AlexRenew ERP Functional Requirements Final.xlsx
XLSX spreadsheet 66 KB Posted
- Attached to
- RFP-26-012 Finance, Accounting, and Procurement Enterprise Resource Planning (ERP) System
- Solicitation number
- RFP-122981
- Issued by
- Virginia
About this file
Summary: AlexRenew ERP Functional Requirements Matrix
This is a Functional Requirements Matrix for a Finance, Accounting, and Procurement Enterprise Resource Planning (ERP) System to be implemented by AlexRenew, a Virginia-based organization. The document serves as a comprehensive assessment tool for evaluating vendor proposals against detailed functional capabilities across multiple business areas including Finance (Accounts Payable, Accounts Receivable, Banking, Budget, Fixed Assets, General Ledger, Project Accounting, and Purchasing), Inventory Management, and General/Technical requirements. The matrix contains approximately 600 individual requirements spanning core ERP functionalities such as invoice processing, vendor management, budget control, asset depreciation, journal entry creation, procurement workflows, and financial reporting. Respondents must indicate their capability to provide each requirement using standardized response codes: "Std" for standard configuration, "Future" for planned releases, "3rd Party" for third-party add-ons, "Custom" for modifications requiring customization, or "NA" for inability to provide. Requirements are assigned priority levels of High (H), Low (L), or Informational (I), with scoring weights of 100%, 20%, and 0% respectively to evaluate proposals. The selection committee will calculate scores based on each respondent's capability and requirement priority levels.
Respondents are cautioned that capabilities marked as standard must be verified during proof-of-concept activities, and any functionality claimed to be under development requires documented verification of availability by implementation start date, with pricing impact disclosure. The matrix emphasizes critical controls including segregation of duties (preventing users from both approving requisitions and related invoices), real-time data validation, comprehensive audit trails, workflow approval routing, security restrictions at transaction and field levels, encryption standards (TLS 1.2 or higher for data in transit; AES-256 or equivalent for data at rest), and integration capabilities via APIs and web services. No specific contract term, pricing details, set-asides, or incumbent information is provided in this functional requirements document.
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| File | Type | Posted |
|---|---|---|
| 2026-0623-RFP-26-012 ERP.pdf |
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Instructions
| AlexRenew, VA |
| Enterprise Resource Planning System - Functional Requirements Matrix |
| Outline of Functional Areas: | Please enter your organization's name in the cell below: |
| Finance | Respondent's Name |
| Accounts Payable | |
| Accounts Receivable | |
| Banking | |
| Budget | Instructions: |
| Fixed Assets | This workbook will be used to collect more details about the functional capabilities of the proposed system. It is imperative that the Respondent answer the questions in accordance with the guidelines provided below. Respondents' responses shall be verified during any scheduled proof-of-concept activities. It is also assumed that the Respondent will provide full proof of the capabilities declared in this workbook. |
Please indicate your capability to provide for each requirement using one of the five codes listed in the key of this tab. Please provide any additional comments or clarification in the 'Comments' column, where necessary. Only enter values in numbered rows, in the 'Response' and 'Comments' columns. 'Response' is required for each item, while 'Comments' are at the Respondent's discretion.
The selection committee will calculate a score for each matrix based on each Respondent's capability to provide and the priority level for each requirement.
Respondents are cautioned not to indicate functionality is included in the standard offering when, in fact, that particular function is in development, UNLESS there is a verifiable commitment that functionality will be available by the time Implementation is to begin. If this is the case, then Respondents should note this fact in the Comments column, indicate the expected release/date at which such features will be made available, and note any impact the additional functionality would have on the pricing. By responding in the affirmative to a capability item, the Respondent agrees to provide such capability in its product.
| General Ledger |
| Purchasing |
| Project Accounting |
| Inventory Management |
| General and Technical |
| Key | |
| Respondents's capability to provide | Code |
| Provided for in the base system with standard configuration options or enhanced configuration included in the quoted cost | Std |
| Provided for in base system of Future release | Future |
| Third Party Add-On to base system | 3rd Party |
| Provided for by Custom modification of base system | Custom |
| Cannot Provide | NA |
| Priority Level | Code | Weight | Code | Points | High/Low Considerations |
| Desired - High | H | 100% | Std | 5 | Frequency of Task |
| Desired - Low | L | 20% | Future | 3 | Hours to Complete |
| Informational | I | 0% | 3rd Party | 1 | Cost Involved (separate software) |
| Custom | 0 | Meet desired goals | |||
| NA | 0 | Adoption Rate |
Requirements
| Business Area | Functional Area | Use Case | Requirement | Priority | Response | Comments | ||
| Finance | Accounts Payable | Allow employees to submit expense reimbursements requests | Employees can submit an expense reimbursement request that is automatically routed for approval based on the department. | L | ||||
| Finance | Accounts Payable | Allow employees to submit expense reimbursements requests | Ability to categorize expenses by type (e.g. hotel, airfare, conference fees, etc.) | L | ||||
| Finance | Accounts Payable | Allow employees to submit expense reimbursements requests | Expense requests can be approved in advance, with the payment made to the employee. | L | ||||
| Finance | Accounts Payable | Allow employees to submit expense reimbursements requests | Allows users to submit receipts after expenses have occurred for final approval of the transactions. | L | ||||
| Finance | Accounts Payable | Allow employees to submit expense reimbursements requests | Ability to calculate amount owed to AlexRenew if the submitted expenses are less than the initial advance payment and transfer to the miscellaneous billing module (or otherwise request payment). | L | ||||
| Finance | Accounts Payable | Approve an invoice via an electronic workflow | Ability to configure workflow to either return to requestor or previous approver when an invoice is denied, depending on the AlexRenew's preference for that workflow. | H | ||||
