2-UTOPIA ERP Requirements Template.xlsx

XLSX spreadsheet 88 KB Posted Feb 10, 2026

Attached to: UTOPIA- Enterprise Resource Planning
Solicitation number: RA26-92
Issued by: Utah

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Written by GovTribe AI · Feb 13, 2026

This is an Enterprise Resource Planning (ERP) Requirements Template for UTOPIA, a Utah-based fiber utility consortium. The document outlines the specifications and requirements for selecting an ERP system to support UTOPIA's operational and financial management needs. Respondents must submit questions regarding the procurement to Blaine Clegg at bclegg@utopiafiber.com no later than March 6, 2026 at 5:00 PM Mountain Time. All proposals must be received by March 13, 2026 at 5:00 PM Mountain Time via email to the same contact, with the firm stipulation that submissions received after the deadline will not be considered. The procurement is being conducted by UTOPIA directly, not through the Utah Division of Purchasing, and all inquiries and submissions should be directed to the designated contact person rather than state purchasing offices.

The template establishes the functional and technical requirements that prospective ERP vendors must address in their proposals, setting forth the baseline expectations for system capabilities, integration, and support. Submission files are limited to a maximum of 1GB per single file upload. Award notifications and contract outcomes will be communicated directly by UTOPIA rather than posted on state procurement websites. Interested vendors are responsible for reviewing the complete solicitation documentation to ensure full compliance with all specified requirements and deadlines.

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Table of Contents UTOPIA System Requirements Matrix

		Section	Abbreviation	Business Function/Application Area	Number of
Requirements	Weighted Score
		1	SY	System & Technical Requirements			*Need to add focus areas for Phase I, but future requirements as well
		2	GL	General Ledger, Financial Reporting & Analytics
		3	AP	Accounts Payable
		6	AR	Accounts Receivable, Billing & Receipts
		7	COM	Commercial
		10	FA	Fixed Assets
				TOTAL	0	0

Provide Requirement:

Place a “Y” (for yes) in column D (Requirement Met?) if the current release of the software can fully support ALL the functionality described in the row, without special customization. A “Y” can only be used if the delivery method is an S (see delivery method instructions below). Otherwise, enter an "N" (for no) in column D (Requirement Met?). An "N" can only be used with delivery method W, T, C, or N (see delivery method instructions below).

Delivery Method:

Complete the delivery method in column D with a S, W, T, C, or N (as defined below) that indicates how the requirement will be delivered.

S = Standard - Feature/Function is included in the proposed system and available in the current software release. (Provide a comment on how this will be provided by the vendor.)

W = Workaround Required - A business process change or reporting can make this requirement possible. (Provide brief description of potential workaround.)

T = Third Party Software – Feature/Function is provided via the use of a third party software application. Vendor must provide the name of the third party application and where appropriate, describe how the feature will be integrated into the Vendor’s solution. NOTE: If your solution relies on the integration of a stand-alone Third Party application (e.g., payroll, mfg, job costing, CRM, etc.), please use S instead of T and describe in notes section. T is used to track minor third party feature enhancements. Major specialized functionality capable of augmenting multiple general accounting systems and/or operating on its own is considered to be part of the standard solution.

C = Custom - Feature/Function can be provided with custom modifications (e.g. coding required). (Vendor must provide estimated hours and average billing rate or flat cost for the software modification in the comment area.)

N = Not Available - Feature/Function is not available from the Vendor.

Comments:

Use the comment area as needed to clarify the answer (as described in the Delivery Method section).

Investment summary

Please complete each section below. Please INCLUDE any additional cost details that are affected by virtue of purchasing multiple products within the core application suite, including discounts, terms, etc.

Please include the per unit price for each license.

Please refer to user count

&"Times New Roman,Bold"Linn County, IA Functional and Technical Requirements Matrix

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System Priority (L/M/H) Dolan, Adam: For weighted score:

"L"=1, "M"=2, "H"=3	Subprocess	System and Technical Requirements	Requirement Met?
(Y/N)	Delivery

Method (S,W,T,C,N) Rhodes, Troy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available Comments (Free Text - Required for Delivery Methods W, T, C, & N)

Medium	Integrations	Ability to easily import data via spreadsheet or CSV
Medium	Integrations	Capable of easily interfacing with other software APIs for the following record/transaction types:

Sales Orders, Invoices, Payments, Refunds, Credits, Customers, Vendors, Vendor Bills, Purchase Orders, and Journal Entries.

High	Integrations	Robust API integration management and dashboards to monitor and manage integrations without the need of a developer
High	Integrations	Integrate with Office 365 (E3, E5 Security Add-on, E1 licensing) - e.g., Generating emails
High	Integrations	Built-in Integration for bank account reconciliation for the banks we use
High	IT	Accommodate workflow development for status changes and updates, including approvals, and apply it to designated transaction types and/or processes
High	IT	Accommodate multiple users to access data files at the same time without collision or file/record/field locking
High	IT	Allow for an unlimited number and size of electronic files to be attached to master records and individual transactions throughout the ERP

Note: Please include any licensing or cost implications with volume of data

High	IT	Allows for easy configuration of data entry screens (e.g., hide unnecessary fields, move fields to improve ease of data entry, etc.)
High	IT	Alpha-numeric text and other advanced enterprise-wide search capabilities
Medium	IT	Auto generate and route reoccurring reports
Medium	IT	Can schedule reports for automatic transmission to distribution groups
High	IT	Capable of neatly exporting data with and without its formatting to pdf, Word, Excel
High	IT	Creates custom reports or queries from data tables in the database via an ad-hoc reporting tool that is part of the proposed solution and does not require coding or SQL commands. Should include summary as well as line-level visibility.

