1 - ACCOUNTS RECEIVABLE

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1 1 - ACCOUNTS RECEIVABLE ACCOUNTS RECEIVABLE 1.01 User defined GL posting dates for receivables documents (e.g. orders, invoices, etc.) to be either the Transaction Date or the System Date User configuration to set the invoice aging date as either the transaction date or the invoice due date User configuration to default sale order and invoice GL accounts by customer Open order (cash receipts applied to invoices) and balance forward cash receipts management For balance forward cash receipts management, system has an automated method to close open invoices Customer record may be classified by customer type and other segmentation criteria Customer record configured by user with customer specific Sales GL account Customer record configured by user with specific currency type Customer record configured by user with customer specific special instructions Customer configured by user with unlimited Bill To addresses Customer configured by user to receive or not receive customer statements Customer records can be assigned to or linked with other related customer records (e.g. related accounts) Customer record displays financial information including sales, payments and credit memos Customer record displays customer-specific aging (e.g. outstanding receivable balances by age) Customer transactions permit drill-down to see actual current or historical transaction document Default tax accounts setup at the customer address level System supports VAT and HST tax setup and calculations Attach electronic document(s), or links to electronic documents, to transactions including workflow Orders and invoices accommodate non-inventory line items (e.g. services) Order and invoice line items individually designated as taxable or non-taxable Order and invoice line items default GL Accounts, however, may be changed to different GL accounts Sales Orders created (e.g. Sales Orders for Corporate Training or Facilities Rental) and managed via workflow through to invoicing and receipt of payments Sale order and invoice transactions default payment terms by Customer Sale orders and invoices default tax codes and tax amounts by Customer Bill-to or Ship-to Address (e.g. configurable by customer). Appendix F FRM Business Requirements 1 of 17

2 1 - ACCOUNTS RECEIVABLE 1.25 Sale orders and invoices default currency type by Customer Sale orders and invoices default Bill To address by Customer Default tax by customer with option to override if required Systems supports the creation of Credit Memos Credit Memos created from user-defined templates Credit Memos put on account or converted to a disbursement to Customer Credit Memos assigned to an approval workflow based on user-defined criteria Pre-Authorized Withdrawals setup and processed with all Canadian Bank institutions as required to automate receivables from customers and retirees System displays all recurring receivables transactions in a consolidated view by date range User initiated mass modification to change an incorrect attribute on multiple customer records at one time (e.g. change an address or GL account). Appendix F FRM Business Requirements 2 of 17

3 2 - ASSET MANAGEMENT AND TRACKING FIXED ASSETS Software Configuration 2.01 Depreciation methods include straight line depreciation New depreciation methods configured by user Fixed Asset tag number of at least 10 numbers in length Asset type and other segmentation criteria Asset status designation (e.g. active, inactive, retired, etc.) Asset depreciation method Asset depreciation frequency (e.g. month, quarter, year, etc.) Asset depreciation life Multiple GL accounts for various types of fixed asset cost additions Multiple GL account for various types of assets' accumulated depreciation Asset tag number Asset serial number Asset location Asset depreciation cost centre Asset purchase date Asset warranty information Asset source purchase order number Asset source system assigned invoice number Each asset displays accumulated deprecation amount at different points in time Each asset displays asset book value. Transaction Processing 2.21 Assets depreciated individually Assets depreciated by group System can calculate prior period depreciation Assets added manually Assets added using integration from AP or Receiving. Appendix F FRM Business Requirements 3 of 17

4 2 - ASSET MANAGEMENT AND TRACKING 2.26 Assets added as donated assets Assets retired individually Asset location and/or depreciation cost centre updated manually or by batch One Asset automatically created from multiple lines from AP Multiple assets automatically created from a single line from AP Asset additions, retirements, adjustments, depreciation automatically creates journal entry transaction RF Capability to receive scanned bar code to capture and track tag number and serial number. College's Bar Code Scanner Make: Motorola Model number: MC Track non-capital assets. Reporting 2.34 Online audit trail displays all asset transactions created, edited and deleted by date, user and specific field changes. Reports run by date range or period for cost, depreciation and net book value showing opening balance, period 2.35 transactions and ending balance Fixed asset reports by asset location, cost centre, custodian and/or other asset criteria. Appendix F FRM Business Requirements 4 of 17

