syteline: using tax interface -...

SyteLine: Using Tax Interface Training Workbook

Infor SyteLine Version 9.00

November 2013 Course Code:

Legal notice Copyright © 2013 Infor. All rights reserved. The word and design marks set forth herein are trademarks and/or registered trademarks of Infor and/or related affiliates and subsidiaries. All other trademarks listed herein are the property of their respective owners. www.infor.com.

http://www.infor.com/

Table of Contents

About this workbook ................................................................................................................................ 10 Course overview ...................................................................................................................................... 11 SyteLine Shortcut Keys ............................................................................................................................ 12 SyteLine's Power Bar ............................................................................................................................... 13

Lesson 1: Introduction ............................................................................................................................... 2 Overview .................................................................................................................................................... 3 Parameters ................................................................................................................................................ 4

Lesson 2: Setup ........................................................................................................................................ 15 Tax Codes ............................................................................................................................................... 16 Customer Ship-Tos .................................................................................................................................. 17 Transaction Type Overrides .................................................................................................................... 18

Lesson 3: Using Tax Interface ................................................................................................................. 19 Customer Orders and Invoices ................................................................................................................ 20 Tax Interface Invoice Tax Credit ............................................................................................................. 21 Tax Interface Post Register ..................................................................................................................... 22

x Course introduction © 2013 Infor Education

About this workbook Welcome to this Infor Education course! We hope you will find this learning experience enjoyable and instructive. This Training Workbook is designed to support the following forms of learning:

• Classroom instructor-led training • Virtual instructor-led training

This Training Workbook is not intended for self-study or as a product user guide.

Activity data You will be asked to complete some practice exercises during this course. Step-by-step instructions are provided in this guide to assist you with completing the exercises. Where necessary, data columns are included for your reference.

Your instructor will provide more information on systems used in class, including server addresses, login IDs and passwords.

Reference materials The following materials are referenced in this course:

• None

Symbols used in this workbook

Hands-on exercise (“Exercise”)

For your reference

Instructor demonstration (“Demo”)

Your notes

Scenario

Question

Note

Answer

11

SyteLine: Using Tax Interface xi © 2013 Infor Education

Course overview This course introduces the SyteLine tax interface and describes how to configure SyteLine to communicate with an external tax system, as well as set up the proper external tax code, and set up tax codes for customers, ship-to’s, and orders when applicable.

Course length 1 day

Course goal Provide an introduction to the SyteLine tax interface.

Learning objectives Upon completion of this course, you will be able to:

• Identify general tax interface parameters. • Identify vertex parameters. • Describe how to set up vertex debugging. • Identify avatax parameters. • Identify taxware enterprise parameters. • Identify taxware parameters. • Describe how to set up taxware debugging. • Identify independent system parameters. • Describe how to set up independent system debugging. • Identify warehouse parameters. • Describe how to set up an external tax code. • Describe how to set up a ship-to tax code. • Describe how to use the Transaction Type Overrides form. • Describe how tax is calculated on customer orders and invoices. • Describe the purpose of the Tax Interface Invoice Tax Credit form.

Audience • Customer User • Pre-Sales Consultant • Business Consultant • Technical Consultant • Support • System Administrator

System requirements • SyteLine Training Environment

Prerequisite knowledge • Accounts Receivable

xii Course introduction © 2013 Infor Education

SyteLine Shortcut Keys

Shortcut Keys Action NAVIGATING FORMS Ctrl + F4 Close current form Ctrl + o Open Select Form Ctrl + w Open workspaces Ctrl + TAB Switch view to next open form NAVIGATING RECORDS Ctrl + Home Move to first editable field of form TAB Move to the next field F8 Move to the next record Alt + TAB Move to the previous field F7 Move to the previous record Ctrl + F8 Retrieve next collection of records Ctrl + 1 Toggle between dual view and detail view Ctrl + 2 Toggle between dual view and grid view F6 Toggle cursor focus between grid and form EDITING RECORDS F2 Activate drop down field Ctrl + n Add new record Ctrl + a Add value for current field Ctrl + c Copy Ctrl + x Cut Ctrl + d Delete record Ctrl + l Display details for value in current field Ctrl + f Find value for current field Ctrl + v Paste Ctrl + s Save changes Ctrl + z Undo FILTERING RECORDS F3 Cancel filter in place and return to Ctrl + q Open query form F5 Refresh all records in the collection

Clear all Filter in Place settings Ctrl + F5 Refresh only the record selected Ctrl + F2 Repeat find F4 Set form in Filter in Place mode / Run Filter in Place to retrieve data OTHER F1 Open field level help topic Ctrl + p Print Ctrl + e Toggle design mode on and off