| Finance | Accounts Payable | Approve an invoice via an electronic workflow | Ability to send invoice to an ad-hoc approver (e.g. an approver not on the normal approver chain) | H | ||||
| Finance | Accounts Payable | Approve an invoice via an electronic workflow | Ability to uphold the rule that the same user cannot both approve a requisition and the invoice for that requisition. | H | ||||
| Finance | Accounts Payable | Approve an invoice via an electronic workflow | Ability to designate temporary alternate approvers (E.g. if approver will be out of office, alternate has their authority to approve for a specified period of time). | H | ||||
| Finance | Accounts Payable | Create AP reports | Ability to drill-down from summary level reports to detail levels for vendor, encumbrance and invoice/payment information. | H | ||||
| Finance | Accounts Payable | Create AP reports | Ability to view check register that includes voided checks, including voided amount. | H | ||||
| Finance | Accounts Payable | Create AP reports | Ability for the system to generate a report that indicates the funding sources for the check run. | H | ||||
| Finance | Accounts Payable | Create AP reports | Ability to create an aging report showing invoices that have been entered but not yet paid. | H | ||||
| Finance | Accounts Payable | Create AP reports | Ability to automatically generate performance measures on the AP process (e.g., number of errors on invoice entry, time to process an invoice, etc.). | L | ||||
| Finance | Accounts Payable | Create payment batch | Ability to cut checks from multiple banks. | H | ||||
| Finance | Accounts Payable | Create payment batch | Ability to pay a single invoice from multiple banks. | L | ||||
| Finance | Accounts Payable | Create payment batch | Ability for the system to generate a report that indicates the funding sources for the check run of payment batch. | L | ||||
| Finance | Accounts Payable | Create payment batch | Ability for user-defined check and check stub formatting, including ability to modify without requiring assistance from the software vendor. | H | ||||
| Finance | Accounts Payable | Create payment batch | Ability to allow selected items to be paid and items to be withheld or deleted from payment batch for a particular check run. | H | ||||
| Finance | Accounts Payable | Create payment batch | Ability to notify the user when a check is to be printed that exceeds a user-defined maximum check amount. | L | ||||
| Finance | Accounts Payable | Create payment batch | Ability to print checks on plain paper stock. | H | ||||
| Finance | Accounts Payable | Create payment batch | Ability to produce, through secure printers, checks with MICR encoding and electronic signatures. | H | ||||
| Finance | Accounts Payable | Create payment batch | Ability to generate positive pay file to transmit to the bank. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to import invoices from a vendor self-service portal for approval by AP staff. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to scan invoices and then the system uses OCR technology to fill in invoice details. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to access information, including attached documents, from the referenced purchase order line item(s) during invoice entry. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to default purchase order information on the invoice during invoice entry with source transaction information (such as vendor name, address, etc. to reduce manual entry). | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to designate "separate check" on an invoice transaction, so this payment is not combined with other payments to the same vendor. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to distribute invoice payments by item or total into multiple general ledger accounts, department, activities, funds and cost categories, project codes, etc. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to send notifications and/or comments within the system on transactions when approving or denying them. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to enter credit amount against a PO. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to enter credit amount against a contract. | L | ||||
| Finance | Accounts Payable | Enter invoices | Ability to enter unlimited line items on an invoice. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to identify capitalized items, based on account and dollar amount, as invoices are processed and prompt user to enter fixed assets related details. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to designate bank account that invoice will be paid from. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to identify invoice type, including: Credit/Debit Memo. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to identify invoice type, including: Manual Payment. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to perform data validation in real time during invoice entry (such as verify GL is valid, vendor exists in vendor file, etc.). | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability for a user to make a correction to an invoice entry while it is in the approval queue. The corrected amount can go through the approval queue without re-entering the entire invoice. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to process one invoice or multiple invoices from one purchase order and/or for one purchase order line item. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to require follow-up actions before processing payments if the amount due on the vendor invoice exceeds the current encumbrance by more than a tolerable threshold (i.e., contact vendor, determine reason for difference, and obtain necessary workflow approvals). | H | ||||
| Finance | Accounts Payable | Enter invoices | System automatically detects potential duplicate invoices and notifies the user when this occurs. | H | ||||
| Finance | Accounts Payable | Enter invoices | Ability to enter an invoice but hold payment until verification is completed. | H | ||||
| Finance | Accounts Payable | Enter invoices | Allows freight charges to be added to an invoice, if the charges are under a defined threshold. | H | ||||
| Finance | Accounts Payable | Enter Invoices | Ability to prohibit the following with the ability of authorized users to override: The unit price from being greater than the unit price approved on the purchase order. | L | ||||
| Finance | Accounts Payable | Generate 1099 forms | Ability to calculate and deduct backup withholding for vendors that are subject to backup withholding. | L | ||||
| Finance | Accounts Payable | Generate 1099 forms | Ability to default 1099 codes based on the general ledger account code. | L | ||||