5 3 - PROCURE TO PAY PROCESS Note: The college does not hold or track inventory but does require visibility, management and reporting of items throughout the procure-to-pay process. These items are created from e-commerce sites, vendor electronic catalogues, request for quotes, contracts and requests for proposals or directly by users of the system. Users of the system must be able to create or pull items from all sources through the procure-to-pay processes below. Item information must include one or many identification numbers, text, descriptions, costs, tax codes, discounts, etc. PURCHASING VENDOR MAINTENANCE 3.01 User-configurable workflows from requisition to payments and returns Classification of vendor records by vendor type and other user-defined segmentation criteria Vendor records with specific currency type Creation of vendor records with multiple address types e.g.. remit to, order, bill-to addresses User configurable vendor records with any supplier specific special instructions Vendor 'snapshot' information, easily accessed directly from vendor maintenance screens, including financial information including purchases, payments and returns accumulated balances Vendor record to support various tax designations Easy setup for one-time vendors and one time payments Lookup of vendor by field or attribute (e.g. PO number, name, address, invoice number) User mass modification to change an incorrect attribute on multiple vendor records at one time (e.g. change payment terms, territory or GL account). PURCHASE REQUISITIONS/ORDERS 3.11 Purchase orders fully populated from Purchase Requisitions with the ability to modify PO data Purchase order numbers option to be automatically assigned or permit manual entry Multiple purchase orders types user-configured (e.g. Rush Order, Purchase Order, Blanket Order, Contract, etc.) Purchase orders default currency type by vendor or supplier Purchase orders default shipping method by vendor or Item. Appendix F FRM Business Requirements 5 of 17

6 3 - PROCURE TO PAY PROCESS 3.16 Purchase orders default ship to address Purchase orders default Tax Exempt ID for tax exempt purchases Purchase Orders with user selection among multiple ship to addresses Purchase Order pricing based on designated price book, catalogue or contract Purchase Orders saved with file attachments (e.g. PDF, Excel or Word files) or links to file attachments Purchase Orders possess 'soft' line items (e.g. services) Purchase Order line items default tax codes and tax calculated amounts Purchase Order line items are individually designated as taxable or non-taxable Purchase Order line items default GL Accounts, however, may be changed to different GL accounts System records and processes Return Merchandise Authorizations (RMAs) entries from vendors RMA receipt records created from standard or user-defined templates RMA user-defined workflow RMA process generates Ship Tickets to ship vendor returned items. System sends via or fax When creating new POs, system defaults all date field values (e.g. Purchase Date, Due Date, Cancel Date, etc.) Purchase Orders entered in any currency with conversion to college base currency Purchase Orders designated to recur for a user-defined number of cycles Purchase Orders designated to recur based on an irregular user defined schedule System displays all recurring PO transactions in a consolidated view by date range Purchase Order transactions saved as templates to create new orders from System to prompt end user if they have missed any user-defined mandatory fields Audit trail for purchasing showing date, time and person who created, modified and ed PO to vendor See when purchase order has been received in receiving in real time , print and fax PO's directly from system to vendor System identification of aged requisitions Manually close POs with outstanding balances Create specific 'reusable saved' messages to be added to and viewable on PO (e.g. message to vendor/message to shipping/message to AP) Vendor record may be configured for tax and tax exemptions Reopen a closed PO Allocation of various budget codes (splits) in requisition and have it automatically default to PO. Appendix F FRM Business Requirements 6 of 17

7 3 - PROCURE TO PAY PROCESS 3.45 Due date from Requisition to default to PO. Accounts Payable 3.46 Automated three-way match process - Order/Receipt/Invoice User- configurable workflow for approvals Payment of partially received orders Easy look-up of partially received orders Automatic application of credit notes at invoicing with override option Option to consolidate or non-consolidate payments of invoices (e.g. vendor level and overrides) Hold payments - $ or % Easy visibility to outstanding held payments Add text to payments at line and header level Automatic inclusion of text on payment notifications, s, and AP screens Add notes (during AP process) that do not appear on payments or s Automated payments by paper cheque Automated payments by EFT Automated payments via wire transfer Default tax codes on AP docs and screens Show HST on all AP docs and screens Calculate PSB Rebate of HST (refer to the tab "9. Tax" for details) Automatically apply non-rebated portion of HST to the appropriate Cost Centre Tax application is at line/item level User-override tax at line level Setup recurring payments for any user defined schedule. Receiving 3.67 Scan receipts (Barcodes) into the system using college's handheld devices. College's Bar Code Scanner Make: Motorola Model number: MC Lookup of PO based on barcode scanned data Generate receipt based on scanning of items. Appendix F FRM Business Requirements 7 of 17

