Control Table Setup Sequence

To implement the system, you must set up your organization's business rules in "control tables". Setting up these tables is time-consuming because we allow you to tailor many aspects of the system to meet your organization's requirements. We strongly recommend that you take the time to document how you plan to set up all of these tables before you use the following roadmap to enter the control data. Time spent understanding the interrelationships between this data will reap the rewards of a clean system that meets your current and long term needs.

While we describe the transactions and options in more detail in other sections of this manual, use the following chart (and the remaining sections of this chapter) as your roadmap. Here we list the order in which you perform tasks and the pages you'll use to set up your system. The order is important because some information must exist before other information can be defined (i.e., many dependencies exist).

Note: Auto setup. The Auto Setup column in the following table contains suggestions to save you time. It also indicates if a control table contains information when the system is installed.
Note: You don't have to set up every control table. You need only set up those control tables that govern functions that are applicable to your organization.
Note: Algorithm references. In the sections below when it is mentioned that an algorithm is needed, note that the base product may provide base algorithms that can be used as is if they satisfy the implementation’s needs. Additionally, the product may provide an algorithm type but no algorithms in cases where the algorithm requires parameters that the implementation may need to configure. Finally, the implementation may determine that a new Algorithm Type and its Algorithm are needed to support the desired business functionality.

Function

Menu

Auto Setup

Global Context

Algorithm

Admin, Algorithm. You will need to set up an algorithm that populates global context values. The global context is used by various zones in the system to display relevant data. This algorithm is plugged-in on the installation record.

 

Accounting Related Tables

Country & State

Admin, Country

Currency Codes

Admin, Currency Code

USD is automatically populated

Accounting Calendar

Admin, Accounting Calendar

GL Division

Admin, General Ledger Division

Security Related Tables

Application Service

Admin, Application Service

All base package transactions are automatically populated

Security Type

Admin, Security Type

User Group

Admin, User Group

Note, you won't be able to set up users at this point

One user group, ALL-SERVICES, is automatically set up. It references all other application services and a single user called SYSUSER.

Language

Admin, Language

ENG is automatically populated

Display Profile

Admin, Display Profile

Two display profiles are automatically set up: NORTHAM displays currencies and dates in a classic American format; EURO displays information in a classic European format

Data Access Role

Admin, Data Access Role

CI_​DFLT is automatically populated. It references a single user called SYSUSER and a single access group called CI_​ACCGRP

Access Group

Admin, Access Group

CI_​ACCGRP is automatically populated. It references the data access role CI_​DFLT

User

Admin, User

SYSUSER is automatically set up.

Return to User Group

You must return to your user groups and define all of their users

Account Type Related Tables

Account Type

Admin, Account Type. At this point, you'll only be able to set up your account type codes. You will return to these account types throughout the setup process to populate additional information.

Financial Transaction Related Tables

Work Calendar

Admin, Work Calendar

Division

Admin, Division

Revenue Class

Admin, Revenue Class

Algorithm

Admin, Algorithm. You will need to set up the algorithm that constructs a distribution code's corresponding GL account when it is interfaced to the general ledger

Distribution Code

Admin, Distribution Code

Bank & Bank Accounts

Admin, Bank

Algorithm

Admin, Algorithm. You will need to set up the algorithm that constructs a payment segment's financial transaction

 

Payment Segment Type

Admin, Payment Segment Type

Algorithm

Admin, Algorithm. You will need to set up the algorithm that constructs an adjustment's financial transaction

Payment event distribution related control tables need to be set up if your organization uses the distribution rules method to create payment events. Refer to Setting Up The System To Use Distribution Rules for a description of the tables that must be set up to enable this functionality.

Algorithm

Admin, Algorithm. Several plug-in spots are available to perform additional logic when processing adjustments. For example, if you have the system calculate adjustments, you must set up an adjustment generation algorithm. Refer to Adjustment Type for other available plug-in spots that may be used by your implementation.

Algorithm

Admin, Algorithm. You may want to set up an algorithm that formats the Adjustment information that is displayed throughout the system for a specific Adjustment Type. This algorithm is plugged-in on the Adjustment Type.