Note: Comment on any associated costs for this feature

High	IT	Deployment or accessibility via Cloud/SaaS/Web with browser interface using Chrome, Edge, Firefox, etc…
High	IT	Display reports on screen, print, email or save to PDF
High	IT	Drill-down and back from any screen or report on fields to view more detailed information where appropriate
High	IT	Allow navigation similar to a web browser, which allows multiple windows at once, different menus open concurrently, and easy opening of referential records.
High	IT	Enter user notes throughout the system that are attached to records.
High	IT	Indicate whether your application utilizes a relational database

Note: Include in Comments which database(s) and whether there are any additional licensing fees and/or costs associated with use of the database(s). Also, include 3rd party modules/software and indicate if the solutions are open source

High	IT	Posts data in real-time
High	IT	Primary data fields require an entry prior to saving
High	IT	Ability to post to general ledger without the need to post to subledger and then distinctly to general ledger.
High	IT	Ability to add new finacial segments or dimensions without the need to replicate GL strings. Ability to enter a transaction without specifying a value for one of these financial segments.
High	IT	Provides for real-time data updates and reporting
High	IT	Ability to attach documents to records or transactions through drag-and-drop functionality.
High	IT	Support accrual accounting
High	IT	Support designating alternate approvers within the workflow process
High	IT	The ability for the system to allow for labeling on invoices for logos and other company data relevent to the entity being used (this requirement assumes a multi-organizational setup being used)
High	IT	The system should have the ability create multible entities and report on each individually or across all them.
Medium	IT	Trigger framework to kickoff internal and/or external workflows (e.g., invoice due date is approaching, automatically include invoice in appropriately timed payables processing run, etc.)
High	IT	Support ever-growing amount of historical data storage without requiring archiving of data to improve performance over time

Note: Please include any licensing or cost implications with volume of data High Secuirty & Risk Allow user roles / personas to view / modify screens / data / reports across the business with a single login and without switching between businesses as defined by their access / user rights.

System should allow for both a role (job) and data-level security that would restrict access to either data or functionality.

High	Change Management	Ability to manage multiple legal entities in one instance without separately configured environments
High	Secuirty & Risk	Allows for the creation of a user-defined menu for frequently used reports or processes
High	Secuirty & Risk	Assign system privileges and security by group or role with option to further modify individual user rights (Read, Write, No Access)
Medium	Secuirty & Risk	Can trigger real time updates to role/responsibility designated dashboards
High	Secuirty & Risk	Logs all changes and provides traceability for audit purposes across all processes
Medium	Secuirty & Risk	Provide dashboarding capability by role which is easily customized by each individual user
Low	Secuirty & Risk	Supports the restriction of mobile devices for data access and entry, subject to users rights
High	Secuirty & Risk	Ability for distribution partners to log into portal and see the orders and fulfillments they are facilitating.
High	Secuirty & Risk	Utilize Active Directory and/or Azure AD for single sign-on authorization and MFA

Note: Include in Comments other SSO and MFA tools

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Gen Accounting Priority (L/M/H) Subprocess Dolan, Adam: For weighted score:

"L"=1, "M"=2, "H"=3	General Ledger Financial Reporting and Analytics Requirements	Requirement Met?
(Y/N)	Delivery

Method (S,W,T,C,N) Rhodes, Troy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available Comments (Free Text - Required for Delivery Methods W, T, C, & N) Low Budget Reporting Create a dashboard of overall budget/forecast status in terms of:

-Items Not Started -Items In-Progress -Items Reviewed

High	Budget Reporting	Reporting for budget should permit the ability to choose account section, range of dates, and range of accounts
Medium	Budgeting Process	Ability for budget owners to document the reasoning/drivers/assumptions to their budgets with free form notes at the line item, department and product level
Medium	Budgeting Process	The system should allow for budget changes but any changes should be logged and the log being auditable
High	Budgeting Process	Lock-down budgets and forecasts after final workflow approval
Low	Budgeting Process	Send out automated alerts/notifications for upcoming completion dates of budgeting/forecasting tasks
High	Budgeting Process	Start budget template with prior year budget and actual financial results from the 2 most recently completed fiscal years
High	Chart of Accounts	Ability to control when certain CoA account segments are able to be used (Establishing a start and end date)
High	Chart of Accounts	Ability to customize dimensions for reporting purposes in the COA
High	Chart of Accounts	Ability to define financial reporting roll-ups within the company structure.

Additionally to create multiple reporting roll-ups where the same company may roll-up into several different reporting structures.

