The base product's standard set of form processing batch jobs are configured by default to process all tax and registration forms received. Any form that passes validation is processed through to Posted if all the batch processes are run.
There are some implementations that want to control volumes of tax forms that are posted and prefer to select which tax forms should be posted. In addition, certain implementations may choose to hold off on processing a certain set of tax forms. The product provides an object called Form Control that may be used by implementations that prefer to work this way. The following topics provide more information about form control records.
In this approach, analysis is performed using an appropriate reporting or analysis tool. The tax form IDs are selected in that tool and interfaced to the system.
Form controls can also be created automatically for batch-uploaded forms. A special background process can be run after form upload and tax form validation, to create a form control for each processed form batch header and to link the included tax forms to the form control.
The tax forms that are eligible to be linked to a form control are in a status of Ready for Posting and remain in that state until the form control is approved. There is another status, referred to as the Link Status that identifies the status of a particular tax form to a particular form control. The following points highlight the status values.
When a tax form is initially linked it has a link status of Active. Only tax forms linked as active are considered eligible for posting.
A tax form's link status may change to Skipped by the validation if the algorithm detects that the tax form is no longer in the status Ready for Posting. For example, maybe the status of the tax form is now Canceled due to some other process. The background process that posts tax forms linked to an approved form control may also detect this situation.
A tax form's link status may change to Invalid by the validation if external IDs are provided by the interface and the validation algorithm cannot find a tax form for that external ID (DLN).
A tax form's link status may change to Duplicate if it is found that the tax form is listed twice in the list for a given form control or if it is found to be linked to another form control. This is especially important for form controls that are put on hold. Refer to the Form Control Review section that follows for more information.
Once the form control and its list of tax forms are validated, the system transitions the record to Approval in Progress and a To Do entry is created to alert the appropriate user(s). At this point, the reviewing user may do one of the following.
If there is some issue related to this group of forms that needs to be investigated and the revenue authority would like to hold posting of the forms until an investigation can take place, the user should transition the form control to the On Hold status. The record remains in this status until a user rejects or approves the form control. All the tax forms linked to form control records in this are held from further processing. The system checks whether the tax forms in the On Hold form control are linked to an approved form control. If so, the link status of the tax form for the approved form control is updated to Duplicate .
If the user decides that the form control was not created correctly or has decided not to process the form control, it may be Rejected. The tax forms remain linked to the form control as an audit. But the tax forms are now eligible to be linked to a different form control.
If the form control appears correct the user may
When a form control is correct and the user would like the tax forms to be posted, it may be transitioned to Approved. Note that if it is determined that any tax forms in this form control are also linked to a form control that is On Hold, the tax form is marked with a link status of Duplicate in the approved form control and will not be processed.
Once a user approves a form control, a batch process processes the linked tax forms to transition them to posted. The expectation is that this process is part of the nightly batch cycle because it creates financial transactions and other objects based on the tax form posting rules. As such there may be a delay from the time that a form control is approved to the time its related tax forms are posted.
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