Algorithm

Admin, Algorithm. You may want to set up an algorithm that formats the Adjustment information that is displayed throughout the system. This algorithm is plugged-in on the installation record.

Debt Category

Admin, Debt Category

Debt Category Priority

Admin, Debt Category Priority

Adjustment Type

Admin, Adjustment Type

Adjustment Type Profile

Admin, Adjustment Type Profile

Approval Profile

Admin, Approval Profile. Note, an approval profile references a To Do type and one or more To Do Roles; these must be set up before you can set up the approval profile. After the approval profile(s) are set up, they must be referenced on the adjustment types that they govern.

Cancel Reason - Payment

Admin, Payment Cancel Reason

Cancel Reason - Adjustment

Admin, Adjustment Cancel Reason

Tender Type

Admin, Tender Type

Tender Source

Admin, Tender Source

A/P Request Type

Admin, A/P Request Type

Installation

Admin, Installation Options - Framework and Admin, Installation Options. Many fields on the installation record impact the financial transaction environment. Refer to the description of the Financial Transaction tab for more information.

Algorithm

Admin, Algorithm. You will need to set up an algorithm that distributes payments.

 

Algorithm

Admin, Algorithm. You will need to set up an algorithm that handles overpayment situations.

Algorithm

Admin, Algorithm. You may need to set up an algorithm if you want the system to levy a non-sufficient funds charge if a payment is canceled due to non-sufficient funds.

Algorithm

Admin, Algorithm. You will need to set up an algorithm that formats the payment information that is displayed throughout the system. This algorithm is plugged-in on the installation record.

 

Algorithm

Admin, Algorithm. You will need to set up an algorithm that defaults the amount when a payment is manually added. This algorithm also calculates the amount of an automatic payment for a bill for an account with an active auto pay option. This algorithm is plugged-in on the installation record.

 

Algorithm

Admin, Algorithm. Refer to Account Type for other available plug-in spots that may be used by your implementation to perform additional logic when processing payments.

Return to Account Type

Admin, Account Type. You will need to plug-in the algorithms defined above on your account types.

Address Environment

Address Type

Admin, Extendable Lookup, search for the Address Type lookup. Define valid address types for person addresses and tax role addresses.

 

Address Inactive Reasons

Admin, Extendable Lookup, search for the Address Inactive Reason lookup. Define valid address inactive reasons to use when changing the status of an address to inactive.

 

Algorithm

Admin, Algorithm. You will need an algorithm that finds an address if your implementation receives requests from external sources to define or update a taxpayer’s address. This plug-in determines if the address already exists in the centralized address repository. This algorithm is plugged-in on the installation record.

 

Taxpayer Environment

Account Management Group

Admin, Account Management Group. Note: You will probably have to set up To Do Type and To Do Roles before you can set up account management groups. Refer to Assigning A To Do Role for more information on how account management groups may be used to define an entry's role.

Account Relationship

Admin, Account Relationship Type

Alert Type

Admin, Alert Type

Algorithm

Admin, Algorithm. If you have software capable of reconstructing an image of a letter in a PDF (for the purpose of online display), you will need to create an algorithm that formats the extract records that are sent to your letter image software.

 

Letter Template

Admin, Letter Template

Customer Contact Class

Admin, Customer Contact Class

Customer Contact Type

Admin, Customer Contact Type

Algorithm

Admin, Algorithm. You may need to set up the algorithms that determine if person ID's are in a predefined format.

Identifier Type

Admin, Identifier Type

Industry Codes

Admin, Industry Code

Algorithm

Admin, Algorithm. You may need to set up the algorithms that determine if phone numbers are in a predefined format.

Phone Type

Admin, Phone Type

Person Relationship Type

Admin, Person Relationship Type.

Person Type

Admin, Person Type

Algorithm

Admin, Algorithm. You will need to set up an algorithm that formats the person information that is displayed throughout the system. This algorithm is plugged-in on the installation record.

 

Algorithm

Admin, Algorithm. You can override the system's standard account information string by setting up an algorithm that produces this string of information. This algorithm is plugged-in on the installation record.