High	Chart of Accounts	Ability to maintain a configurable Chart of Accounts (COA) set-up
High	Chart of Accounts	Ability to modify company structure (e.g. add new entities, modify corporate reporting structure, close entities, etc.)
High	Chart of Accounts	Ability to set up different legal entities
High	Chart of Accounts	Prevent posting transactions to invalid General Ledger account numbers and closed periods (e.g., Open period for sales orders, set limits to prior periods, Close periods by module)
High	Chart of Accounts	Provides a dimensional GL account structure that allows for six digits

Note: Describe your account structure limits in the Comments column

Medium	Chart of Accounts	Set up and manage CapEx projects and other non-billable projects through dimensional Chart of Accounts tagging
High	Close Process	Ability to open closed period(s) to specific users / time subject to appropriate audit trail and approver role(s)/right(s).

E.g, stop AP invoicing while still allowing journal entries during month-end close

High	Close Process	For consolidation purposes, percentage of ownership is incorportated into financial reporting
Medium	Close Process	Month, quarter and year end close workflow with the ability to facilitate management of these processes (e.g., alerts, approvals, stages, etc.)
High	Close Process	Ability to create a financial close process (ex. checklists with workflows)
High	Close Process	Ability to stop/warn users from posting to closed months

High	Close Process	Support and automate consolidations, intercompany transactions, and eliminations
Medium	Financial Reporting	Able to access multiple historical years of financial information within Standard Reports
Low	Financial Reporting	Add attachments to a report package that is not a report generated within the system (e.g. Word, PDF and Excel)
Medium	Financial Reporting	Add verbiage to financial reports such as footnotes and disclosures
High	Financial Reporting	Allows end-users to modify / customize reports subject to security restrictions
High	Financial Reporting	Capability to run interim financial statements during accounting month
High	Financial Reporting	Compares historical periods to current periods
High	Financial Reporting	Creates appropriate audit trails when changes to financial data are made
High	Financial Reporting	Interactive dashboard for tracking overall budget/forecast status with real-time updates and drill-down capabilities.
Medium	Financial Reporting	Profit & Loss reporting can be broken down by sales category
High	Financial Reporting	Provides visibility into source detail in GL reports
Low	Financial Reporting	Reports can be created for multiple variations based on segment of the Chart of Accounts
High	Financial Reporting	Run a daily ledger report by transaction type/account
High	Financial Reporting	Run GL, TB, PL, BS with or without unposted GL transactions
High	Financial Reporting	Run real-time reports directly from the General Ledger with both standard role and customizable templates
High	Financial Reporting	Sub-ledger level reporting capabilities
Medium	Financial Reporting	Support calculations based on non-financial data (e.g.headcount, etc.)
High	Financial Reporting	Support cash flow analysis by department or project
High	Financial Reporting	Support flexible drill-down based on organizational hierarchy or Chart of Accounts (e.g. Drill down to detailed transaction line item detail in an accounts payable invoice), as examples, and across the reporting capability
High	Financial Reporting	System is capable of producing consolidated financial statements with eliminating entries functionality
High	Financial Reporting	System should provide advanced search capability. For example, searching by account number, amount, text in memo, reference numbers or by other critera that could be found in the General Ledger
Medium	Forecasting	Ability to facilitate “what if” scenarios for the purposes of forecasting and re-forecasting (e.g., new sales territory, KPI changes)
High	Forecasting	Compares actual to budget - actual to budget to prior year and period to period comparison
Medium	Forecasting	Create KPIs and Business Intelligence for the following:

-Daily schedules -Costs and Margin -Profitability by business line / entity -Expected revenue/margin customer segment -Other

Low	Forecasting	Establish and maintain core drivers and assumptions, and apply those drivers and assumptions in Budgeting, Planning and Forecasting calculations
Low	Forecasting	Facilitate budget/forecasting input by business contributors through both system templates and via uploading of offline standardized Excel templates
High	Forecasting	Flexible time-based comparison reporting, for example:

-Month to Date vs Budget, vs Prior Year -Year to Date vs Budget, vs Prior Year -Quarterly and Monthly comparisons -Variance Reports

High	Journal Entries	Ability to seamlessly support asset disposition entries
Low	Journal Entries	Able to insert pre-defined text for a description for recurring or frequent journal entries
High	Journal Entries	Allows for posting of a journal entry to a prior period (subject to user rights) while the current period remains open
High	Journal Entries	Automatically assigns sequential numbers to all journal entry transactions for audit trail purposes
Medium	Journal Entries	Automatically book entries based upon pre-established rules
High	Journal Entries	Maintain detailed transaction history in the General Ledger for both system and manually generated journal entries.
High	Journal Entries	Support recurring JE's
High	Journal Entries	Support reversing journal entries
High	Journal Entries	The system must provide for error identification and correction before actual posting occurs, including the rejection/flagging of out-of-balance transactions and invalid account numbers
Medium	Roles & Restrictions	Ability to limit access to accounts on the general ledger (ex. salary expense accounts)
Medium	Roles & Restrictions	Ability to manage/limit type of transactions that can be viewed or posted to various accounts or departments
High	Roles & Restrictions	Ability to provide clear audit trail (who made change, when, etc.) for all GL structure changes including entities, chart of accounts, reporting lines, etc.
Medium	Roles & Restrictions	Ability to restrict the use of certain account and segment combinations (e.g. certain departments can post only to certain accounts)
Medium	Finanancing	Track Loans Receivable and remind customers to make payments, perform autocharging, and split payments between principal and interest.
Medium	Grant Management	Track grants received with financial reporting by fiscal year
Medium	Grant Management	Track grant stipulations and ability to meet stipulations by grant.
Medium	Grant Management	Attribute expenses and revenue to a Grant ID and Year