| Finance | Accounts Payable | Generate 1099 forms | Ability to generate necessary analysis reporting for 1099 generation purposes (summary and invoice detail history sorted by tax ID, Report combining multiple vendors with same tax ID). | H | ||||
| Finance | Accounts Payable | Generate 1099 forms | Ability to identify specific invoices and payments for vendors as 1099 transactions or non-1099 transactions. | H | ||||
| Finance | Accounts Payable | Generate 1099 forms | Ability to process different types of 1099 forms. | H | ||||
| Finance | Accounts Payable | Generate 1099 forms | Vendor provides updates to annual 1099 forms, IRS file formats, etc. with the annual software maintenance agreement at no additional cost. | H | ||||
| Finance | Accounts Payable | Generate 1099 forms | Ability to track all required information for 1099 reporting purposes with ability to make corrections (i.e. 1099 payments versus non-1099 payments, vendor information, etc.) and electronically transmit to the IRS for reporting purposes. | H | ||||
| Finance | Accounts Payable | Generate 1099 forms | Ability to view a 1099 report that identifies vendors that have been associated with a 1099 status but do not have complete 1099 information. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File | Ability to establish security for limited access to social security numbers/FEIN on vendor file. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File | Ability to identify the vendor category (minority, small business, women owned, etc.) | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Addresses | Ability to create a foreign address with a minimum of 6 lines. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Addresses | Ability to create multiple addresses per vendor with the ability to assign each address as appropriate (i.e. invoicing, remittance, ordering, 1099, etc.); and the ability to select different remit addresses during the voucher payment process. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Addresses | Ability to maintain a historical record of addresses using effective dates for changes and prevent usage of prior addresses for new transactions. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Addresses | Ability to establish a control to avoid vendor profile duplication based on TIN and vendor name, but allow multiple physical locations. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Allow one-time vendors | Allows authorized users to enter a one-time vendor that will not be accessible as a normal vendor for future purchases (such as employees receiving reimbursement or citizens receiving a refund). | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Allow one-time vendors | Ability to search one-time payments by vendor name/tax id. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Ability to track and report on all changes to the vendor master record. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Ability to track and search on vendor file address fields including name, address (multiple), phone (multiple), fax and email, contact info, number, type, status (active/inactive), tax ID & type, commodity code (multiple). | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Provides the ability to store discount information (fixed amount or percentage) based on payment type, payment terms, etc. by vendor or invoice. | L | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Ability to annually archive inactive vendors based upon flexible, user-generated parameters. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Tracks KPIs of vendor performance including complaints and resolution. | L | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Allows users to submit a request for adding a new vendor that goes through an electronic approval workflow. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Ability to mark vendor data fields as restricted, which only allows authorized users to view those fields. | L | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Ability to store insurance information for vendors, including expiration date of coverage. | L | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Ability to verify TIN matches IRS database. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | System maintains history of all vendor information changes (e.g. when an address is updated, users can see effective date of new address and still see old address details). | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Users can combine multiple vendors into a single record while maintaining the complete history of all vendors. | L | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Ability to allow vendor data changes without affecting the vendor information on historical transactions. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Create and update vendor records | Ability to maintain a balance of vendor credits and apply invoices against this balance create a payment stub to submit to the vendor for their record. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Payment Information | Ability to enter all needed vendor bank information for EFT payments (ABA number, bank account number, bank name, etc.) with necessary security provided. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Payment Information | Ability to store preferred payment method for each vendor (ACH, check, etc.). | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Track vendor designations | Vendors can be designated as a local vendor. | L | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Track vendor designations | Vendors can be designated as a 1099 vendor. | H | ||||
| Finance | Accounts Payable | Maintain a Vendor File - Track vendor designations | Ability to change 1099 status without losing prior history. | L | ||||
| Finance | Accounts Payable | Pay an invoice tied to a purchase order. | Ability to configure a price tolerance for PO matching, based on set dollar amount or percentage of purchase order. | H | ||||
| Finance | Accounts Payable | Pay an invoice tied to a purchase order. | System automatically routes invoice for approval based on department. | H | ||||
| Finance | Accounts Payable | Pay an invoice tied to a purchase order. | System requires purchase order to be marked as received or service approved before allowing the payment. | H | ||||
| Finance | Accounts Payable | Process a payment | Ability to pre-note when establishing a new bank account. | H | ||||
| Finance | Accounts Payable | Process a payment | Ability to automatically calculate and withhold retainage from an invoice payment, and tracks the withheld amount for future reporting. | H | ||||
| Finance | Accounts Payable | Process a payment | Ability to automatically add retainage amounts to GL holding account and separate cash account. | L | ||||