13

SyteLine: Using Tax Interface xiii © 2013 Infor Education

SyteLine's Power Bar

Left side

Open a form

Save record

Save record then Close the form

Cancel modifications then Close the form

Add new record

Delete record

Cancel all unsaved modifications in collection then Refresh collection

Cancel unsaved modifications in current record then Refresh current record

Filter in Place

Move to first, previous, next, or last record in collection

Retrieve next bunch of records (based on record cap)

The Help Tip displays in the lower left hand corner of the application (Status bar) even when your selection is not active.

xiv Course introduction © 2013 Infor Education

Right side

Find value for highlighted field

Add value to selection for highlighted field

Details for highlighted field

Notes for current record

Documents for current record

Export to Excel

Send to Data View

Run Datasearch

Enter or Exit form design mode

Regenerate form: Save form definition, close form, and re-open it

Go to Utilities folder

Go to Maintenance folder

Go to Files folder

Go to Reports folder

Go to Queries folder

Translate currency

Help

15

SyteLine: Using Tax Interface xv © 2013 Infor Education

Field types Required, System-generated and Read-only Fields

Any field that is required for a window will have a red star. A gray star indicates a system-generated field, and a gray background is read-only.

Standard GUI fields

Check box indicating YES or NO

Radio button to select one option from multiple choice

Drop down menu to select one option from multiple choices

Navigation for this Course SyteLine groups navigation for data, process, and report forms by business function. Therefore, you'll minimize the time it takes for you to get your bearings, if you (1) identify the major functions covered in this course, and (2) identify which data, process, and report forms are grouped into that function.

2 Lesson 1: Introduction © 2013 Infor Education

Lesson 1: Introduction Learning Objectives After completing this lesson, you will be able to:

• Identify general tax interface parameters. • Identify vertex parameters. • Describe how to set up vertex debugging. • Identify avatax parameters. • Identify taxware enterprise parameters. • Identify taxware parameters. • Describe how to set up taxware debugging. • Identify independent system parameters. • Describe how to set up independent system debugging. • Identify warehouse parameters.

SyteLine: Using Tax Interface Training Workbook 3 © 2013 Infor Education

Overview The Tax System Interface provides a link from the host system (SyteLine) to external tax management systems, providing the ability to calculate AR-side (sales or seller's use) taxes using one of these systems. It supports tax management systems from Vertex, AvaTax, Independent Systems, and Taxware. These systems perform all aspects of the tax compliance process including billing, collections and remittance.

This is useful in any business using one of the host systems that has sales and use tax reporting requirements more complex than supported by the host.

Functionality • Calculates taxes using the external tax software system and applies amounts returned • Configurable for four different external tax systems per their unique requirements • Calculates taxes on Order, A/R, Project, SRO, and Contract invoices, and estimated taxes prior

to invoicing • Checks for external tax system indication on the order header level (if set at header level, the

external tax system is used for the entire order) • Supports tax systems' address validation features (e.g. Vertex GeoCodes) • Option to turn off taxing of SRO labor and miscellaneous transactions • Capability to set the State Code as a G/L Unit Code on journal entries for tax • Capability to send item and/or product code to tax systems • Drop ship addresses can be ignored in favor of ship-to address as tax basis • Provision to handle taxes for non-USA or Canada liability • For Vertex, provision for tax transaction type overrides

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________


Parameters

General Tab

\\ Tax Interface \ Tax Interface Parameters

Tax System

Choose the tax interface to use as the system wide tax system.

Company Code

The company code that was set up in the tax interface.

Division Code

Specify the division within the company to be passed through the interface to applicable target tax systems.

Calculate Order Entry Tax

Enables the tax interface for use with standard Syteline order entry. Deselect this checkbox to disable calculating taxes during Customer Order entry for better system performance, such as when Customer Orders have many lines.

Ignore Drop Ship Tax Code

If this flag is checked, the system will not use the tax code selected on drop shipments, but will instead use the interface selected for taxing purposes.

Exclude Field Service Labor/Misc

If this flag is checked, the system will not use the tax interface system selected when calculating tax on labor or miscellaneous transactions. These fields are only applicable if the Field Service module is implemented.

Pass Operation Product Code on Project/Fixed Operations

The Vertex Interface tax calculation can send a Service Operation Product Code value rather than 'SRO Operation' to control taxable merchandise/services. This applies only to Project/Fixed Operations. This is parameter controlled and must be turned on to begin use.


Store State In

Upon posting to AR accounts, which unit code you want to store the state abbreviation in, if any.

Send for Product

When sending values into Vertex or Taxware, do you want to send the Item, the Product Code of the item, or neither.

International Tax Code Default

When entering customers who are not US or Canada, the tax code you want them to default to instead of the default SyteLine tax code, which is normally set to EXTRNL.