Functional and Technical Requirements

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Inventory Priority (L/M/H) Dolan, Adam: For weighted score:

"L"=1, "M"=2, "H"=3	Subprocess	Accounts Payable Requirements	Requirement Met?
(Y/N)	Delivery

Method (S,W,T,C,N) Rhodes, Troy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available Comments (Free Text - Required for Delivery Methods W, T, C, & N)

Medium	Inventory	Manage an item listing, define replenishment points, and setup both inventory and non-inventory itmems.
Medium	Inventory	Setup bills of material, routings, and preferences for conversion activities that support construction and also small device assemblies.
Medium	Inventory	Support various options for costing methods including weighted average and standard costing
Medium	Inventory	Allocate inventory to open orders based on businses rules of priority, location, and other factors
Medium	Inventory	Perform inventory costing that is driven by transaction values, the costing method, and allows for traceability to the costing of inventory
Medium	Inventory	Allow for transfers, adjustments with reason codes, and inventory location reporting.
Medium	Inventory	Valuation reports by location, part number, or other classification
Medium	Warehouse Management	Inbound Receiving: Including receipt to staging bin, inspection and putaway.
Medium	Warehouse Management	Outbound Flows: Including picking, packing, and shipping.
Medium	Warehouse Management	Ability to use scan gun to transact via scanning of bar codes or QR codes
Medium	Warehouse Management	Perform physcial count and bin cycle counts.
Medium	Warehouse Management	Use a Transfer Order with both a fulfillment and receipt transaction prior to completion.
Medium	Warehouse Management	Utilize Work Orders to consume raw materials and ultimately create a finished good assembly.
Medium	Warehouse Management	Allow for creating a capital asset from a Work Order rather than inventory.
Medium	Warehouse Management	Allow predefining labor in a routing to be consumed into the cost of mateials
Medium	Inventory	Support landed costs being absorbed as part of the purchasing and receiving process
Medium	Inventory	Allow for accrued purchases and a three-way match from PO to Bill
Medium	Inventory	Permit serial number tracking on inventory
Medium	Inventory	Support managing and moving inventory across various locations and even across businss entities within the same environment.
Medium	Warehouse Management	Bin and zone management
Medium	Warehouse Management	Ability to track technician truck/van inventory in addition to warehouse sites

Functional and Technical Requirements

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Procure2Pay Priority (L/M/H) Dolan, Adam: For weighted score:

"L"=1, "M"=2, "H"=3	Subprocess	Accounts Payable Requirements	Requirement Met?
(Y/N)	Delivery

Method (S,W,T,C,N) Rhodes, Troy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available Comments (Free Text - Required for Delivery Methods W, T, C, & N)

Low	AP Reporting	Able to forecast payables based on due date
High	AP Reporting	Accounts Payable Check Register: Must print vendor number, invoice number, vendor name, check date, amount for each invoice, check number, check amount
High	AP Reporting	Accounts Payable Disbursements Report: User defined parameters must include ability to sort on all fields and print paid items within a range of payment dates
High	AP Reporting	General reporting capabilities on activity and ability to run a credit card audit log to audit specific activity and bank charges on a credit card
High	AP Reporting	History Check Register: Provide the ability to print a check register for any range of dates or check numbers
High	AP Reporting	Print AP summary and detail aging by user-defined aging categories
High	AP Reporting	Produce a vendor history report
High	AP Reporting	Track date of last activity for vendors
Low	AP Reporting	The ability for the system to support the tracking and robust reporting of intercompany transactions using invoices.

E.g, transaction type, outstanding balances, etc.