| Finance | Accounts Payable | Process a payment | Ability to create a recurring payment for a set amount to a vendor (e.g. monthly lease payment). | L | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Vendors can submit an invoice through a vendor self-service portal. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Vendors can view the status of their invoice through a vendor self-service portal. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Registered vendors can inquire on their payment history via a self-service portal. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Vendors can identify services they provide (commodity codes) via a self-service portal. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Allows vendors to review and submit updates for the following information: Payment Method. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Allows vendors to review and submit updates for the following information: Local Vendor Status. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Allows vendors to review and submit updates for the following information: NIGP Commodity Code(s). | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Allows vendors to review and submit updates for the following information: Preferred remittance option (e.g. ACH) and remittance instructions. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Ability to allow vendor to attach electronic documents such as W-9, certificate of liability insurance, additional insured endorsement, licenses, and etc. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Vendor registrations and information changes are sent via a workflow for approval by purchasing staff. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Ability to alert vendors that they already registered (e.g. search by TIN, SSN, address, commodity code and other fields) and then suspend further entry. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Ability to restrict addition of a vendor unless the vendor profile/application is complete with all required and applicable information including automated W-9 verification and insurance (as required) documentation. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Ability to restrict vendors from changing AlexRenew-specified information. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Ability to utilize vendor self-service to send purchase orders to vendors. | H | ||||
| Finance | Accounts Payable | Provide vendor self-service functionality | Ability to send correspondence, notifications, and transaction comments to vendors through the self-service portal. | H | ||||
| Finance | Accounts Payable | Void a payment | Ability for check voiding to provide the option of restoring funds back to the appropriate encumbering document, or back into the appropriate account's available budget balance, and provides the tracking of the check void on the Purchase Order transaction. | H | ||||
| Finance | Accounts Payable | Void a payment | Ability to provide full check voiding, where the vendor master file, general ledger distributions, outstanding checks, and accounts payable detail files are reversed in the general ledger to accommodate voided check. | H | ||||
| Finance | Accounts Payable | Void a payment | Ability to void and replace checks by: individual check, block of checks or entire check run. | H | ||||
| Finance | Accounts Payable | Void a payment | Ability to generate a notification when payments have been reversed. The workflow notification process must provide an audit trail of approvals that are stored with the transaction. | H | ||||
| Finance | Accounts Receivable | Apply late fees and penalties | Ability to calculate interest and penalties using a percentage of bill amount. | L | ||||
| Finance | Accounts Receivable | Apply late fees and penalties | Ability to calculate interest and penalties using a flat fee. | L | ||||
| Finance | Accounts Receivable | Create an Invoice | Ability to create one-time invoices (i.e., one-time customers for miscellaneous sales). | H | ||||
| Finance | Accounts Receivable | Create an invoice | Ability to track receivables and generate statements that aggregate all outstanding charges for a customer. | H | ||||
| Finance | Accounts Receivable | Create an invoice | Ability to establish a series of department specific bill types for various charges. | H | ||||
| Finance | Accounts Receivable | Create an invoice | System has a user configurable invoice template. | H | ||||
| Finance | Accounts Receivable | Create an invoice | Users can create recurring invoices that will be automatically sent at user defined intervals. | H | ||||
| Finance | Accounts Receivable | Create an invoice | Ability to set up charge codes for common items, with specific dollar amounts and GL accounts tied to each code. | H | ||||
| Finance | Accounts Receivable | Maintain customer file | Allows users to enter notes in customer file that other users can view when pulling up the customer record. | L | ||||
| Finance | Accounts Receivable | Maintain customer file | Allows users to view payment history and all outstanding charges for a customer. | H | ||||
| Finance | Accounts Receivable | Maintain customer file | Ability to detect and prevents potential duplicate entries when a user attempts to create a new customer record. | H | ||||
| Finance | Accounts Receivable | Maintain customer file | Customer records can be merged into a single record while maintaining the complete history of the original record. | L | ||||
| Finance | Accounts Receivable | Maintain customer file | Ability to track and search on customer file fields including name, address (multiple), phone (multiple), fax and email, contact info, number, type, status (active/inactive), and tax ID . | H | ||||
| Finance | Accounts Receivable | Process a customer payment | Ability to identify returned or non-sufficient funds checks and create an associated fee. | H | ||||
| Finance | Accounts Receivable | Process a customer payment | Ability to apply overpayment amounts to other invoices for a customer. | H | ||||
| Finance | Accounts Receivable | Process a customer payment | Ability to process refunds against customer credit balance from overpayment. | H | ||||
| Finance | Accounts Receivable | Process write-offs | Ability to write-off all line items on an invoice at one time. | L | ||||
| Finance | Accounts Receivable | Report on outstanding receivables | Users can run an aging report to view outstanding receivables, by due date, by department. | H | ||||
| Finance | Accounts Receivable | Send invoices to customers | Ability to track the following data points for invoices: permit numbers | L | ||||
| Finance | Accounts Receivable | Send invoices to customers | Ability to track the following data points for invoices: property IDs | L | ||||
| Finance | Accounts Receivable | Send invoices to customers | Ability to email invoices to a customer. | H | ||||
| Finance | Accounts Receivable | Send invoices to customers | Ability to automatically print or email an invoice based on preference defined in the customer file. | H | ||||