Set All Customer TaxCode1 to [EXTRNL]

Click this button to perform a system wide change that substitutes the selected tax interface in place of everything currently set to tax code 1.

The selection of the Tax System enables/disables the system specific tabs on this form so that the relevant parameters can be set for the proper tax system.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________


Vertex Parameters


Database Type

Select whether using SQL or ISAM type Vertex database.

Datasource

The database name/owner used to connect to the Vertex database. This field is only available if SQL is selected as the database type.

Server Name

The ODBC connection name used to connect to the Vertex database. This field is only available if SQL is selected as the database type.

US Country

Country from the Countries form that represents USA. Anything that is not USA or Canada is considered a "Foreign" country and is ignored by the Vertex interface and calculates zero tax.

Canada Country

Country from the Countries form that represents Canada. Anything that is not USA or Canada is considered a "Foreign" country and is ignored by the Vertex interface and calculates zero tax.

Validate Customer

Check this field to validate customer addresses as they are added. When set, validation of the address will be performed upon save of customers (for both new and modified). Invalid customers addresses will cause the system to NOT calculate taxes at time of Invoicing.


Invoicing routines will NOT provide any warning or error messages if a customer address is invalid but will simply NOT calculate the tax.

If this does occur, the user is responsible for going back into the system manually to create an invoice for the tax calculation amount.

Validate Prospect

Check this field to validate prospect addresses as they are added. When set, validation of the address will be performed upon save of Prospects (for both new and modified). Invalid prospect addresses will cause the system to NOT calculate taxes when generating Estimates.

Use Ship To as Order Acceptance

Due to taxing rules in some states, such as Arizona, Vertex requires a field called ’Order Acceptance Jusrisdiction’. This parameter tells Vertex how to populate that field.

• If the flag is checked for a Ship-To’s province/state, the Order Acceptance field will be populated in the Vertex system.

• If the flag is not checked, the Order Acceptance field will be left blank.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________


Vertex Debugging


You can use Debug fields on this form to help find and correct problems with your tax interface calculations.

To set up debugging of your tax interface:

1. In the Tax Interface Parameters form, specify a Debugging File Directory. This folder on the database server will hold the logging file that is created during the debug process.

2. Select a debug option:

• Debug Vertex: Select this option to immediately start creating a vertex.dbg file on the server using the specified path. This file will collect relevant information. It can be sent to Vertex technical support upon request.

• Debug Infor: This creates a TaxInterfaceDebug.txt file on the database server, where relevant tax entries are logged as they occur. This file can be sent to Infor technical support.

3. Save your changes on the form. At this point, the system starts logging any relevant information as users perform actions that involve tax calculations.

4. When you have a good sample of transactions involving taxation, send the file to Infor support so they can help you solve issues related to the tax interface.

5. Clear the Debug Infor and/or Debug Vertex option to stop logging entries.

Do not turn on the debug options unless you have a problem with the interface. When debugging is turned on, large amounts of data are written to the database, which can affect system performance.


Avatax Parameters

\\ Tax Parameters \ Tax Interface Parameters

URL

Stores the web address provided by Avatax to access the hosted tax application.

Account

Stores the account number required in order to access the hosted tax application.

License Key

Stores the License Key required to access the hosted tax application.

Correct Customer Address

Select this checkbox if the back office customer address should be overwritten by the full address information available in AvaTax. If chosen, AvaTax will receive a street address and zip code from the back office and send back the full postal address.

Correct Prospect Address

Select this checkbox if the back office prospect address should be overwritten by the full address information available in AvaTax. If chosen, AvaTax will receive a street address and zip code from the back office and send back the full postal address.


1. In the Tax Interface Parameters form, specify the Debugging File Directory. This folder on the database server will hold the logging file that is created during the debug process.

2. Select the Debug Infor option. This creates a TaxInterfaceDebug.txt file on the database server, where relevant tax entries are logged as they occur.




5. Clear the Debug Infor option to stop logging entries.



Taxware Enterprise


In order to have the system calculate taxes, a valid User and Password must be specified along with the Taxware Enterprise URL. If you do not know the URL or do not have an account, you will need to contact your account representative at ADP directly.

Require Customer GeoCode Validation

Check this box to force the validation of the Geo code when a customer is created or modified.

Require Prospect GeoCode Validation

Check this box to force the validation of the Geo code when a Prospect is created or modified.


1. In the Tax Interface Parameters form, specify the Debugging File Directory. This folder on the database server will hold the logging file that is created during the debug process.

2. Select the Debug Infor option. This creates a TaxInterfaceDebug.txt file on the database server, where relevant tax entries are logged as they occur.



5. Clear the Debug Infor option to stop logging entries.



Taxware Parameters


Exemption Level

Select the level at which exemptions are defined in the taxware database.