	High	Expenses	Ability to set expense types in a general ledger account (additional granularity)
	High	Expenses	Allocate an expense to multiple departments.
	Low	Expenses	Credit card reconciliation includes imported statement detail capability
	High	Expenses	Import daily and then view credit card charges by department to process/code/approve individual transactions
	High	Invoices	Adding a description or custom fields on invoices as needed
	Medium	Invoices	Set-up and process recurring payments/invoices
	High	Purchasing	Capability to place an AP Invoice on hold to prevent payment
	Medium	Purchasing	Provides ability to enforce approval thresholds
	High	Vendor Management	Apply multiple attributes to a Vendor for process of payment to allow for multidimensional reporting. This requirement is meant to stress the need for the system to allow for us to track unique information across all vendors
	High	Vendor Management	Assign a vendor status (e.g. Active, Inactive, Hold)
	High	Vendor Management	Assign vendor creation system privileges to authorized individuals
	High	Vendor Management	Capture 1099 vendor information and produce 1099 related documents for filing electronically (e.g., 1099 Preview Report)
	Low	Vendor Management	Deactivate vendor automatically after a defined period of inactivity
	High	Vendor Management	Process and file credit memos by vendor
	High	Vendor Management	Segregate internal notes on transactions and checks from comment field which are printed on check and electronic payment acknowledgements
	High	Vendor Management	Set up pre-defined sets of accounts and corresponding descriptions for vendors with recurring type invoices that are always expensed to the same General Ledger account
	Medium	Vendor Management	Vendor parent/child relationships are incorporated into the Vendor master record setup
	Medium	Vendor Payment	Able to flag a Fixed Asset at the time invoices are entered and have the system facilitate creation of a Fixed Asset record based on the invoice received
	Medium	Vendor Payment	Allows for pre-payment and partial payments with a user defined workflow approvals process
	Low	Vendor Payment	Automatically calculates payment due date and discount amounts based on invoice date
	Low	Vendor Payment	Automatically establish payment timing based on the invoice date and specified payment terms.
	Medium	Vendor Payment	Can setup tracking for vendor prepayments
	Medium	Vendor Payment	Cancel or void a check before printing
	High	Vendor Payment	Enter multiple invoices and multiple line items per invoice, split among an unlimited number of G/L accounts, on a single screen
	High	Vendor Payment	Option to print separate checks for a single vendor, when needed and pay all invoices from a vendor with one check
	High	Vendor Payment	Override the system calculated payment date with the desired payment date
	High	Vendor Payment	Pay an invoice via ACH, EFT, wire transfer, check, and credit/debit card
	High	Vendor Payment	Select invoices for payment based upon manual selection or automatic selection using payment dates, vendors, specific vendors, bank accounts, invoice batches, or invoice numbers
	Medium	Vendor Payment	Select payment amount different from invoice total (short pay)
	High	Vendor Payment	Settlements for Debit and Credit on same vendor
	Medium	Vendor Payment	Support automated check info to bank for fraud purposes (positive pay)
	High	Vendor Setup	Alert of a potential duplicate record (e.g., duplicate TIN#, phone #, address, etc.) when adding a new vendor and ability to merge vendor information if duplicated.
	High	Vendor Setup	Vendor master file contains:
• Vendor name
• Alternative name
• Multiple addresses (remittance, mailing and billing)
• Payment terms and methods
• Multiple phone #s
• Federal tax ID
• Multiple contacts with each individuals' contact information

• Multiple email addresses

High	Spend Management	Ability to send email to an address and have the attachments auto-scan to AP automation solution with images and data entry via AI or OCR.
High	Spend Management	Ability to route bills for approval
High	Spend Management	Ability to pay via electronic payment (ACH) with a click of a button
High	Spend Management	Ability to distribute corporate cards with pre-defined budgets and GL account coding.
High	Spend Management	Process expense reports via mobile phone, take pictures of receipts, and route for approval. Route to business leaders and accounting.
High	Spend Management	Purchase Order processing, routing, approval, and 3-way match to receipts and bills.
High	Supply Chain Management	Material requirements planning solution that will identify demand, sources, anticipate timing of inventory, and suggest Purchase Orders, Work Orders, and Transfer Orders based on forecast or replenishment points.
High	Supply Chain Management	Allocate inventory to Sales Orders, Transfer Orders, or Work Orders automatically based on businss rules.
High	Supply Chain Management	Allow for replenishment rules using a hub-spoke model or direct sourcing model per location.
High	Project Management	Allow job/project tracking, while allowing connection back to customer
High	Project Management	Attribute expenses, materials, labor, and timesheets to a project or job
High	Project Management	Create a project budget and measure actual performance against budgeted cost categories
High	Project Management	Allow project or job to be coded in purchasing transactions, sales transactions, inventory transactions, and journal entries.
High	Project Management	Permit billing to come out of project or job using milestones or % of completion methods
High	Project Management	Recognize revenue based on milestone or % of completion methods.
High

Functional and Technical Requirements

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Invoice2Cash Priority (L/M/H) Dolan, Adam: For weighted score:

"L"=1, "M"=2, "H"=3	Subprocess	Accounts Receivable, Billing & Cash Receipts Requirements	Requirement Met?
(Y/N)	Delivery

Method (S,W,T,C,N) Rhodes, Troy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available Comments (Free Text - Required for Delivery Methods W, T, C, & N) High Accounts Receivable A centralized master customer table should be shared across departments but visibility is subject to appropriate user level rights and responsibilities