| Finance | Banking | Create journal entries | System will create journal entries for investment and interest activities and post with electronic workflow approval. | L | ||||
| Finance | Banking | Create journal entries | Ability to split debt payments across accounts and funds. | L | ||||
| Finance | Banking | Create journal entries | Ability to automatically record interest receivable and revenue to the General Ledger for all investments including the estimated pool investment interest monthly. | H | ||||
| Finance | Banking | Integrate with bank | System will download bank activity and balances and reconcile to recorded receipts and disbursements. | H | ||||
| Finance | Banking | Integrate with bank | Ability to import a list of cleared checks from the bank for each account. | H | ||||
| Finance | Banking | Manage cash flow | System will execute electronic transfers (e.g. wires, EFTs and ACH), from within the system. | L | ||||
| Finance | Banking | Manage cash flow | System will show on a dashboard daily cash balances by bank account. | L | ||||
| Finance | Banking | Manage cash flow | Ability to manage and forecast cash flow based on projections and historical trends, with ability to manually override information. | L | ||||
| Finance | Banking | Manage cash flow | Ability to automate calendar import for federal reserve holidays, bank holidays, and AlexRenew holidays. | L | ||||
| Finance | Banking | Manage cash flow | Ability to track daily accumulated balances and cash flows by fund, and compute an average balance based on user defined dates. | L | ||||
| Finance | Banking | Manage cash flow | Ability to automate input of pre-determined target balances into the current day cash position. | L | ||||
| Finance | Banking | Manage cash flow | Ability to automate input of control disbursements, ZBA, lockbox, and bank balances into current day cash position worksheet. | L | ||||
| Finance | Banking | Manage cash flow | Ability to obtain detailed/drilled down information of daily bank BAI data from summary level to specific transaction detail. | H | ||||
| Finance | Banking | Manage cash flow | Ability to track daily bank balances to estimate bank fees related to bank balance, repurchase agreement costs, and interest income. | H | ||||
| Finance | Banking | Manage cash flow | Ability to perform trend analysis for actual versus budget, and actual versus forecast. | L | ||||
| Finance | Banking | Manage cash flow | Ability to track outstanding checks and warrants. | H | ||||
| Finance | Banking | Manage Debt | Ability to analyze different financing options through analytics and "what-if" scenarios. | L | ||||
| Finance | Banking | Manage Debt | System will track various debt obligations. | L | ||||
| Finance | Banking | Manage Debt | System will accommodate amortization schedules related to the AlexRenew's debt obligations. | L | ||||
| Finance | Banking | Manage Debt | System will, with workflow, automatically generate check requests or wire transfers for debt payments. | L | ||||
| Finance | Banking | Manage Debt | System will calculate accrued interest due on the AlexRenew's debt obligations for a specified period. | L | ||||
| Finance | Banking | Manage Debt | System will provide a warning when debt type or group exceeds the limits defined in the debt policy or indenture. | L | ||||
| Finance | Banking | Manage Debt | System will summarize debt outstanding by interest, principal, and total. | L | ||||
| Finance | Banking | Manage Debt | Ability to generate a debt service schedule for each debt instrument type by year, broken down by program/principal/interest and total principal and interest across all programs. | L | ||||
| Finance | Banking | Reconcile transactions | Ability to automatically detect matching transactions from the bank and provide list of exceptions to the user performing the reconciliation. | H | ||||
| Finance | Banking | Reconcile transactions | System will provide detail on outstanding checks and reconcile to bank activity. | H | ||||
| Finance | Banking | Reconcile transactions | Users can drill down from entry in reconciliation screen to corresponding transaction in the sub-ledger to see transaction details. | H | ||||
| Finance | Banking | Reconcile transactions | Ability to manually indicate that a check has been cashed and make corrections with an audit trail. | H | ||||
| Finance | Banking | Reconcile transactions | Ability to track check status including outstanding, cleared, stale-dated, replaced, returned, and voided. | H | ||||
| Finance | Banking | Reconcile transactions | Ability to execute a process to remove stale dated checks from the list of outstanding checks and create the corresponding journal entry. | H | ||||
| Finance | Banking | Reconcile transactions | Provides the ability to notify, track, and monitor the resolution of adjustments that need to be made as a result of an error identified within bank reconciliation. | H | ||||
| Finance | Budget | Adjust the budget | Users can request a transfer of budgeted funds between accounts, with workflow approval. | H | ||||
| Finance | Budget | Adjust the budget | System maintains a history for all budget adjustments, so users can see the original budget and all amended budgets. | H | ||||
| Finance | Budget | Adjust the budget | Ability to identify a budget adjustment as one-time (this year only) or permanent (affect future base budgets). | L | ||||
| Finance | Budget | Compile budget requests | Ability to maintain a requested, recommended, and approved budget. | H | ||||
| Finance | Budget | Compile budget requests | Ability to view progress by departments in budget preparation, as defined in user setup. | H | ||||
| Finance | Budget | Compile budget requests | Ability to approve all requested budget amounts at the same time, or all requests for a defined department or account range. | H | ||||
| Finance | Budget | Compile budget requests | Ability to approve requested budget amounts individually, in addition to the option to do them all at once. | H | ||||
| Finance | Budget | Compile budget requests | Ability to allocate costs globally or to individual departments based upon defined percentage of total cost. | L | ||||
| Finance | Budget | Control expenditures to remain within budget | System will allow budget control at varying levels and combinations of the chart of accounts (e.g., 3rd level of fund; 2nd level of organization, 1st level of general ledger account). | H | ||||
| Finance | Budget | Control expenditures to remain within budget | Ability to control the budget by department by fund (e.g. department A can spend a total of $100,000 in fund 1 and $200,000 in fund 2). | H | ||||
| Finance | Budget | Control expenditures to remain within budget | Ability to create alerts when a user will exceed a budgeted line item amount, but allow a transaction if it is under the budget control level threshold. | H | ||||
