Docstoc

Tax Routing Template

Document Sample
Tax Routing Template Powered By Docstoc
					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




C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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).




C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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)




C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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.




C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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‟




C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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.




C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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.


C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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.

C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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).



C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc
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




C:\Docstoc\Working\pdf\ba56ae8b-3b67-420b-b3cd-3c2a102c753d.doc

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:1
posted:8/12/2011
language:English
pages:10
Description: Tax Routing Template document sample