Installation

Admin, Installation Options. Many fields on the installation record impact the Customer Environment. Refer to the description of the Main, Person, and Account tabs for more information.

Automatic Payment (EFT) Environment

Algorithm

Admin, Algorithm. You will need to set up an algorithm to create automatic payments. This algorithm is plugged-in on the installation record.

 

Tender Source

Admin, Tender Source

Note: Earlier, you created tender sources for the remittance processor and your cash drawers. At this point, you'll need to add at least one tender source for automatic payments. Why? Because automatic payments get linked to a tender control (which, in turn, gets linked to a tender source) when they are interfaced out of the system.

Algorithm

Admin, Algorithm. You will need to set up the appropriate automatic payment date calculation algorithm to populate the extract, GL interface and payment dates on automatic payments.

 

Auto Pay Route Type

Admin, Auto Pay Route Type

Tender Type

Admin, Tender Type

Note: Earlier, you created tender types for things like cash, checks, etc. At this point, you'll need to add a tender type for each type of automatic payments (e.g., direct debt, credit card, etc.).

Work Calendar

Admin, Work Calendar. You need only set up additional work calendars if the auto pay sources (i.e., the financial institutions) have different working days than does your organization

Algorithm

Admin, Algorithm. If you need to validate the taxpayer's bank account or credit card number, you will need to set up the appropriate validation algorithms.

 

Auto Pay Source Type

Admin, Auto Pay Source Type

Algorithm

Admin, Algorithm. You may need to set up an algorithm if your taxpayers can define a maximum withdrawal limit on their autopay options.

 

Return to Account Type

Admin, Account Type. You should plug-in the Autopay Over Limit Algorithm in each appropriate Account Type.

Characteristics

Algorithm

Admin, Algorithm. If you have ad hoc characteristic types, you may need to set up the algorithms that control how they are validated

Foreign Key Reference

Admin, FK Reference. If you have foreign key characteristic types, you may need to set up foreign key references to control how the user selects the characteristic values (and how the foreign key values are validated).

All base package FK references are automatically populated

Characteristic Type & Values

Admin, Characteristic Type

Tax Type and Obligation Configuration

Revenue Calendar

Admin, Revenue Calendar

Tax Type

Admin, Tax Type

Algorithm

Admin, Algorithm. You will need to set up the algorithms that determine:

  • Special processing that should take place when obligations of a given type are created.

  • Special processing that should take place when a financial transaction is frozen for obligations of a given type.

Algorithm

Admin, Algorithm. You may want to set up an algorithm that formats the obligation information that is displayed throughout the system. This algorithm is plugged-in on the installation record.

Algorithm

Admin, Algorithm. You may want to set up an algorithm that formats the obligation information that is displayed throughout the system for a specific obligation type. This algorithm is plugged-in on the Obligation Type.

Tax Role Relationship Type

Admin, Tax Role Relationship Type.

Obligation Type

Admin, Obligation Type

Overpayment Configuration

Algorithm

Admin, Algorithm. You will need to define an extract algorithm that formats the data to be sent to a bank for direct deposit requests.

These are plugged in on the bank event type.

 

Bank Event Type

Admin, Bank Event Type

Note, if your implementation supports receiving rejections from the bank that should cause another attempt to refund, you will need a “retry” overpayment process type.

 

Algorithm

Admin, Algorithm. You will need to define overpayment validation and refund validation algorithms.

These are plugged in on the overpayment process type.

 

Overpayment Process Type

Prior to defining your overpayment process types, refer to Enabling the System to Use Standard Overpayment Process for information about data that needs to be defined for a typical overpayment process type.

Admin, Overpayment Process Type.

If you have defined a “retry” overpayment process type, return to bank event to configure this value.

Refund Control Type

Admin, Refund Control Type

 

Wrap Up

Algorithm

Admin, Algorithm. You will need to set up the algorithms that determine:

  • Special alerts on the dashboard (assuming you have special alerts)

Installation Options

Admin, Installation Options - Framework and Admin, Installation Options. At this point, it's a good idea to double-check everything on the installation record.

Postal Default

Admin, Postal Code Default

If you have cash drawers you will also need to set up the following information: