Attachment 5 - Acceptance Requirements.xlsx

XLSX spreadsheet 177 KB Posted Oct 7, 2026

Attached to: ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE AND SERVICES RFP
Solicitation number: 147077
Issued by: Los Angeles County, California

About this file

Written by GovTribe AI · Oct 12, 2026

This is an Acceptance Requirements spreadsheet for the City of Burbank's Enterprise Resource Planning (ERP) software and services Request for Proposal. The document provides standardized instructions and response templates for vendors to indicate their ability to meet 363 functional requirements across Finance, Budget, and Human Resources modules. Respondents must complete columns E through H for each requirement, indicating whether their proposed solution meets each requirement with responses of "Y" (requirement met), "Y-WC" (met with conditions requiring explanation), "N" (cannot be met), or "I" (insufficient information to respond). Requirements marked "Y" constitute binding commitments included in the offeror's fixed-fee implementation price, while "Y-WC" responses require detailed comments explaining conditions and impacts. The Finance section addresses 80 requirements spanning chart of accounts, journal entries, budget monitoring, project management, purchasing, accounts payable, accounts receivable, treasury functions, capital assets, and work orders. The Budget section contains 70 requirements related to budget planning, revenue forecasting, personnel budgeting, capital budgeting, and comprehensive financial reporting. The Human Resources section includes 363 requirements addressing position structure, employee records, certifications, training, personnel actions, succession planning, applicant tracking, benefits administration, compensation, leave management, scheduling, and payroll processing, with specific provisions for compliance with municipal employee unions and memoranda of understanding.

Respondents must organize proposals into three submission packages: Package I containing the primary submission with the completed Acceptance Requirements workbook plus separate Interface and Staffing Level of Effort workbooks, sample agreements, and litigation disclosures; Package II containing the completed Price Proposal Workbook (Attachment 18) with supporting pricing information; and Package III containing the Minimum Qualifications Form (Attachment 19) with supporting documentation. All non-spreadsheet responses must be submitted in PDF or DOCX format, while required workbooks must be in XLS or XLSX format, and sample agreements and litigation disclosures must be PDF files. The RFP requires vendors to maintain all pricing within Package II and indicates this is a fixed-fee implementation engagement with no separate line items visible in the acceptance requirements document itself.

View the file

Other files

File	Type	Posted
Attachment 18 - Price Proposal.xlsx	XLSX spreadsheet	Oct 7, 2026
Attachment 11 - Staffing Level of Effort.xlsx	XLSX spreadsheet	Oct 7, 2026
Attachment 6 - Interfaces.xlsx	XLSX spreadsheet	Oct 7, 2026
RFP IT-2026-01 ERP Software and Services.pdf	PDF	Oct 7, 2026

On GovTribe

Work with this file

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

Instructions

City of Burbank

Acceptance Requirements

Please use the descriptions below to complete columns E - H on the subsequent tabs.
	Indicates input cell for Respondent to supply information.

Column	Header	Description
A	Req #	Requirement number
B	Functional Area	The functional areas described in the Process Scope of the RFP
C	Process	The specific process area within a Functional Area
D	User Story Requirement	Specific requirement the City has for the new ERP system
E	Response	Respondent replies with its ability to meet the requirement
F	Module / System	The module or system (within the ERP or a third-party system) that will meet the requirement
G	Phase	Anticipated phase in which requirement will be met
H	Comment	For the Offeror to provide additional context or clarification as needed. For responses of Yes - With Conditions (Y-WC) a comment is required to explain the condition.

Response Key - Column E: Response
Available Response	Description
Y	Requirement is met by proposed solution, either out of the box or through configuration. All requirements marked "Y" constitute a binding commitment that the Offeror’s proposed solution will deliver the described functionality as part of the implementation services included in the Offeror’s fixed‑fee price.
Y-WC	Requirement is principally and materially met, but with minor, defined limitations, dependencies, or exceptions. Offeror must describe all conditions and impacts in the Comments field that prevent the requirement from being a "Y" response. This response signifies that the Offeror can and will deliver the requirement as part of the contracted implementation scope and within the fixed‑fee price, subject only to the specific conditions explicitly disclosed in the Offeror’s written response.
N	Requirement cannot be met by the proposed solution.
I	Offeror cannot respond without additional information. Provide explanation.

Response Key - Column G: Phase
Available Response	Description
1	The Offeror proposes delivering the Requirement the first go-live phase. If the proposed project is full "big bang" implementation, all requirements would be Phase 1.
2	The Offeror proposes delivering the Requirement the second go-live phase. For example, a project that proposes Financials go-live first, followed by HCM would have the Financials Requirements as a "1" and the HCM Requirements as a "2." The effort to deliver Phase 2 shall be included in the fixed fee price.
X	The Offeror proposes delivering the Requirement during a subsequent phase. The effort to deliver Phase X shall be included in the fixed fee price.

Finance Attachment 6 - Acceptance Requirements

Req #	Functional Area	Process	User Story Requirement	Response	Module / System	Phase	Comment
1	CoA	Chart of Accounts	System will support GASB and GAAP Accounting Standards
2	CoA	Chart of Accounts	System provides a chart of account structure with multiple independent segments
3	CoA	Chart of Accounts	System tracks funds, organizational units, programs, accounts, and projects as independent segments
4	CoA	Chart of Accounts	System provides hierarchies within any segment (example: department and division)
5	CoA	Chart of Accounts	System tracks programs across multiple departments
6	CoA	Chart of Accounts	System will support both the modified and full accrual methods with the ability to convert modified accruals to full accruals
7	BWP	Multiple	System will accommodate all needs for Burbank Water and Power relative to the ERP of the City of Burbank as a utility housed within the City
8	BWP	Multiple	System will accrue costs to multiple jurisdictions outside of the City of Burbank
9	BWP	Multiple	System will hold assets and assign costs for capital asset inventory before utilization in the field
10	BWP	Multiple	System will provide approval workflows processes for all transactions and interactions with the ERP system
11	GL	Journal Entry	Journal entries are entered by accounting staff and routed through an approval workflow
12	GL	Journal Entry	Journal entries are validated against the chart of account structure for valid accounts (example: valid fund, department, program combination)
13	GL	Journal Entry	Journal entries are validated against available funds (budget check or cash availability check)
14	GL	Journal Entry	Journal entries are validated against balancing entries (make sure all entries balance)
15	GL	Journal Entry	System will enable users to import journal entries from spreadsheets (e.g., Microsoft Excel)
16	GL	Journal Entry	Imported transactions from spreadsheets are validated using the same business rules as transactions made in the system
17	GL	Journal Entry	System enables users to reverse journal entries with proper security and approvals
18	GL	Journal Entry	System enables users to schedule accrual auto-reversals
19	GL	Journal Entry	System enables users to attach files/documentation to journal entries
20	GL	Journal Entry	System enables posting of transactions for multiple fiscal years at the same time
21	GL	Journal Entry	System enables users to enter and schedule journal transactions using effective dates (e.g., posting does not occur until effective date)
22	GL	Journal Entry	Posted journal entries provide generic notifications alerting the next level of approval in the workflow (due to public records requests)
23	GL	Journal Entry	System will provide workflow notifications and approvals (in lieu of emails) that are not subject to FOIA requests
24	GL	Journal Entry	System generates audit reports that identify information on journal entries along with user information for who initiated, reviewed, and posted entries
25	GL	Recurring Journal Entry	System provides templates and notifications for recurring journal entries with the same dollar value
26	GL	Recurring Journal Entry	System provides templates and notifications for recurring journal entries with varying dollar amounts
27	GL	Recurring Journal Entry	Recurring journal entries occur at regular frequency (can set start and stop dates)
28	GL	Recurring Journal Entry	System allows journal entries to be scheduled (example: lease/debt schedules)
29	GL	Budget Monitoring	Budget control can be set to soft error (Warn user but allow)
30	GL	Budget Monitoring	Budget control can be set to hard error (Do not allow)
31	GL	Budget Monitoring	System enables budgeting at one level and controlling at a different level (Example: budget by account/object but conduct budget control at department level)
32	GL	Budget Monitoring	System provides role focused budget to actual dashboard with information relevant to user’s department, division, project, and program.
33	GL	Budget Monitoring	System provides notifications to specific users when budgetary amounts are below an (X%) threshold
34	GL	Budget Monitoring	System will enable departmental users to enter budget adjustments via approval workflows prior to posting
35	GL	Project Set Up	System supports multiple-year projects
36	GL	Project Set Up	System supports parent/child relations for projects and sub-projects
37	GL	Project Set Up	System tracks funding sources (multiple funding sources for each project)
38	GL	Project Set Up	System uses project start and end dates for determining eligible expenditures and prohibits transactions outside the project eligibility period
39	GL	Project Set Up	System enables projects to be established across multiple funds and departments
40	GL	Project Set Up	System will enable project sub-levels to be user-defined and to differ across projects
41	GL	Project Set Up	System will identify and track user-defined, multiple sub-levels of a project (e.g. design, pre-construction, construction, post construction, completed)
42	GL	Project Set Up	System will prepopulate values instead of defaulting to a “Misc” or “Other” value
43	GL	Project Set Up	System will enable projects to identify matching fund requirements
44	GL	Project Set Up	System will enable projects to carry key receivables data elements, including, but not limited to batch name, customer number, and revenue GL distribution for AIC [Aid in Construction] related projects.
45	GL	Project Budget	System will establish project budgets for the entire project
46	GL	Project Budget	System will establish project budgets by fiscal year within multi-year projects
47	GL	Project Budget	Budget control for projects can be set for the calendar year
48	GL	Project Budget	Budget control for projects can be set for periods other than the City’s fiscal year (e.g., grantor fiscal year)
49	GL	Project Budget	Budget control for projects can be set for the entire life of project (e.g., multi-year)
50	GL	Project Budget	System will provide budget control at the project level with the ability to amend
51	GL	Project Budget	System will control budget at the sub-project level (example: phase, task, etc.)
52	GL	Project Budget	System will enable setting the level of budget control differently for each project
53	GL	Project Budget	System will limit projects’ expenses based the funding available from their sources
54	GL	Project Budget	System will track and control budgets for multiple projects using the same funding source
55	GL	Project/Grant Tracking	System tracks encumbrance to project through purchasing
56	GL	Project/Grant Tracking	System tracks expense to project through accounts payable
57	GL	Project/Grant Tracking	System tracks direct costs and indirect costs (encumbrance and expense) to project through journal entries
58	GL	Project/Grant Tracking	System applies internal cost rate for each project
59	GL	Project/Grant Tracking	System enables employees to charge time to projects and sub projects
60	GL	Project/Grant Tracking	System tracks salary and benefit costs (expense) to project through payroll
61	GL	Project/Grant Tracking	System allocates indirect costs to projects based on pre-determined cost drivers and allocation schedules
62	GL	Project/Grant Tracking	System identifies eligible expenses for reimbursement based on criteria identified for each project (by account)
63	GL	Project/Grant Tracking	System identifies and tracks funding sources for projects
64	GL	Project/Grant Tracking	System will split the cost of projects across various funding sources by Percentage (e.g. 70% grant, 30% bond)
65	GL	Project/Grant Tracking	System will split the cost of projects across various funding sources by Priority (Grant first, local funds next)
66	GL	Project/Grant Tracking	System will split the cost of projects across various funding sources by priority up to a limit (example: Charge grant first up to $10,000 then charge local funds)
67	GL	Revenue (Grants)	System will split revenue sources across multiple projects
68	GL	Revenue (Grants)	System will use multiple revenues sources for a single project
69	GL	Revenue (Grants)	System will split multiple revenue sources across multiple projects (each project has multiple sources)
70	GL	Revenue (Grants)	System will track grant revenue as deferred revenue until expended by projects
71	GL	Grant Management	System tracks grant applications
72	GL	Grant Management	System tracks grant budget for grant application
73	GL	Grant Management	System provides workflow to approve grant application and grant award
74	GL	Project/Grant Billing	System links projects with accounts receivable to provide all billing, aging, and tracking capabilities.
75	GL	Project/Grant Billing	System generates revenue/receivable transactions from grants expenditure data
76	GL	Project/Grant Billing	System generates invoices for any project costs (e.g., bill to contractors, residents, other governments, or grants)
77	GL	Project/Grant Billing	System generates invoices for eligible billable expenses at any time, including project completion, milestones, or other specified points.
78	GL	Project/Grant Billing	System provides project billing based on actual expenses (e.g., using current salary and benefit information)
79	GL	Project/Grant Billing	System prepares internal billing for cost transfer between departments
80	GL	Project/Grant Reporting	System prepares 425A FFR Grant Reporting
81	GL	Project/Grant Reporting	System provides required SEFA grant reporting
82	GL	Project/Grant Reporting	System provides export of detailed grant transactions
83	PO	Supplier Registration	System maintains multiple location addresses for each vendor
84	PO	Supplier Registration	System identifies default payment remittance address
85	PO	Supplier Registration	Vendor file stores vendor payment preference (e.g., ACH, check, or other e-payable)
86	PO	Supplier Registration	System identifies preferences for electronic payments and makes all payments electronically for those indicated
87	PO	Supplier Registration	Vendor files will identify the terms and conditions that are applied to purchase orders for that vendor
88	PO	Supplier Registration	System records multiple commodity (NIGP) codes to classify vendors
89	PO	Supplier Registration	Vendor file stores insurance levels information
90	PO	Supplier Registration	System identifies cumulative purchase history, including p-card purchases, by vendor to identify common vendors
91	PO	Supplier Registration	System confirms verification of vendor disbarment (SAM.gov)
92	PO	Supplier Registration	System identifies one-time vendors—vendors set up with a normal vendor file but are identified as a one-time vendor for easier data entry and system search functions
93	PO	Supplier Self Service	System provides an online vendor registration portal for new and existing vendors
94	PO	Supplier Self Service	System enables vendors to enter vendor information
95	PO	Supplier Self Service	System enables vendors to update vendor information
96	PO	Supplier Self Service	System enables vendors to upload w-9s and other required files during the registration process
97	PO	Supplier Self Service	System submits all vendor changes to staff via approval workflows
98	PO	Supplier Self Service	System enables vendors to store multiple contacts (and have multiple users)
99	PO	Supplier Self Service	System provides an alternative category or payment methodology for retirees who receive payment from the City but are not a "vendor"
100	PO	Supplier Relationship Management	System reports on the total spend with vendors (including PO and p-cards)
101	PO	Supplier Relationship Management	System provides vendor performance metrics reporting (e.g., on-time performance, number of issues recorded)
102	PO	Supplier Relationship Management	System reports on all contract activity with vendors
103	PO	Supplier Relationship Management	System reports on the status of contract milestones by vendor
104	PO	Requisition	System will enable department staff to initiate the purchasing process through requisition entry
105	PO	Requisition	System will enable requestors to attach files to requisitions
106	PO	Requisition	System will enable requisitions to be split into multiple budget lines
107	PO	Requisition	Purchase requisitions will use project accounts at line-item level
108	PO	Requisition	Purchase requisitions will enable users to add NIGP commodity codes to line items
109	PO	Requisition	System will enable users to record information for informal quotes
110	PO	Requisition	Purchase requisitions enables users to identify contract for requisition
111	PO	Requisition	System will enable users to identify the budget year to enter requisition (Example: at end of fiscal year where there may be a need to transact in current and future year)
112	PO	Requisition	System records pre-encumbrance when purchase requisition is saved or submitted through workflow
113	PO	Requisition	System notifies users if item on requisition is currently under contract with vendor (by commodity code)
114	PO	Requisition	System notifies users if amount of requisition will exceed not to exceed limit of contract
115	PO	Requisition	System provides options for emergency purchases that will bypass workflow approvals and create purchase orders
116	PO	Requisition	System routes purchase requisitions for approval/notification by chart of account information (e.g., object/account code)
117	PO	Requisition	System routes purchase requisitions for approval/notification by dollar amount
118	PO	Requisition	System routes purchase requisitions for approval/notification by determining if it is a capital item
119	PO	Requisition	System routes purchase requisitions for approval/notification to additional users based on purchase type/commodity code (e.g., IT equipment to IT or vehicle purchase to fleet).
120	PO	Requisition	System enables users to cancel requisitions before they are approved
121	PO	Requisition	System ensures cancelled requisitions or cancelled requisition line items release pre-encumbrance
122	PO	Requisition	System provides requisition cancellation en masse (such as at the end of a fiscal year)
123	PO	Requisition	System provides requisition cancellation, or releases, at any stage of the process with Purchasing Manager override
124	PO	Requisition	System will roll open purchase orders at year end to the next fiscal year
