Attachment A_Eastvale ERP Requirements.docx

DOCX document 592 KB Posted Oct 14, 2026

Attached to: ERP SYSTEM PROCUREMENT AND IMPLEMENTATION
Solicitation number: 147330
Issued by: Riverside County, California

About this file

Written by GovTribe AI · Oct 19, 2026

This is an ERP (Enterprise Resource Planning) Requirements document for the City of Eastvale, California, detailing comprehensive functional and technical specifications for a new integrated financial, human resources, and payroll system. The City is seeking an ERP solution that consolidates general ledger accounting, bank management, procurement, vendor management, contract management, accounts payable, accounts receivable, budgeting, fixed asset management, and human resources capabilities including payroll, benefits administration, leave management, and employee self-service functionality. The RFP includes optional modules for fleet management, inventory management, learning management, onboarding/offboarding, project and grant accounting, recruitment, and time and attendance tracking. Proposers must respond to each requirement using standardized response codes (Y for meets requirement, N for does not meet, W/C for workaround or customization, or T for third-party solution), with written explanations required for workaround and third-party responses. All optional items must be priced in the vendor cost proposal regardless of the City's anticipated purchase decisions.

Minimum qualifications require proposers to demonstrate five or more years of continuous engagement in providing public-sector ERP software and implementation services, with the ability to deliver all services either directly or through clearly identified subcontractors or partners. The requirements document establishes detailed specifications across general system functionality (user interface, workflow, document management, reporting and dashboards), financial system operations, human resources and payroll processing, technical infrastructure, system integration capabilities, and data conversion requirements. Pricing information is to be submitted separately in Attachment B of the proposal response. The document does not specify response dates, award dates, contract term, renewal options, or funding amounts within the requirements attachment itself, indicating these details are contained in other sections of the RFP package.

View the file

Other files

File	Type	Posted
26_117FIN ERP System Procurement Implementation.pdf	PDF	Oct 14, 2026
Attachment B_Vendor Cost Proposal.xlsx	XLSX spreadsheet	Oct 14, 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.

Eastvale ERP and Requirements ATTACHMENT A – Eastvale ERP Requirements

As referenced in the RFP, the Proposer must use this document to respond to the City’s ERP requirements included herein. Proposers are to respond to each requirement with one of the following response codes:

Y – Meets Requirement N – Does Not Meet Requirement W/C – Workaround Proposed or Modification/Customization to Meet Requirement T – Third-Party Solution to Meet Requirement

Response Codes “Y” and “N” do not require written responses/comments unless the Proposer wishes to highlight additional benefits or opportunities related to their solution and the requirement, or unless a response is explicitly requested in the Requirement. However, response codes “W/C” and “T” REQUIRE written responses/comments to assist City staff in evaluating the responses. For these response codes, Proposers must describe how the requirement will be met.

Note: The following requirements are listed as “optional,” meaning that the City may or may not purchase them. Although this is the case, Proposers must include pricing for these items in Attachment B – Eastvale Vendor Cost Proposal.

· Fleet Management

· Inventory Management

· Learning Management

· Offboarding

· Onboarding

· Project and Grant Accounting

· Recruitment

· Time and Attendance

1.	GENERAL REQUIREMENTS	4
1.1	User Interface	4
1.2	Workflow	6
1.3	Document Management	8
1.4	Inquiries, Reporting/Dashboards and Analysis	9
2.	FINANCIAL SYSTEM REQUIREMENTS	12
2.1	General Ledger Accounting	12
2.2	Bank Management and Reconciliation	19
2.3	Procurement/Purchasing	22
2.4	Vendor Management	32
2.5	Contract Management	35
2.6	Accounts Payable	40
2.7	General Billing (Accounts Receivable)	47
2.8	Budget	55
2.9	Fixed Asset Management	62
2.10	Project Accounting - *optional	68
2.11	Fleet Management - *optional	70
2.12	Inventory Management - *optional	72
3.	HUMAN RESOURCES (HR) AND PAYROLL REQUIREMENTS	74
3.1	Core HR	74
3.2	Position Control	75
3.3	Recruitment - *optional	79
3.4	Onboarding - *optional	82
3.5	Employee Master File	84
3.6	Benefits Administration	88
3.7	Leave Administration	94
3.8	Personnel Actions	99
3.9	Employee Self-Service	101
3.10	Pay Administration (Salary Management)	104
3.11	Time and Attendance - *optional	108
3.12	Payroll Processing	113
3.13	Offboarding - *optional	121
3.14	Learning Management - *optional	123
4.	TECHNICAL REQUIREMENTS	125
4.1	Overall Solution, Maintenance and Support	125
4.2	Configuration	127
4.3	Audit and Security	128
4.4	Interoperability/System Interfaces	130
4.5	Artificial Intelligence (AI) Enabled Features	131
5.	Integration requirements	133
6.	Conversion Requirements	138