8 3 - PROCURE TO PAY PROCESS 3.70 Add text/comments at line and order level during receipt Receive and tract items not related to a requisition or PO. Appendix F FRM Business Requirements 8 of 17

9 4 - GENERAL LEDGER INTERNATIONAL REQUIREMENTS 4.01 Multi-currency management - multiple currencies with exchange rate calculations System calculates realized and unrealized currency gains and losses International taxing methods including VAT and GST Separate legal entities in a different language and currency and chart of accounts. GENERAL LEDGER 4.05 Chart of accounts configured in a user defined length of up to 20 characters Chart of accounts configured in up to 7 or more user defined segments Chart of accounts segments enforce valid values (e.g. invalid segment value combinations are not permitted) Chart of accounts made Inactive using effective dating Fiscal periods permit user defined dates System supports 13 or more individually defined fiscal periods GL transaction posting dates forced to current period GL transactions not allowed posted to closed periods GL accounts configured by company in order to default for all accounting transactions GL transactions and Journal Entries transactions number length and beginning sequence number user defined GL transaction types are user defined The use of workflow to route journals for approval. Includes notification and attachments Use of effective dating for chart of accounts and ability to correct history Multiple budgets configured and saved for the same chart of account, fiscal year and fiscal periods New budgets created from existing or prior budgets Budgeted chart of accounts designated as Active or Inactive System displays budget view for all chart of accounts in single view System displays budget view for each individual chart of account with actual and variance Ease of creation and maintenance of tree structure to be used in reporting. Transaction Processing Appendix F FRM Business Requirements 9 of 17

10 4 - GENERAL LEDGER 4.24 Upon new GL transactions and Journal Entries, system defaults current date(s). This may be overridden System can be configured to assign a unique identifier number to each journal. This can be overridden Journal Entries support inter-company processing (e.g. posting debits and credits to different companies in same Journal Entry) Journal Entries permit Notes and references and attachments Journal Entries can be saved without posting System supports reversing Journal Entries System supports recurring Journal Entries Recurring Journal Entries based on templates with predefined schedules Recurring Journal Entries configured to recur on specific dates Recurring Journal Entries configured to recur a user-defined number of times System will not permit out of balance journal entry posting Journal entries can be copied and all fields can be revised Unposted journal entries deleted Posted journal entries may not be deleted 4.38 Journals may not be posted more than once. Process Automation 4.39 Journal Entries saved as Templates for future use Journal Entries posted from sub-modules reference their source (e.g. sub-module, transaction number) Import tool or wizard to import journal entries from a spreadsheet, text, or CSV file Year-end close process with options to close to multiple or single retained earnings accounts and carry forward balance sheet account balances to new year. Must have ability to reverse and re-do multiple times Journal entries from external systems can be set up for interfacing to General Ledger. Reporting 4.44 Online audit trail displays all ledger transactions created, edited and deleted by date, user and specific field changes Trial balance report by date range and by chart of account range and by company Trial balance report with drill down from period balances to source transactions. Appendix F FRM Business Requirements 10 of 17

11 4 - GENERAL LEDGER 4.47 Complete ledger detail transaction report Unrealized currency gains and losses report Balance Sheet report by period Income Statement report by period Cash Flow report by period Report to compare posted journals to general ledger. Multi-Company Processing 4.53 System supports multiple-company processing Each company configured with a different base currency. Appendix F FRM Business Requirements 11 of 17

12 5 - TREASURY AND CASH MANAGEMENT Bank Statements 5.01 Automatic download of most recent banking transactions via common formats. At a minimum BAI2, SWIFT, FINSTA Automated and manual categorization of banking transactions Search options for specific bank transactions Export data to common formats (i.e. CSV, Excel) Annotate specific transactions with additional notes Different currency types, USD and CAD at a minimum Ability to add additional currencies in the future to accommodate international growth User ability to Flag specific transactions for investigation 5.09 Report generation for specific transaction periods Report generation for specific transaction categories. Bank Reconciliation 5.11 Automated matching of General Ledger and bank transactions Pattern matching/rules setting for automated matching of transactions One-to-one, one-to-many, and many-to-many matching options Manual matching of unmatched bank/gl transactions 5.15 Generation of journal entries related to bank transactions (i.e. interest, fees) Reconciliation of multiple bank accounts to single GL account Tolerance threshold for automated matching of transactions Report generation of reconciled and unreconciled items, including totals. Cash Management 5.19 Generate reports for current cash position Generate statements of cashflow Project future cashflows based on known variables Group cash positions by business units or departmental functions Cash flow volatility analysis. Appendix F FRM Business Requirements 12 of 17