125	PO	Purchase Order	System will roll open purchase orders at year end to the next fiscal year
126	PO	Purchase Order	System will roll the associated encumbered budgets of any open purchase order rolled to the next fiscal year and will apply them against the new fiscal year budget
127	PO	Purchase Order	System links purchase orders to the requisition process
128	PO	Purchase Order	System automatically creates POs after requisitions are approved based on dollar thresholds
129	PO	Purchase Order	System will ensure the creation of purchase orders triggers the creation of encumbrances
130	PO	Purchase Order	System will send purchase orders to vendors via email
131	PO	Purchase Order	System will ensure purchase orders contain default contract terms based on the type of purchase and commodity code
132	PO	Purchase Order	System will notify the appropriate department when a purchase order (PO) has insufficient funds, requires a release or line to be created, or has a status of Not Approved.
133	PO	Purchase Order Change	Any open purchase orders can be modified by a change order
134	PO	Purchase Order Change	City (department) staff are enabled to modify purchase orders via change order requests with approval workflows
135	PO	Purchase Order Change	Departments are enabled to initiate purchase order change requests to increase quantities or amounts
136	PO	Purchase Order Change	Departments are enabled to initiate purchase order change requests to decrease quantities or amounts
137	PO	Purchase Order Change	Departments are enabled to initiate purchase order change requests to cancel line items
138	PO	Purchase Order Change	Departments are enabled to initiate purchase order change requests to cancel entire POs
139	PO	Purchase Order Change	Departments are enabled to initiate purchase order change requests to add line items
140	PO	Purchase Order Change	Departments are enabled to initiate purchase order change requests to change chart of account strings
141	PO	Purchase Order Change	System will ensure change orders exceeding X% of an original purchase order require an additional change order workflow approval
142	PO	Purchase Order Change	System includes PO cancellation en masse (such as at the end of a fiscal year)
143	PO	Purchase Order Change	System provides PO cancellation at any stage of the process with Purchasing Manager override
144	PO	Purchasing Card	System provides automatic transfer of purchasing card transaction details from the bank
145	PO	Purchasing Card	Interface with bank provides amount, vendor, MCC code, vendor name, p-card holder, date
146	PO	Purchasing Card	System automatically identifies vendors based on file from bank
147	PO	Purchasing Card	Any new vendor (not in vendor file) where a P-card is used is added to vendor file
148	PO	Purchasing Card	System enables users to identify the correct account for each p-card transaction
149	PO	Purchasing Card	System enables users to identify the correct project (including sub-project) for each p-card transaction
150	PO	Purchasing Card	System enables users to identify correct contract for each p-card transaction
151	PO	Purchasing Card	System enables users to identify the corresponding purchase order for each p-card transaction
152	PO	Purchasing Card	System enables users to identify the correct NIGP commodity code for each p-card transaction
153	PO	Purchasing Card	System will upload scanned receipts
154	PO	Purchasing Card	System uses a mobile camera to capture receipts, and enters them into the system
155	PO	Purchasing Card	System will charge a single p-card transaction across multiple accounts
156	PO	Purchasing Card	System enables users to identify p-card vendors (link to vendor file)
157	PO	Purchasing Card	System records expenses when cardholders process p-card transactions to update accounts
158	PO	Purchasing Card	System provides workflow approval of p-card transactions
159	PO	Purchasing Card	System provides workflow approval of monthly p-card statements
160	PO	Competitive Solicitation	System publishes online solicitation documents including any necessary RFP/Bid attachments
161	PO	Competitive Solicitation	System will interface with Planet Bids
162	PO	Competitive Solicitation	System will provide access to vendors to review open solicitations
163	PO	Competitive Solicitation	System will enable prospective vendors to sign in and register with the City
164	PO	Competitive Solicitation	System will enable vendors to submit bids/proposals online
165	PO	Competitive Solicitation	System provides a portal for the evaluation team to review bids/RFP submissions
166	PO	Competitive Solicitation	System provides tools to support evaluation team scoring
167	PO	Contract Management	System enables users to attach files to contracts
168	PO	Contract Management	System tracks the required insurance, performance bonds, vendor licenses, or other contract requirements
169	PO	Contract Management	System tracks expiration dates of insurance, vendor licenses, or other contract requirements.
170	PO	Contract Management	System will apply purchase orders/requisitions against contracts
171	PO	Contract Management	System will ensure purchase orders encumber funds against contracts
172	PO	Contract Management	System tracks service performance against contracts (e.g., milestones and/or deliverables).
173	PO	Contract Management	System tracks and automatically flags contract expiration dates with sufficient lead time to extend or re-solicit contracts
174	PO	Contract Management	System tracks contract pricing (e.g., unit prices for various items under contract)
175	AP	Invoice Approval	System will scan invoices, electronically receive, and initiate workflows
176	AP	Invoice Approval	System will populate information for invoices from purchase orders
177	AP	Invoice Approval	System enables approved users to enter direct claims without purchase orders
178	AP	Invoice Approval	System provides workflow approval paths for invoices from purchase orders
179	AP	Invoice Approval	System provides workflow approval paths for invoices without purchase orders
180	AP	Invoice Approval	System provides workflow approval paths for invoices via interfaces with other systems.
181	AP	Invoice Approval	System will route invoices through approval workflows based on amounts
182	AP	Invoice Approval	System will route invoices through approval workflows based on point of entry (e.g., entered by department vs. AP)
183	AP	Invoice Approval	System will route invoices through approval workflows based on PO vs no PO
184	AP	Invoice Approval	System will route invoices through approval workflows based on chart of account information
185	AP	Invoice Approval	System will enable partial invoice payments
186	AP	Invoice Approval	System will automatically check for and prevent duplicate invoice numbers for the same vendor (e.g., don't pay same invoices twice)
187	AP	Invoice Approval	System will enable users to attach files to invoices
188	AP	Invoice Approval	System will automate self-accrual of sales tax for invoices based on category codes
189	AP	Invoice Approval	System will manage both prepaid and accrual payments (e.g., prepaid expenses in the future FY and accrual expenses in the prior year)