Across entity/company in addition to department. We will want to really see how this would work in the Demo as their are pros and cons to having them combined acorss entiteis or seperated.	Y	S
		High	Accounts Receivable	Unlimited accounts and history	Y	S
		High	Accounts Receivable	Ability to group and allow for recurring invoices/transactions, that are configurable to established date ranges (Start date/End Date), reminders, milestones, etc.	Y	S
		High	Accounts Receivable	Track credits and deposits	Y	S
		High	Accounts Receivable	Allow credit memos, refunds and deposits to be applied to accounts and have a process for any other adjustments such as write-offs subject to a configurable approval workflow	Y	S
		High	Accounts Receivable	Allow for multiple billing cycles	Y	S
		High	Accounts Receivable	Supports creation of multiple invoice templates for use with specific customers and various entities, and ensure import function supports this requirement	Y	S
		High	Accounts Receivable	Standard options for payment processing (e.g., wire, check, EFT, credit/debit card, etc.)	Y	S
		High	Accounts Receivable	Triggered workflow for collections activities (e.g., auto-notified of aging in excess of 60 days, 90 days, etc.)	Y	S
		High	Accounts Receivable	Maintain and modify templates that can be configured to send automated collection notices via email straight out of the system, with the ability to turn on/off by customer	Y	S
		High	Accounts Receivable	Record and retain history of collections communications for review by department management	Y	S
		High	Accounts Receivable	Allows for corrections to be made after a payment is received, processed and deposited with appropriate audit trails and access restrictions	Y	S
		High	Accounts Receivable	Allows payment to be applied to multiple invoices and ensure import function supports this ability	Y	S
		High	Accounts Receivable	Identify and bill for sales tax for taxable items or services. If the customer has established non taxable status, system captures this accordingly.	Y	S
		Medium	Accounts Receivable	Store sales tax exemption certificates in the system.	Y	S
		High	Accounts Receivable	Collected taxes must be able to be allocated to an unlimited number of agencies (e.g., state, city, county, etc.)	Y	S
		Medium	Accounts Receivable	Provide for flat rate billings or one-time special charges	Y	S
		High	Accounts Receivable	Print user defined messages on an individual bill	Y	S
		Medium	Accounts Receivable	Post payments and adjustments to bad debt accounts	Y	S
		Low	Accounts Receivable	Reinstate a bad debt account to the active data files without having to re-enter account information	Y	S
		High	Accounts Receivable	Support for generating electronic invoices which can be sent via email without export or accessible through a customer portal.	Y	S
		High	Accounts Receivable	Support for integrating with payment gateways for processing online payments.

> Auth.net > Orion

> Elevon (Merchant)	N	T
		High	Accounts Receivable	Capability to handle different types of discount programs and reflect them accurately on the invoices.	Y	S
		High	Accounts Receivable	Categorize customers into different tiers or groups for billing and reporting purposes.	Y	S
		Medium	Accounts Receivable	Support for generating consolidated invoices for customers with multiple purchases within a billing cycle	Y	S
		High	Accounts Receivable	Capable of grouping invoices per a customer project (e.g., Goods, Services)	Y	S
		High	Accounts Receivable	Automatically update the financial accounts and provide real-time visibility into the accounts receivable status.	Y	S
		High	Accounts Receivable	Support for automating the reconciliation process to match payments received with invoices sent and ability to modify matching as needed. (E.g. payment and invoice matching by customer, invoice number, oldest invoice, dollar within a threshold, etc.)	Y	S
		High	Accounts Receivable	Provision for securely storing and managing customer payment information for future transactions.	Y	S
		High	Accounts Receivable	Support customer pre-payments, installment and post-project payments	Y	S
		Medium	Accounts Receivable	Customer parent/child relationships are incorporated into the Customer master record setup	Y	S
		Low	Accounts Receivable	Deactivate customer account automatically after a defined period of inactivity	Y	S
		Medium	Accounts Receivable	Can reactivate deactivated customer account with proper authorization	Y	S
		Low	Accounts Receivable	Trigger alerts through rule sets or field restrictions when entering payment amounts (e.g., Entering an extra '0' at the end of an amount)	Y	C
		High	Accounts Receivable	Ability to receive deposits when no invoice is present	Y	S
		High	Accounts Receivable	Ability to have a different payee for an invoice the receiving customer and sales tax still based on received not payee.	Y	S
		High	AR Reporting	Aging report that allows the user to define the dates and ages that print on the report (e.g., Overdue Accounts)	Y	S
		High	AR Reporting	Customized Invoices and Statements can be produced at any time and sent via email, either for customers across all entities or specific to each	Y	S
		High	AR Reporting	Detail report for each receivable G/L account	Y	S
		High	AR Reporting	Detailed A/R report demonstrating historical activity including invoices, credit memos and payments	Y	S
		High	AR Reporting	Track payments back to invoices	Y	S
		Low	AR Reporting	Provides the ability to maintain a cash flow forecast and track progress against the forecast	N	T
		High	AR Reporting	Age accounts in 30, 60, 90, and 120-day increments	Y	S
		High	AR Reporting	Generate comprehensive reports showing the revenue by customer, region, product, customer location (State) or any other parameter.	Y	S
		High	AR Reporting	Handle and track partial payments or installment payments against invoices.	Y	S
		High	AR Reporting	Generate reports displaying all the outstanding balances across all entities	Y	S
		Medium	AR Reporting	Generate exception report for outliers and/or abnormal receivables activities	Y	S
		High	Bank Reconciliation	Print a standard bank reconciliation (GL Cash Balance + Outstanding checks - deposits in transit = Bank Statement Balance) report, daily, weekly, monthly or ad-hoc.	Y	S
		High	Billing	Provision for setting up automated billing for subscription-based or recurring services with different billing cycles (monthly, quarterly, annually).	Y	S
		Medium	Billing	Configure and manage contractual billing parameters	Y	S
		Low	Billing	Projects include the ability to perform progress billings and revenue recognition; the system should support this business process	Y	S
		High	General	Track customer information through system by contacts and locations with ability to filter and/or query	Y	S
		High	General	Provides a self-service portal for customers to view their invoice and payment history, make payments, and manage their account information.