13 5 - TREASURY AND CASH MANAGEMENT Internal Controls 5.24 Audit trail generation for data entry/modification User login/restrictions based on specific access levels. Appendix F FRM Business Requirements 13 of 17

14 6 - TRAVEL AND EXPENSES Travel & Expenses 6.01 System generated s to approvers, payroll (e.g. for payment) and HR (e.g. for international travel only) All system generated s for expenses include a link to the appropriate completed form in the system User-defined workflows based on a field content (i.e. VP approval required for out of province travel) Employee dashboard includes all personal claims, and status, when logging in Addition of comments when completing or approving expense forms. The comments are date/time/user ID stamped. Comments required at line and header levels Print completed expense forms Full GL integration from expense transactions Payment of expenses through Payroll Scan receipts or attach electronic files to authorizations and claims generated and sent to Manager indicating that a claim is ready for approval Manager sees all pending claims & authorizations when logging in Manager has a link or access to the receipt file from the claim form Employees/managers/Payroll/Finance dashboard view of status of claims (e.g. submitted, approved, pending, submitted to payroll, paid) When form approved, auto generate and send an to the employee indicating the claim was approved If not Approved: Auto generate and send an to the employee indicating the claim was not approved System auto verifies claims that have already been submitted for duplicates Authorizations and claims are required to be linked in the system Multiple claims submitted against one travel authorization User-defined field limits limits/warnings (i.e. daily meal limit exceeded) User defined field formulas/calculations such as mileage (e.g. employee enters mileage, system calculates rates based on cumulative employee use per calendar year) Expense amounts split by cost and tax - two separate amounts System application of tax rules to expense non-rebated taxes (Refer to "9. Tax" tab) Department and account at line level as well as multiple departments and accounts (i.e. split expense across departments or cost centres). Expenses can be shared across departments and accounts User edit of department and account at line level when entering expenses. Appendix F FRM Business Requirements 14 of 17

15 7 - COMMITMENT CONTROL Commitment Control 7.01 Check actual expenses and encumbrances (also known as Commitments) against control budget 7.02 Control budget set at account or summarized at account rollup level or type of transaction Create commitments from system entries (e.g. purchase order) 7.04 Budget error/warning notification if close to or exceeding budget 7.05 Single source of data for GL, Payables, Budgeting, Payroll, HR, Expenses, Purchasing 7.06 Create and post commitment journals Appendix F FRM Business Requirements 15 of 17

16 8 - FINANCIAL REPORTING Financial Reporting 8.01 Drill up/down from College Level, which is the highest to transaction level in all Financial Reporting areas Report by daily, monthly, month to date, user-defined date range, year-to-date, calendar year and fiscal year Comparative reports (LY/TY), Year-over-Year, Actual to Budget, etc Toggle/scroll to view one period to the next Download financial data to excel retaining drill up/down functionality in excel view Easy to use organization look-up functionality (e.g. Cost Centre, name, roll-ups, etc.) LOB Reporting by user-defined structure and hierarchy Financial Health/Ratios/Metric Reports Flexible Financial Dashboards configurable by user and/or role Secure data to the field/transaction level by user and/or role. Appendix F FRM Business Requirements 16 of 17

17 9 -TAX Commodity Tax (on Purchases) 9.01 Option on vendor file to apply or not apply different taxes Default tax application on Vendor File by address Calculate and apply all Canadian federal and provincial tax rates by user-defined criteria (i.e.: HST 13%, HST 8%, HST 5%, exempt) System calculation of tax at line and/or header level HST rebates calculated by user-defined tax rate table (i.e. rebates applicable to the College are HST13 - rebated at 73.77%, HST5 - rebated at 67%, HST8 - rebated at 78%) System calculated rebates at line level (Refer to requirement 9.05) System automated posting of rebate amounts to defined GL accounts which are different based on rebate type System automated posting of non-rebated portion of tax to cost centres User override of default tax at vendor and invoice line level by % and/or $ System validity check of tax when invoice line entered User acceptance of invoiced tax at non-calculated/validated rate Full self-assess commodity tax functionality for non-canadian Vendors Automatic system calculation and application of self-assessed tax values. At a minimum on POs and Invoices Automatic system calculation and application of tax rebates on self-assessed tax Automatic system posting of self-assessed tax values including rebate portions Automated system calculation and posting of tax rebates on all employee expense line items Accommodate single or multiple tax rates. Appendix F FRM Business Requirements 17 of 17

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