190	RM	Receiving and Matching	System will provide 2-way matching (e.g., purchase order, invoice)
191	RM	Receiving and Matching	System will provide 3-way matching (e.g., purchase order, receiving document, invoice)
192	RM	Receiving and Matching	System will provide matching at the line-item level
193	RM	Receiving and Matching	System will enable limits on PO and invoice prices for matching based on percentages and limits (e.g., invoices can't be greater than 105% of purchase order or $5 [whichever is greater])
194	RM	Receiving and Matching	System will exclude freight and shipping charges from matching requirements
195	RM	Receiving and Matching	System will provide notifications when there is not a match
196	RETAIN	Retainage	System will identify payments associated with retention and automatically credit the retention account based on the fund from which the payment was made
197	RETAIN	Retainage	System will identify payments subject to withholding and will apply a 7% withholding to payments for services performed in California; it will also remove the withholding if the services were performed outside of California
198	AP	Employee Expense Reimbursement	System provides an online portal for employees to request expense reimbursement
199	AP	Employee Expense Reimbursement	Employees are enabled to initiate request for travel/expense approval prior to event
200	AP	Employee Expense Reimbursement	Employee travel/expense requests will be routed through approval workflows
201	AP	Employee Expense Reimbursement	Employees are enabled to upload receipts to request travel/expense reimbursement
202	AP	Employee Expense Reimbursement	Employees are enabled to request reimbursement of approved per-diem rates
203	AP	Employee Expense Reimbursement	System stores per diem rates per City policy
204	AP	Employee Expense Reimbursement	System tracks taxable reimbursements and adds them to employee earnings as imputed income
205	AP	Employee Expense Reimbursement	System will provide a travel reimbursement workflow with continued notifications and information for employees on tax implications for non-compliance with required timelines
206	AP	Refunds, Rebates	System processes refunds to one-time customers
207	AP	Refunds, Rebates	System will upload refunded payments from other systems (e.g., Utility Billing, Parks and Rec)
208	AP	Refunds, Rebates	System initiates refund payments to customers for overpayment
209	AP	Refunds, Rebates	System initiates refund payments to customers for cancelled payments
210	AP	Refunds, Rebates	System updates third party systems with refund information (if payment originated from third party system)
211	AP	Refunds, Rebates	System will track credits from returns made to vendors (Staples, etc.) to be used in next/future transaction
212	AP	Payment Process	System will schedule approved invoices for payment based on invoice date (example: 30 days after invoice date)
213	AP	Payment Process	System will schedule approved invoices for payment based on date entered by AP clerk
214	AP	Payment Process	System will schedule approved invoices for payment based on grouping of invoices
215	AP	Payment Process	System will pay vendors electronically (ACH, wire transfer, check, etc.) via automated workflows using standard NACHA formats (ctx).
216	AP	Payment Process	System will automatically post approved ACH/WIRE payments to the general ledger.
217	AP	Payment Process	System will enable AP staff to modify the payment batch by adding or removing payments prior to the checks being printed
218	AP	Payment Process	The system prints checks based on regular schedule
219	AP	Payment Process	The system prints on-demand payments (e.g., single check printing, single ACH transmission)
220	AP	Payment Process	System enables authorized users to reprint checks when necessary (e.g., jammed printer, checks inserted incorrectly)
221	AP	Payment Process	System enables authorized users to void check payments and, when required, reissue replacement checks for the same payment obligation
222	AP	Payment Process	System will provide an escheatment process that voids eligible checks and transfers the corresponding funds to a designated escheatment account
223	AP	Payment Process	System provides and sends electronic payment files to bank
224	AP	Payment Process	System sends electronic remittance advice for EFT payments to vendors through email
225	AP	Payment Process	System permits users to select to pay one invoice per check (issue multiple checks to one vendor in a single check run).
226	AP	Payment Process	System combines multiple invoice payments onto one check (issue one check for multiple invoices in a single check run)
227	AP	Payment Process	System provides positive pay
228	AP	Payment Process	System saves templates for generating invoices (e.g., different templates for each AR type)
229	AP	Payment Process	System will enable users to verify payment details before payments are generated
230	AP	Payment Process	System will enable users to send forms and other information via attachments to employees and vendors when processing ACH transactions (e.g., workers comp)
231	AP	Payment Process	System will enable payments by ACH or Credit Card
232	AP	End of Year Process	System will roll open purchase orders at year end to the next fiscal year
233	AP	End of Year Process	System will roll the associated encumbered budgets of any open purchase order rolled to the next fiscal year and will apply them against the new fiscal year budget
234	AP	End of Year Process	System will monitor cumulative payments to 1099 vendors
235	AP	End of Year Process	System will provide on-demand 1099 form generation
236	AP	End of Year Process	System will collect necessary information for generating Federal 1099s at year-end (both manually and per IRS approved file; all types of 1099)
237	AP	End of Year Process	System will produce electronic files to send 1099 related forms to IRS
238	AP	End of Year Process	System will define and remove non-taxable payments (e.g., returned payments for pre-payments or fees) so they are not taxed in the 1099
239	AR	Miscellaneous Billing	Departments will use system to create customer invoices for various charges manually
240	AR	Miscellaneous Billing	Users will create customer invoices for each type by entering dollar amount
241	AR	Miscellaneous Billing	System enables users to create customer invoices for each type by entering financial or non-financial parameters, and will calculate appropriate fees according to pre-defined business rules (e.g., fee schedule), actual costs and wages for project
242	AR	Miscellaneous Billing	System generates statements with due invoices
243	AR	Miscellaneous Billing	System generates statements with real-time, standard receipts for applied payments for all types of invoices per customer accounts
244	AR	Miscellaneous Billing	System prints invoices with statement balance information and customer account location type
245	AR	Miscellaneous Billing	System will support multi-fund accounting on a single customer invoice by allowing multiple AR and Revenue GL distributions
246	AR	Miscellaneous Billing	System will create customer invoices with multiple funds for both receivable and revenue distributions