Ability for customer to pay multiple invoices accross several entities/companies and have those payments split and remitted to the appropriate entity. *As well as update card or bank information for any subscription-based or recurring services active across several entities (could be different between). These also need to be able to receive into different bank accounts for various entities	Y	C
		Medium	General	Have the capability to automatically create refund invoices in Accounts Payable to refund credits and deposits by automatically creating a vendor record for the customer without having to re-enter the data into the AP system	Y	S
		High	General	Ability to search through the use of filters (e.g., Filter out other companies, Searching amounts for specific companies)	Y	S
		High	Fulfillment	Mark items on an order picked, packed, and/or shipped.	Y	S
		High	Fulfillment	Track shipments, tracking numbers, and notify customers	Y	S
		High	Fulfillment	Drop-shipments from supplier directly to a customer location or construction site.	Y	S
		High	Invoicing	Send customers click-to-pay invoicing	Y	S
		High	Invoicing	Perform Dunning-type procedures to remind customer to pay	Y	S
		High	Invoicing	Give customers ability to log into a portal and view financial history and pay open invoices	Y	S
		High	Returns	Support a return authorization process, which includes approval, receiving, and crediting or refunding the customer.	Y	S
		High	Invoicing	Allow for ACH or credit card payments	Y	S
		High	Invoicing	Allow for lockbox payments	Y	S
		High	Invoicing	Allow for customer-specific bank accounts to facilitate inbound payments direct to the bank	Y	S
		High	Cusomer Management	Support a customer portal that allows customer to share documents, see financial history, and make payments. Customer portal should allow for single sign on for customer that may access other home-grown systems.	Y	S

Functional and Technical Requirements

&"Times New Roman,Regular"Printed: &D &"Times New Roman,Regular"Accounts Receivable - Billing - Cash Receipts &"Times New Roman,Regular"Page &P

Order2Cash Priority (L/M/H) Dolan, Adam: For weighted score:

"L"=1, "M"=2, "H"=3	Subprocess	Commercial Requirements	Requirement Met?
(Y/N)	Delivery

Method (S,W,T,C,N) Rhodes, Troy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available Comments (Free Text - Required for Delivery Methods W, T, C, & N)

High	Order to Cash (O2C)	Apply sales tax automatically as applicable
High	Pricing & Product Management	Automatically calculate and track discounts at the total bill level or individual line level
Medium	Pricing & Product Management	Pricing effective dates for new price models
High	Pricing & Product Management	Items can be priced using multiple scenarios, such as manual, set, item, and customer agreement(s)
High	Pricing & Product Management	Generates new price lists with user-defined effective date(s)

Customer Management Support global customers across multiple entities

Functional and Technical Requirements

&"Times New Roman,Regular"Printed: &D	&"Times New Roman,Regular"Capital Assets
	&"Times New Roman,Regular"Page &P

Fixed Assets Priority (L/M/H) Dolan, Adam: For weighted score:

"L"=1, "M"=2, "H"=3	Subprocess	Fixed Assets Requirements	Requirement Met?
(Y/N)	Delivery

Method (S,W,T,C,N) Rhodes, Troy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available Comments (Free Text - Required for Delivery Methods W, T, C, & N)

High	Depreciation	Attach multiple depreciation types to the same Fixed Asset to facilitate the creation of different financial statements (e.g.,, tax basis financial statements).
High	Depreciation	Designates the expense account for General Ledger (GL) depreciation.
High	Depreciation	Generate depreciation amounts and post automatically to the General Ledger.
Low	Depreciation	Provides depreciation calculation results for the current and future years for the lifetime of the asset.
High	Depreciation	Provides support for all general depreciation methods as well as federal tax methods.
High	Depreciation	System should calculate depreciation either year-to-date or period-by-period.
Medium	Depreciation	Track non-depreciating assets such as expensed items and/or land.
High	FA Reporting	Drill-down capabilities within Fixed Asset Master records for access to related detailed information.
High	FA Reporting	Generates exception reports for Fixed Assets and Accounts Payable reconciliation.
High	FA Reporting	System should categorize assets into various predefined types.
High	FA Reporting	Track assets by project and capital expenditures
High	Fixed Asset Management	Allows users to define classes of Fixed Assets.
Medium	Fixed Asset Management	Attach an unlimited number of electronic files to a Fixed Asset record.
High	Fixed Asset Management	Capture comprehensive asset data including Accounts Payable reference, date of purchase, and cost.
High	Fixed Asset Management	Provide a flexible free-form field for asset description.
High	Fixed Asset Management	Record asset disposition date and value.
High	Fixed Asset Management	Track assigned asset locations with an option to tag each asset.
High	General	Automate the recording of purchase amount, purchase date, description, vendor, invoice number, and purchase order number from Accounts Payable to Fixed Assets.
High	General	Integration with Purchasing, Accounts Payable, and Project Tracking for additions/updates to the Fixed Assets schedule.

