Capturing Scanned Tax Documents
- Dan Miranda
Overview
As part of good compliance practice and to adequately collect sales tax, collecting tax documents such as W9s, Sales\Resale Tax Exempt certificates should be part of your customer and vendor onboarding process. This workflow enables you to scan, index and store tax documents and store them in the Tax Documents archive, apart Square 9’s Business Essentials package.
Adding the Workflow
This workflow can be downloaded directly from Square 9’s Cloud Solution Delivery Network. Click here to learn how to download Square 9’s pre-built workflows.
Modifying the Workflow For Your Environment
After importing your workflow, you need to make a few modifications to make it production ready. To do so, do the following:
Open Your Workflow
Navigate to the GlobalCapture Design interface by navigating to your GlobalCapture Home Page.
Select Design
Select Workflow > Open Workflow
Select your Workflow, Business Essentials - Tax Documents - Import
Click Open
Add Your Import Node
Depending on how you plan to import documents, you will need to add an Import Node into GlobalSearch.
On the left hand side, drag your import node from the Nodes Panel and connect it to the first node, the Text PDF creation node.
Configure your Node Settings and select Save.
Select Workflow > Save to commit your changes.
If you are a GlobalCapture CTS customer, you can add the CTS Direct Connect node to import files from a local source or leverage the Import node to import things for importing from a folder or email account.
Configuring Security
Your newly imported workflow has security preconfigured. The “Tax Documents” group has the ability to review and action documents.
To add users, groups or learn more about group management, visit this page.
Release
Your workflow is built for the Square 9 Business Essentials platform and your documents should be released to the “Accounts Payable” archive.
Process Overview
Adding the workflow to GlobalCapture is easy using Square 9’s Solution Delivery Network.
Document Import
Documents are imported based on how you configure your import node, but can be ingested into your workflow in multiple ways, including email, desktop scanner, or watchfolder import.
Separation
Documents can be scanned individually or using the available separator page, located here.
Validation
Any documents which fail to match a template will be stopped in validation for a member of “Tax Documents” group to review. When performing validation, a user will have 3 options:
Delete Document - Deletes the document in process and ends the workflow.
Release to GlobalSearch - Allows a user to send a document directly into GlobalSearch for storage after manual indexing.
Reprocess from Start - Allows a user to restart the process from the very beginning of the workflow, this is helpful to test any newly added templates, such as those created with RapidAdapt.
Documents must be indexed with the “Tax Document Type” or they will be unable to released to GlobalSearch.
Any documents which fail to release to GlobalSearch or process for any reason will be routed to the validation for a user to review.
Release
This workflow is predefined to release to the Square 9 Business Essentials Tax Documents archive. Anything processed through this workflow will be tagged with the tax document type you specify and with the following fields:
Name
Tax Document Type
Tax Identification Number
Address
City
State
Zip Code