247	AR	Miscellaneous Billing	System will generate an informational customer invoice or payment request for voluntary contributions, donations, sponsorships, or other non-billable transactions that do not establish an Accounts Receivable balance or post General Ledger
248	AR	Miscellaneous Billing	System will generate customer invoices that include a detachable remittance advice (payment stub) to accompany customer payment
249	AR	Miscellaneous Billing	System will provide scheduled report delivery to users
250	AR	Miscellaneous Billing	System will provide configurable approval workflows for adjustments (e.g., write-offs, credit memos, refunds)
251	AR	Integration Billing	System creates receivables for all general billing in the General Ledger
252	AR	Integration Billing	System enables users to create receivables manually for bills generated outside the system
253	AR	Integration Billing	System will import receivables (aggregate) from bills generated from external systems (e.g., utility bill, permits, etc.) (see integration list)
254	AR	Integration Billing	System updates third party billing system when invoices are paid
255	AR	Recurring Billing	System accommodates recurring customer invoices (regular invoices to occur at set dates or duration) (example: rent)
256	AR	Recurring Billing	System allows recurring customer invoices to be set up to handle customer invoices scheduled at set dates for same amount
257	AR	Recurring Billing	System allows recurring customer invoices to be set up to handle customer invoices scheduled at set dates for different amounts
258	AR	Recurring Billing	System saves templates for generating customer invoices (different template for each AR type)
259	AR	Aging	System stores schedule of penalties and interest to apply to open receivables
260	AR	Aging	System will apply penalties (or not applied) by type of receivable
261	AR	Aging	System will apply penalties as flat fee amounts
262	AR	Aging	System will apply penalties as a percentage of the original amount
263	AR	Aging	System will apply interest charges monthly
264	AR	Aging	System will generate aging reports
265	AR	Collection	System will provide an automated collection workflow
266	AR	Collection	System will provide configurable reminder notices
267	AR	Collection	System will provide collector work queues that prioritize collections by risk or aging
268	AR	Collection	System will provide promise to pay tracking
269	AR	Customer	System stores common customer files that can be used for all system generated invoices
270	AR	Customer	System provides common customer file to be used by third party billing applications
271	AR	Customer	System tracks customer history (example: payment history, adjustments, disputes, collection activity)
272	AR	Customer	System tracks customer address history
273	AR	Customer	System notifies user if payments outstanding when processing accounts payable transaction to same entity/individual
274	AR	Point of Sale	System records payments for point-of-sale items (e.g., no invoices)
275	AR	Point of Sale	System loads AR information from third party systems
276	AR	Point of Sale	System records payments against open receivables
277	AR	Point of Sale	System applies sales tax to point of sale transactions
278	AR	Point of Sale	System updates third party system that invoice has been paid
279	AR	Point of Sale	System provides customer receipts
280	AR	Point of Sale	System records payments with cash, credit, check
281	AR	Point of Sale	System ensures credit card transactions are PCI compliant
282	AR	Point of Sale	System provides web payment option for open receivables
283	AR	Point of Sale	Allow payments by ACH or Credit Card
284	TREAS	Cash Management	System provides cash flow forecasts projecting outstanding payables, outstanding receivables, recurring payments, expected contract payments, and current position
285	TREAS	Cash Management	System manages multiple bank accounts (e.g., operating and payroll account)
286	TREAS	Cash Management	System manages pooled cash where all funds share cash account and utilize due to / due from accounts
287	TREAS	Cash Management	System imports daily bank activity and balances and reconciles to recorded receipts and disbursements
288	TREAS	Cash Management	System reconciles both cash/check transactions as well as credit card payments with potential lag in posting date with workflows
289	TREAS	Cash Management	System reconciles cleared checks
290	TREAS	Cash Management	System provides real time forecasting that incorporates aging payments in its forecast
291	TREAS	ACH Management	System will process international ACH transactions
292	TREAS	Debt Management	System will track the City’s debt portfolio
293	TREAS	Debt Management	System will provide integration of Bloomberg data
294	TREAS	Debt Management	System will provide forecasting of liquidity needs, cash balances, existing and future loan need, from multiple banks.
295	TREAS	Payment Receipt	System generates deposit slips
296	TREAS	Payment Receipt	System routes deposit slips for workflow approval
297	TREAS	Payment Receipt	System applies single payments to multiple receivables (customer account and point of sale transactions) regardless of the customer account to which the receivables are assigned
298	TREAS	Payment Receipt	System enables using multiple payment methods to pay for one customer invoice (example: cash and credit card)
299	TREAS	Payment Receipt	System automatically generates general ledger distribution entries needed to record receipts
300	TREAS	Bank Reconciliation	System receives daily bank activity / balances and reconciles them to recorded receipts and disbursements
301	TREAS	Bank Reconciliation	System will perform bank reconciliation based upon electronic media (daily or monthly data) sent by various banks
302	TREAS	Bank Reconciliation	System clears checks automatically based on bank file data
303	TREAS	Bank Reconciliation	System bank reconciliation process will post receipt/deposit corrections for deposit discrepancies
304	TREAS	Bank Reconciliation	System will generate a list of outstanding checks
305	CA	Asset Acquisition	System will track capitalized items
306	CA	Asset Acquisition	System will enable assets to have multiple account distributions, including multiple funds (e.g., governmental and enterprise funds [including Southern California Public Power Authority, Water, Light, etc.])
307	CA	Asset Acquisition	System will provide parent-child relationships for assets (example: Facility as parent asset and individual components as child assets)
308	CA	Asset Acquisition	System will link component units (parent/child relationship) whereby each component maintains its own financial and historical information and depreciable life
309	CA	Asset Acquisition	System will reference previous asset during asset replacement
310	CA	Asset Acquisition	System will track the useful life of assets
311	CA	Asset Acquisition	System defaults to useful life based on type of asset (vehicle, equipment, facility, etc.)
312	CA	Asset Acquisition	System will track the expiration dates of assets
313	CA	Asset Acquisition	System will track the replacement costs of assets
