 12708, AR Enhancements:
AR Reference Table Requirements.doc
Organization Maintenance Requirements.doc
Customer Maintenance Requirements.doc
Invoice and Credit Process Requirements.doc
Payment Processes including Payment Adjustment.doc
Overdue Receivable Management Process Requirements.doc
AR Transactions - AR GLE requirements.doc
AR DS Report Requirements
9. System Implementation & Development Requirements
No. Requirement V&V Method
Complete ARIN modifications as specified in SR 12708. System Test
10. Business Requirements
10.1. Cost - TBD
10.2. Relationship to future products
1. DS AR reports: Report of all Org Customers by Collection Status. It is necessary for the C.O.
Collections to pull all Org Customers with Collection Status = „R‟.
10.3. Preliminary estimated release date - TBD
11. Acceptance Criteria
1) All requirements implemented will be unit-tested first.
2) A test script will be written as a guide to for testing base functional changes. This script will be used for
system testing and User Acceptance Testing (UAT).
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System Implementation & Development Page 10 of 10 Req Spec No: CR 12708 – AR Feeds
Accounting & Financial Services
Requirement Specification Release No.:
Author(s): Marian Wong Release Date:
3) System tests follow unit testing. Once system testing is complete, the changes will be tested by a
designated group of users in the UAT phase.
12. Change Log
Date Source Author Change
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