| Finance | Budget | Control expenditures to remain within budget | Ability to perform funds availability checking at the project level or account level, based on configuration or if a project string is entered for a transaction. | H | ||||
| Finance | Budget | Control expenditures to remain within budget | Ability to support budget control rules by account (e.g. utility accounts can be overspent). | L | ||||
| Finance | Budget | Control expenditures to remain within budget | Ability to support budget warnings at the account level and project level. | H | ||||
| Finance | Budget | Control expenditures to remain within budget | Ability to support budget checking and warnings performed on all system transactions (requisitions, purchase orders, journal entries, budget change requests, etc.). | H | ||||
| Finance | Budget | Control expenditures to remain within budget | Ability to restrict transfers to/from specific accounts (e.g. salaries to operating expense). | H | ||||
| Finance | Budget | Create a budget request | Users can submit budget requests for approval. | H | ||||
| Finance | Budget | Create a budget request | Users can attach supporting documentation to budget requests. | H | ||||
| Finance | Budget | Create a budget request | System copies notes associated with line items copied from the previous budget. | H | ||||
| Finance | Budget | Create a budget request | Allows users to calculate line item request by taking a percentage or dollar amount of the previous year's budget. | H | ||||
| Finance | Budget | Create a budget request | Users can link specific expenditures to specific revenue sources in their budget requests. | L | ||||
| Finance | Budget | Create a budget request | Ability to identify capital items in the budget with a capital item descriptor, specific to accounts. | H | ||||
| Finance | Budget | Create a budget request | Ability to enter budgets at the project level. | H | ||||
| Finance | Budget | Create a budget request | Ability to create a multi-year contract that automatically includes the budget for the next cycle. | H | ||||
| Finance | Budget | Create a budget request | Ability to limit user entry of specific accounts vs. central office budget planning (e.g. don't allow departments to adjust salaries). | H | ||||
| Finance | Budget | Create a budget request | Ability for users to directly inquire by account on current and prior years actual activity during budget entry (i.e. drilldown on financial detail). | H | ||||
| Finance | Budget | Create a budget request | Ability to import developed budget information from Excel into the budget planning system. Users can use the upload process for some line items and enter other line items via budget entry screen. | L | ||||
| Finance | Budget | Create a budget request | Ability to create a multi-year budget. | H | ||||
| Finance | Budget | Create a capital budget | Users can submit requests for capital projects to be included in the capital plan. | H | ||||
| Finance | Budget | Create a capital budget | Capital budgets can be prepared on a 5-year rolling basis. | H | ||||
| Finance | Budget | Create a capital budget | Ability to enter CIP general information and project categorization (e.g. description, map reference, notes). | H | ||||
| Finance | Budget | Create a capital budget | Ability to rank CIP projects based on selected criteria and score against this criteria. | H | ||||
| Finance | Budget | Create a capital budget | Ability to create projects for capital and grant-funded projects and carry those budgets forward from one year to the next. | H | ||||
| Finance | Budget | Create budget book | Ability to create a budget book document using the approved budget data and historical data. | H | ||||
| Finance | Budget | Create budget book | Ability to create charts and graphs for the budget book using a connection to system data. If the data in the system is updated, the charts and graphs will automatically update. | H | ||||
| Finance | Budget | Create budget forecast | Ability to generate multi-year expenditure forecasts based on budget data and user inputs (e.g. percentage increase from previous year, flat increase, etc.). | H | ||||
| Finance | Budget | Create budget forecast | Ability to perform budget forecasting that incorporates planned salary and benefit adjustments at an employee, position, or organization-wide level. | H | ||||
| Finance | Budget | Publish budget data | Allows AlexRenew to publish data to dashboards that can be viewed by the public. | L | ||||
| Finance | Budget | Publish budget data | Allows AlexRenew to publish updated review and expenditure data throughout the year. | H | ||||
| Finance | Budget | Publish budget data | Ability to maintain multiple years of history in dashboards, so users can compare budget to actuals for multiple years. | H | ||||
| Finance | Budget | Report on the budget | Users can view budget to actuals by category, department, or fund. | H | ||||
| Finance | Budget | Report on the budget | Ability to create year-end estimates of expenses and revenues based on actual year to date amounts. | H | ||||
| Finance | Budget | Report on the budget | Ability to provide a public portal for disseminating budget information. | H | ||||
| Finance | Budget | Rollover the budget | System supports budget rollover process at the end of the year to roll forward unspent budget to the next budget year. | H | ||||
| Finance | Budget | Rollover the budget | System supports the budget rollover process at the project level. | H | ||||
| Finance | Fixed Assets | Add an asset | Ability to accommodate workflow approval for the creation of an asset that is initiated by a purchase that is designated as a fixed asset. | H | ||||
| Finance | Fixed Assets | Add an asset | System supports mass additions with ability to add unique identifier to each asset (e.g. purchase 5 vehicles and add VIN for each vehicle). | H | ||||
| Finance | Fixed Assets | Add an asset | Allows assets to be categorized using user defined categories (e.g. infrastructure, land, etc.). | H | ||||
| Finance | Fixed Assets | Add an asset | Ability to identify potential fixed assets based on invoice dollar amount and GL account. | H | ||||
| Finance | Fixed Assets | Add an asset | Allows user to override potential fixed asset identified by the system if it is not a true fixed asset. | H | ||||
| Finance | Fixed Assets | Add an asset | Allows user to modify information from the purchase when creating an asset (e.g. removing a line item from asset value). | H | ||||
| Finance | Fixed Assets | Add an asset | Allows user to aggregate multiple invoices into a single fixed asset. | H | ||||
| Finance | Fixed Assets | Add an asset | Allows users to create an asset not tied to a purchase/invoice. | H | ||||
| Finance | Fixed Assets | Add an asset | Ability to add bulk additions through an import process with an Excel file. | L | ||||