314	CA	Asset Acquisition	System will track the warranty information of assets
315	CA	Asset Acquisition	System stores photo of asset
316	CA	Asset Acquisition	System enables users to enter unique asset ID tag numbers
317	CA	Asset Acquisition	System will enable assets to identify their custodians (e.g., cell phones identify their users)
318	CA	Asset Acquisition	System links capital assets to purchase requisition, purchase order, and accounts payable transaction
319	CA	Asset Acquisition	System will store GIS information on assets or links to City GIS system for all infrastructure / facility assets
320	CA	Asset Acquisition	System will identify/record all capitalized costs associated with the construction or purchase/acquisition of an asset (from project accounting)
321	CA	Asset Acquisition	System enables users to identify/classify costs as capitalized costs / non capitalized costs
322	CA	Asset Acquisition	System will recognize fixed/capital assets when they are completed, regardless of whether the project has been completed/closed
323	CA	Asset Acquisition	System enables users to enter and track value of donated assets
324	CA	Asset Acquisition	System will track non-capitalized items
325	CA	Asset Acquisition	System will track leased assets
326	CA	Asset Acquisition	System records financial transactions as required by GASB 87 for all leased assets
327	CA	Asset Acquisition	System will track SBITA assets
328	CA	Asset Acquisition	System records financial transactions as required by GASB 96 for all SBITAs
329	CA	Asset Acquisition	System provides conversion entries for government-wide statements.
330	CA	Asset Acquisition	System will track the quantity of assets
331	CA	Project Capitalization	System will move a project to Capital Assets but allow for any subsequent expenditures to be charged to that project
332	CA	Project Capitalization	System will transfer construction-in-progress accounts to capital asset accounts at project close, partial project completion, or completion
333	CA	Project Capitalization	System will enable one project to be converted into multiple assets
334	CA	Project Capitalization	System will eliminate associated budget authority when asset or project is capitalized and moved from a departmental budget
335	CA	Depreciation	Support modified Infrastructure Approached defined by GASB 34
336	CA	Physical Asset Inventory	System produces asset list by department for physical inventory
337	CA	Physical Asset Inventory	System tracks vehicles, equipment, infrastructure, facilities, and land
338	CA	Physical Asset Inventory	System produces asset list by location/department for physical inventory
339	CA	Physical Asset Inventory	System produces asset list by custodian for physical inventory
340	CA	Physical Asset Inventory	System will enable departments to validate assets are present
341	CA	Physical Asset Inventory	System produces asset list of non-capitalized assets by department
342	CA	Physical Asset Inventory	System provides asset repots as of specific date
343	WO	Work Orders	System will charge parts, labor, and service charges to individual work orders
344	WO	Work Orders	System will automatically generate Preventive Maintenance work orders based on mileage, hours, or other user-defined criteria
345	WO	Work Orders	System will provide multiple, unique preventative maintenance schedules for stationary equipment, facilities, or pieces of equipment based on user-defined criteria
346	WO	Work Orders	System will re-assign work orders to other technicians, or re-assign for other reasons
347	WO	Work Orders	System will provide work order accessibility via mobile devices
348	WO	Work Orders	System will enable work orders to display and print special instructions
349	WO	Work Orders	System will enter information specific to a job when a work order is created or executed
350	WO	Work Orders	System will assign work orders to individuals or multiple people (e.g., multiple assignments such as Crew chief, workman, etc.) (Please include limitations in the comment field)
351	WO	Work Orders	System will track all dates throughout the work order life cycle (e.g., date received, date scheduled, date started, etc.).
352	WO	Work Orders	System will record the date, time, changes made, and users who made changes to any work order
353	WO	Work Orders	System will link work orders to timesheets to track time to specific work order tasks and projects
354	WO	Work Orders	System will print out work orders for technicians for field use
355	WO	Work Orders	System will create work orders that contain multiple tasks
356	WO	Work Orders	System will produce scheduled work orders on a weekly, monthly, quarterly, and annual basis for facilities and equipment
357	CA	Transfer, Disposal, Retirement	Upon disposal, system will calculate partial period depreciation and generate appropriate profit/loss calculation
358	CA	Transfer, Disposal, Retirement	Upon disposal system will clear the balance from asset cost, accumulated depreciation, and balance in how acquired for general government assets
359	CA	Transfer, Disposal, Retirement	System tracks reason for disposal
360	CA	Transfer, Disposal, Retirement	System stores information on disposed assets
361	CA	Transfer, Disposal, Retirement	System provides workflow approval/notification for disposed assets
362	CA	Transfer, Disposal, Retirement	Disposal tracks revenue from disposal on asset
363	CA	Transfer, Disposal, Retirement	System notifies users of any restrictions on asset disposal (purchased with federal grant)
364	CA	Transfer, Disposal, Retirement	System notifies users of upcoming asset expiration dates
365	CA	Non-Capital Assets	System tracks non-capitalized assets (e.g., items to be tracked but not capitalized, including assets with valuation below capitalization threshold
366	CA	Asset Enhancement	System enables enhancements to asset extending useful life and increasing the value of assets
367	CA	Asset Enhancement	Asset enhancements recalculate depreciation schedules for future depreciation transactions
368	CA	Asset Enhancement	System enables staff to edit asset information
369	CA	Asset Enhancement	System stores asset impairment information
370	CA	Asset Enhancement	System maintains history of all asset changes and edit history by user
371	FR	Financial Reporting	System will produce all necessary reports/schedules for ACFR
372	FR	Financial Reporting	System will prepare, produce, and publish the entire Annual Comprehensive Financial Report (ACFR)
373	FR	Financial Reporting	System will produce the ACFR to be compliant with applicable disability standards
374	FR	Financial Reporting	System will produce the Popular Annual Financial Report
375	FR	Financial Reporting	System will produce monthly close
376	FR	Financial Reporting	System will produce annual close
377	FR	Financial Reporting	System will produce State Controllers Report information
378	IM	Process	System will integrate with existing Inventory Management System (e.g., Ward, WAM, etc.)
379	IM	Process	System will periodically generate random cycle counts to ensure accurate counts
380	IM	Process	System will support multiple inventory cost methods, including standard and average costing