Functional and Technical Requirements

&"Times New Roman,Regular"Printed: &D	&"Times New Roman,Regular"Capital Assets
	&"Times New Roman,Regular"Page &P

Future Processes Priority (L/M/H) Dolan, Adam: For weighted score:

"L"=1, "M"=2, "H"=3	Subprocess	Accounts Payable Requirements	Requirement Met?
(Y/N)	Delivery

Method (S,W,T,C,N) Rhodes, Troy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available Comments (Free Text - Required for Delivery Methods W, T, C, & N)

Medium	Field Service Management	Speak to your ability to support a full field service management process, including use of mobile apps by techs to easily consume inventory, bill, take signature, capture payment, and other tasks.
Medium	Service Order Management	Illustrate how you can support recurring service orders, attaching service requests to equipment, automating reminders for service orders, and integrating this to field service management.
Medium	Lead and Opportunity Management	Does your solution natively support CRM processes? Speak to your ability to support traditional CRM processes such as lead management, opportunity management, pipeline reporting, and managing various customer interactions along the way. Does your CRM integrate emails and appointments to Outlook or Gmail?
Medium	Case Management	Verify you can support a ticketing system that facilitates workflows and interactions with customers, including notifications, note taking, and escalation in addition to the standard case management features.
Medium	Resource Management	Outline your ability to manage resources to carry out jobs/projects and consider constraints such as hours, skills, and location is of interest. Include other features supported related to resource management.

TECH

Technical Specifications Requirement Met?

(Y/N) Vitale User: For Weighted Score:

"Y" = 1 "N" = 0 Delivery Method (S,W,T,C,N) Majeske, Amy: S=Standard W=Workaround Needed C=Customization Needed T=Third Party Add On N=Not Available

	Comments
(Free Text - Required for Delivery Methods W, T, C, & N)	Weighted Total	CALCULATIONS - DO NOT ENTER
Priority Calc	CALCULATIONS - DO NOT ENTER
Req Met?	CALCULATIONS - DO NOT ENTER
Delivery Method	Response
	What deployment models are offered for the implementation of the solution? (e.g. multi-tenant cloud, private cloud, on premise, etc.)
	Please describe how patches, updates, and upgrades are managed in each of the available deployment models and explain the communication process related to system updates, particularly in validated environment
	Is there a standard system upgrade cycle? How frequently are upgrades patched to users? Please explain the change management process that is used including how these changes are communicated.
	Does the system allow users to delegate authority for responsibility of approval workflows? Please describe this process and how workflows are administered for temporary periods (sick time, vacations, leave) or in the event of an employee onboarding/termination.
	Does the system maintain a system audit trail of changes which includes data affected, user id, date and time? Does the system have the ability to archive system audit trail through a scheduled process?
	Please describe the data backup process (cloud vs. on premise). Is there a business continuity / disaster recovery SLA? Describe standard Recovery Point Objective / Recovery Time Objective? Are SOC 1 and SOC 2 reports available?
	Please describe the levels of support offered by both the vendor and implementation partner

&"Times New Roman,Bold"Client XYZ Functional and Technical Requirements q

&"Times New Roman,Regular"Printed: &D &"Times New Roman,Regular"Project Accounting &"Times New Roman,Regular"Page &P

IMP

Implementation Methodology and Timeline	Response
On average, what is the length of implementation of the proposed solution? Please describe the expected implementation length in the context of a phased approach as well as the process for adding modules to the system as the company grows.
Please describe how the vendor or implementation partner supports the user acceptance testing phase of their standard implementation approach. How would Advisors Excel be expected to prepare for and participate in user acceptance testing?
Please describe how the vendor or implementation partner supports the training and readiness for all types of users in the organization (administration, accounting, coders, report viewers, etc.)
Please describe post go-live support options / structure provided by the software vendor and implementation partner. How long after go-live will there be support from the implementation team?
Please describe structure and availability of ongoing support, including methods for access to support and SLAs.
Please describe the scalability of the application

Investment Summary

Solution / Vendor Name:			Comments
Up-front Costs - Year 1
Implementation Services	Low	High
Plan / Project Management
Requirements Development
System Design / Configuration / Custom Development
Testing / Validation
Data Migration
Training
Transition
Travel
Integration Services
Other (Please Specify)
Subtotal Cost: Implementation Services
Up-front Costs - Year 1	$ - 0	$ - 0

Annual Recurring Costs			$
SaaS Subscription Fees	Low	High

Subtotal: Recurring Fees $ - 0 $ - 0

Ongoing External Support
Annual Support & Maintenance
Other Annual Fees (please describe)
Subtotal: Ongoing External Support	$ - 0	$ - 0
Subtotal Cost: Annual Recurring Costs	$ - 0	$ - 0

Total Investment $ - 0 $ - 0

OPTIONAL Sevices
OPTIONAL Services Fees			$
OPTIONAL Implementation Services	Low	High

Subtotal: Recurring Fees $ - 0 $ - 0

OPTIONAL Licensing
OPTIONAL Annual Recurring Costs			$
OPTIONAL SaaS Subscription Fees	Low	High

Subtotal: Recurring Fees $ - 0 $ - 0

User License	User Count
Full Users
Limited Users (reports view only, authorization level approval only, etc.)
Total Users
Additional Questions	Responses
Describe your pricing model and how the estimated cost was established and what factors impact the cost
Is product pricing based on named users, concurrent users, etc.?

DropDownLists

Requirement Priority	Requirement Met	Delivery Method
High	Y	S
Medium	N	W
Low		T
		C
		N

File details come from the government source that posted it. Updated Feb 13, 2026.