STEP Use

Specify whether or not to use the Taxware STEP Rules/System, and if so what level to use.

Tax System Indicator

Select which Taxware taxing system to use.

Audit / Suspense File Log

Select what type of Taxware logging to use.

Require Customer GeoCode Validation

Check this box to force the validation of the Geo code when a customer is created or modified.

Require Prospect GeoCode Validation

Check this box to force the validation of the Geo code when a Prospect is created or modified.


Taxware Debugging


1. In the Tax Interface Parameters form, select a debug option:

• Debug Taxware: Select this option to create a taxware.dbg file on the database server. Relevant tax entries are logged in this file as they occur. With this option, you must also specify a Debugging File Directory on the database server that will hold the taxware.dbg file. This file can be sent to Taxware technical support upon request.

• Debug Infor: Select this option to log tax entries in the application database as they occur. Later, you can click Export to File to save these entries to a local text file that can be sent to Infor technical support.


3. When you have a good sample of transactions involving taxation, send the file to Support:

• If you are using the Debug Infor option, click Export to File and save the file (by default, TaxInterfaceDebug.txt) to a local folder. Send the file to Infor support so they can help you solve issues related to the tax interface.

• If you are using the Debug Taxware option, send the taxware.dbg file to Taxware support so they can help you solve issues related to the tax interface.

4. If you are using the Debug Infor option, click Delete All to remove the debug log entries from the database after they have been exported to the file.

5. Clear the Debug Infor and/or Debug Taxware option to stop logging entries.



Warehouse


This is where County is set (by warehouse) if required.

For Service, depending on the tax requirements, you may need to set up the County for every Warehouse defined for your service trucks.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________


Lesson 2: Setup Learning Objectives After completing this lesson, you will be able to:

• Describe how to set up an external tax code. • Describe how to set up a ship-to tax code. • Describe how to use the Transaction Type Overrides form.

16 Lesson 2: Setup © 2013 Infor Education

Tax Codes

\\ Codes \ Tax Codes

The tax rate entered here is irrelevant. All tax calculations are based on the tax system’s tables. The installed external tax system will have its own utilities for maintaining tax tables and exemptions.

Tax Code

An EXTRNL tax code is required in order to interface with the external tax system. The installation of the Tax Interface automatically creates a new Tax Code for ’EXTRNL’ if it does not already exist.

For Independent Systems, use EXTUSE or EXTMFG as the tax code.

Tax Codes are covered in more depth in the Advanced Order Entry guide.


Customer Ship-Tos

\\ Customer \ General \ Customer Ship-Tos

Tax Code

For those Customers who will be using the external tax system for calculating taxes, the tax code must be set up at the Ship-To level under the Codes tab.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

18 Lesson 2: Setup © 2013 Infor Education

Transaction Type Overrides

\\ Tax Interface \ Tax Interface Vertex Transaction Type Overrides

Use this form to override the standard tax interface transaction type. The transaction type of the tax interface has the default value none, unless specific reference values are set up on this form.

Ref Num

Based on the reference type, designate a specific reference number to be used for the override being set up.

Example: If Item is selected as the Reference Type, the system identification of the item would be specified in this field.

This form is used only in conjunction with the Vertex external tax system.


Lesson 3: Using Tax Interface Learning Objectives After completing this lesson, you will be able to:

• Describe how tax is calculated on customer orders and invoices. • Describe the purpose of the Tax Interface Invoice Tax Credit form.

20 Lesson 3: Using Tax Interface © 2013 Infor Education

Customer Orders and Invoices

\\ Customer \ Order Entry \ Customer Orders

On saving a Customer Order Line, or when the Calculate Tax button is selected on the Customer Order header, the program calls the external tax system with required parameters, which returns the tax amount to be saved on the Order record.

The above process is the same for On Order Shipments and Invoices.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________


Tax Interface Invoice Tax Credit

\\ Tax Interface \ Tax Interface Invoice Tax Credit

This form is used to credit tax exempt customers for invoices that have been created with tax already calculated. It applies only if you are interfacing with the AvaTax system.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

22 Lesson 3: Using Tax Interface © 2013 Infor Education

Tax Interface Post Register

\\ Tax Interface \ Tax Interface Post Register

After invoicing runs and taxes are calculated through the tax interface, you must run this utility to post the taxes to the external tax software.

To run the utility, select the starting and ending invoice dates and click Process.

Do not change rates or exemptions in the software between running the invoices and posting through this utility. If you do, the batch might not post because it compares the taxes that were calculated on the invoices to a calculation using the current date’s tax rate.

If the calculated taxes are different, processing stops until you correct the difference. To do this, change the exemptions or rates in the tax software back to their values at the time of invoicing.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________