Budget Attachment 6 - Acceptance Requirements

Req #	Functional Area	Process	User Story Requirement	Response	Module / System	Phase	Comment
1	BUD	Budget Planning	System enables users to establish multiple versions of the budget
2	BUD	Budget Planning	System will support multi-year budgeting
3	BUD	Budget Planning	System will support budgeting by sub-year (quarter or month)
4	BUD	Budget Planning	System will separate budget categories between operating and growth costs for all enterprise funds if not all budget strings
5	BUD	Budget Planning	System enables budget staff to set up “standard costs” so that certain budgets are auto calculated. (e.g., Travel & Training, Cell Phones, Computers, etc.)
6	BUD	Revenue Budget	System will forecast City major revenue sources
7	BUD	Revenue Budget	System provides forecast capabilities using activity levels
8	BUD	Revenue Budget	System provides forecast capabilities using external information
9	BUD	Revenue Budget	System provides long-term forecast for revenue
10	BUD	Budget Request	System enables users to view multiple years of actual and budget data while preparing budget requests
11	BUD	Budget Request	System enables departments to enter budget requests, including requested budget amounts
12	BUD	Budget Request	System enables departments to enter justifications / explanations of changes from previous year’s budget requests
13	BUD	Budget Request	System enables departments to enter budgets for department/division/program up to target budget amount
14	BUD	Budget Request	System will prepare & submit budgets for revenues and expenses
15	BUD	Budget Request	System enables departments to enter department and narrative information along with budget requests (e.g., program goals, challenges, highlights of major changes, etc.)
16	BUD	Budget Request	Departments can attach documents to budget request line items
17	BUD	Budget Request	Departments can enter notes/justification for budget requests
18	BUD	Budget Request	Departments can enter information on service level (or what is proposed for budgeted program)
19	BUD	Budget Request	System enables budget requests to be grouped into decision packages (multiple line items that go together)
20	BUD	Budget Request	System enables users and/or budget team to create different budget projections/scenarios (e.g., what if 5% cut)
21	BUD	Budget Request	Users can flag one-time budget events, and the system automatically removes them from the next years' budget
22	BUD	Budget Request	System will identify new budget requests
23	BUD	Personnel Budgeting	System projects and budgets tax and benefit costs based on current regular employee salary and current benefit elections
24	BUD	Personnel Budgeting	System projects and budgets tax and benefit costs based on position salary range and default benefit elections
25	BUD	Personnel Budgeting	System enables users to propose new positions in proposed budgets
26	BUD	Personnel Budgeting	System enables users to propose changing position status as part of budget development (funded - unfunded positions)
27	BUD	Personnel Budgeting	System will allocate position costs to multiple segments of the Chart of Accounts (i.e. organizational codes, programs, projects, grants, etc.)

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Oct 12, 2026.