| Finance | Fixed Assets | Adjust an asset | System accommodates user adjusting original asset cost/value subject to workflow/security constraints. | H | ||||
| Finance | Fixed Assets | Adjust an asset | Ability to accommodate workflow approval of the transfer of assets. | L | ||||
| Finance | Fixed Assets | Create an asset via a capital project | System is able to identify/record all capitalizable costs associated with the construction or purchase/acquisition of an asset as part of a capital project (pulls data from projects module without re-entry). | H | ||||
| Finance | Fixed Assets | Create an asset via a capital project | Ability to select project costs that are capitalized (i.e. total project value does not all have to be capitalized). | H | ||||
| Finance | Fixed Assets | Create an asset via a capital project | A single project can be split into multiple assets. | H | ||||
| Finance | Fixed Assets | Create an asset via a capital project | Multiple projects can be combined to create a single asset. | L | ||||
| Finance | Fixed Assets | Create an asset via a capital project | Ability to capitalize a construction project when it reaches a specified percentage complete. | L | ||||
| Finance | Fixed Assets | Create an asset via a capital project | Ability to capitalize construction in progress at the end of the year for multi-year projects. | H | ||||
| Finance | Fixed Assets | Create fixed asset reports | Allows reporting and inquiry of assets by department or organization unit and by asset type. | H | ||||
| Finance | Fixed Assets | Dispose of asset | Ability to accommodate workflow approval of the disposal of assets. | H | ||||
| Finance | Fixed Assets | Dispose of asset | Ability to add, transfer, or dispose of assets with retroactive dates, and "catch up" activity posts in current period. | H | ||||
| Finance | Fixed Assets | Dispose of asset | Ability to automatically track gain or loss on a sale of asset and determine value of acquired asset (trade-in). | H | ||||
| Finance | Fixed Assets | Fixed asset accounting | System generates journal entries for asset additions, disposals, and transfers. | H | ||||
| Finance | Fixed Assets | Fixed asset accounting | Allows contra accounts for full accrual funds to be used in automatically generated fixed asset journal entries. | H | ||||
| Finance | Fixed Assets | Maintain asset master file | Ability to maintain and track leased equipment. | H | ||||
| Finance | Fixed Assets | Maintain asset master file | Ability to retain fully depreciated assets in the capital asset master file for inventory control purposes prior to disposition. | H | ||||
| Finance | Fixed Assets | Maintain asset master file | Ability to track replacement cost/insurance value of each asset. | H | ||||
| Finance | Fixed Assets | Track asset depreciation | Ability to automatically calculate quarterly depreciation based on asset value and useful life and post the corresponding journal entries to the GL using straight line calculations with a half year convention. | H | ||||
| Finance | Fixed Assets | Track asset depreciation | Ability to associate multiple capital accounts and multiple related depreciation expense accounts with an asset, and assign a percentage split between each. | H | ||||
| Finance | Fixed Assets | Track non-capital assets | Ability to maintain records of non-capitalized assets (e.g. laptop that is under capital threshold, but AlexRenew wants to track). | L | ||||
| Finance | General Ledger | Balance sheet accounts | Ability to maintain a running balance across fiscal years for balance sheet accounts. | H | ||||
| Finance | General Ledger | Create Financial Reports | Provide dashboard tools to define/report on key metrics of financial information, specific to the various department heads. | H | ||||
| Finance | General Ledger | Create Financial Reports | Ability to build the ACFR. | H | ||||
| Finance | General Ledger | Create Financial Reports | Ability to create financial reports for any set of dates, including overlapping fiscal years. | H | ||||
| Finance | General Ledger | Create Financial Reports | Ability to save templates of financial statements such as income statements, performance measures, and yearly reports. | H | ||||
| Finance | General Ledger | Create Financial Reports | Ability to view query or dashboard that indicates those accounts with an abnormal balance (e.g., asset with a credit balance). | H | ||||
| Finance | General Ledger | Create Financial Reports | Ability to prepare preliminary financial statements before period and year-end close. | H | ||||
| Finance | General Ledger | Create Financial Reports | Ability to download data to Excel. | H | ||||
| Finance | General Ledger | Create Journal Entries | System has journal entry functionality to provide assistance in performing allocations, by a percentage or based on a separate allocation table (allocation percentage may change month to month based on actuals). | L | ||||
| Finance | General Ledger | Create Journal Entries | System knows the type (expense, revenue, etc.) for each GL account entered in a journal entry. | H | ||||
| Finance | General Ledger | Create Journal Entries | Ability to create journal entry templates that can be used for recurring entries with scheduling capabilities. | H | ||||
| Finance | General Ledger | Create Journal Entries | Ability to specify users who are able to use specific journal entry templates and prevent others from accessing them. | L | ||||
| Finance | General Ledger | Create Journal Entries | System prohibits the posting of journal entries and batches that are out of balance. | H | ||||
| Finance | General Ledger | Create Journal Entries | Ability for the system to automatically create necessary entries for transactions that cross funds. | H | ||||
| Finance | General Ledger | Create Journal Entries | Ability to allow entries to unlimited accounts with one journal entry (one credit and multiple debits, multiple debits and multiple credits, etc.) with validation of all transactions being in balance. | H | ||||
| Finance | General Ledger | Create Journal Entries | Ability to make adjusting entries that do not affect the GL but allow for necessary reclassifications for financial reporting. | H | ||||
| Finance | General Ledger | Create Journal Entries | Provides the ability to import journal entries with user-defined formats | L | ||||
| Finance | General Ledger | Create Journal Entries | Ability to configure workflow to approve journal entries. | H | ||||
| Finance | General Ledger | Create Journal Entries | Supports the setup of multiple seed numbers for journals allowing different numbering conventions to be used for different types of journal entries | L | ||||
| Finance | General Ledger | Create Journal Entries | Provides the ability to correct errors after posting with link to original entry | H | ||||
| Finance | General Ledger | Manage chart of accounts | Ability to modify and customize the chart of accounts structure with flexibility to define number of digits in segments and number of segments. | H | ||||
| Finance | General Ledger | Manage chart of accounts | Chart of accounts setup is flexible to allow for changes and maintain history (e.g. reassign chart of accounts segments to match organizational change, department merge, etc.). Changes can be made using effective dating. | H | ||||
| Finance | General Ledger | Manage chart of accounts | Allows chart of accounts field to be renamed, and each subsequent year will automatically use the new chart of accounts field name. | L | ||||
| Finance | General Ledger | Manage chart of accounts | System maintains complete audit trail of all changes made to the chart of accounts. | H | ||||
| Finance | General Ledger | Manage chart of accounts | Ability to provide options for account roll-up capabilities at any level of the chart of account segments. | H | ||||
| Finance | General Ledger | Manage chart of accounts | Ability to maintain a self-balancing set of accounts for each fund including assets, liabilities, fund balance, expenditures, and revenues including the ability to automatically close to fund balance when closing fiscal year. | H | ||||
| Finance | General Ledger | Manage chart of accounts | Ability for users to search for accounts by number or name (a portion, wild card, etc.). | L | ||||
| Finance | General Ledger | Manage chart of accounts | Ability to configure certain GL accounts to require a project to be used for all transactions. | L | ||||
| Finance | General Ledger | Perform period end close | Ability to record recurring accruals and the related reversing journal entries in the next period or next year. | L | ||||
| Finance | General Ledger | Perform period end close | Allows the rolling of specified balance sheet accounts to user specified destination accounts in conjunction with the year-end closing process (e.g. fund balance accounts are combined and rolled to a beginning fund balance). | L | ||||
| Finance | General Ledger | Perform period end close | Ability to move balance sheet accounts, unexpended available balances, and unreleased encumbrances over to a new year. | L | ||||
| Finance | General Ledger | Perform period end close | Ability to suppress roll forward of appropriations and encumbrances at fund level, department level, and/or the grant/project level based on user defined roll forward criteria. | L | ||||
| Finance | General Ledger | Perform period end close | Ability for authorized users to reopen closed periods. | H | ||||
| Finance | General Ledger | Perform period end close | Ability to process journals in multiple months simultaneously. | H | ||||
| Finance | General Ledger | Perform period end close | Ability to automatically reverse year end accruals. | L | ||||
| Finance | General Ledger | Perform period end close | Ability to have the last payroll of the year post across two years. | L | ||||
| Finance | General Ledger | Perform period end close | Ability to create a period end close checklist that guides user through the closing process. | L | ||||
| Finance | General Ledger | Perform period end close | Supports automatically updating balance forward entries when updates are made in the prior year | H | ||||
| Finance | General Ledger | Support general accounting requirements | System supports cash, modified accrual, and accrual basis of accounting based on fund. | H | ||||
| Finance | General Ledger | Support general accounting requirements | System supports GAAP reporting requirements. | H | ||||
| Finance | General Ledger | Support general accounting requirements | System allow multiple fiscal years to be open and have transactions processed against them simultaneously, including the ability to have related reversing entries automatically post to new year (i.e. AP, inter-fund journals, accruals). | H | ||||
| Finance | General Ledger | Track financial audit trail | Ability to provide audit trails of all transactions that show user and time that a transaction was made. | H | ||||
| Finance | General Ledger | Track financial audit trail | Ability to track all workflow components. (i.e., creator, approver, attachments, date and time, status, changes). | H | ||||
| Finance | General Ledger | Track financial audit trail | Ability to provide audit trails to trace transaction source for system generated or imported transactions, including source system. | H | ||||
| Finance | General Ledger | Track financial audit trail | Ability to provide audit trails to identify changes made to system parameters and tables that would affect the processing or reprocessing of any financial transaction. | H | ||||
| Finance | Project Accounting | Close a project | When a user attempts to close a project, the system will notify the user if there are outstanding pending items (e.g. labor charges, unpaid invoices, etc.). | L | ||||
| Finance | Project Accounting | Close a project | Users can close a project which will restrict other users from posting expenses or time to that project. | L | ||||
| Finance | Project Accounting | Create and manage project budgets | Ability to provide drill down capabilities on project budgets, cost estimates, and actuals. | H | ||||
| Finance | Project Accounting | Create and manage project budgets | Ability to track the total budget for a multi-year project, but also assign estimated values for each fiscal year that can automatically be input into the annual budget. | H | ||||
| Finance | Project Accounting | Create and manage project budgets | Ability to automatically carry over project balances as well as project set-up information between fiscal years, unless flagged as closed. | H | ||||
| Finance | Project Accounting | Create and manage project budgets | Ability to notify designated staff (project) a defined number of days prior to expiration. | L | ||||
| Finance | Project Accounting | Create and manage project budgets | System provides warnings to users when they reach a specified budget threshold or fully expend the budget for a project and/or segment. | H | ||||
| Finance | Project Accounting | Maintaining project ledgers | Allows transactions to be recorded against a project after they have already occurred. | H | ||||
| Finance | Project Accounting | Maintaining project ledgers | Allows projects to have configurable funding sources for their transactions. E.g. 50/50 split for all transactions, only certain types of expenses are reimbursable, etc. | L | ||||
| Finance | Project Accounting | Maintaining project ledgers | System allow for mapping by project type to align new project accounts to the GL. | L | ||||
| Finance | Project Accounting | Manage project costing | Ability to change project allocation formula without affecting prior allocations. | L |
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