GENERAL REQUIREMENTS

User Interface The solution should provide an intuitive, user-friendly, and efficient user interface that supports easy access to information and consistent navigation across all applicable modules. Specific requirements are listed below.

Requirement

Response Code

Response/Comments

General

Provides cross-browser user interface (Edge, Chrome) without loss of functionality.
Choose an item.	Click or tap here to enter text.

Provides a responsive web interface that is compatible with desktop, tablet, and mobile device screen sizes without loss of applicable functionality.
Choose an item.	Click or tap here to enter text.

Processes transactions in real time such that completed transactions are immediately available for inquiry and reflected across applicable modules.
Choose an item.	Click or tap here to enter text.

Provides fully integrated functionality such that data is entered only once and available in real time throughout the system(s) (single points of data entry) to eliminate re-keying of information.
Choose an item.	Click or tap here to enter text.

Provides secure mobile access to applicable system functionality through a responsive web interface and/or mobile application.
Choose an item.	Click or tap here to enter text.

Provides standard menu layouts that are customizable by the user to fit their needs.
Choose an item.	Click or tap here to enter text.

Provides consistent use of icons, colors, and menus across all modules.
Choose an item.	Click or tap here to enter text.

Provides user-defined shortcuts for frequently accessed records, processes, screens, and reports.
Choose an item.	Click or tap here to enter text.

Provides robust search and navigation functionality that reaches across all applications/modules and attachments, including, but not limited to, the ability to search by text, amounts, and wildcards (*, %).
Choose an item.	Click or tap here to enter text.

Displays account labels and descriptive titles throughout the user interface.
Choose an item.	Click or tap here to enter text.

Provides online help that is context sensitive and content appropriate with manuals also available for download.
Choose an item.	Click or tap here to enter text.

Provides onboarding and training aids, such as guided tours, in-app tutorials, or configurable tool tips.
Choose an item.	Click or tap here to enter text.

Provides the ability for the City to configure user-defined online guidance, instructions, or “cheat sheets” that users can access within the application to assist with data entry and account or transaction selection.
Choose an item.	Click or tap here to enter text.

Provides clear error messages that identify the source of the error and/or necessary response.
Choose an item.	Click or tap here to enter text.

Provides the ability to create templated dashboards for user groups with the ability for the end user to change if desired.
Choose an item.	Click or tap here to enter text.

Provides the ability to drill-down and drill-across from a transaction view to the supporting source data and documents.
Choose an item.	Click or tap here to enter text.

Workflow The workflow functionality should allow the City to configure, route, approve, track, and monitor transactions and other business processes throughout the system.

Requirement

Response Code

Response/Comments

Workflow Configuration and Routing

Provides the ability to configure user-defined workflows, including routing, review, and approval processes, without vendor or IT assistance.
Choose an item.	Click or tap here to enter text.

Provides the ability to route transactions, records, reviews, and approvals to appropriate workflow participants based on user-defined criteria (e.g., user roles, departments, organizational structure, transaction type, financial attributes).
Choose an item.	Click or tap here to enter text.

Provides the ability to establish multiple approval levels based on user-defined criteria (e.g., dollar amount, transaction or document type, department, funding source, account, or other transaction attributes).
Choose an item.	Click or tap here to enter text.

Provides the ability for parallel approvals, allowing multiple approvers to review simultaneously.
Choose an item.	Click or tap here to enter text.

Provides the ability to trigger workflows based on user-defined events or conditions.
Choose an item.	Click or tap here to enter text.

Provides the ability to require fields, documentation, or other user-defined information to be completed prior to a transaction moving forward in the workflow.
Choose an item.	Click or tap here to enter text.
Workflow Management

Provides the ability to flag or tag records and assign them to specific users for follow-up or action.
Choose an item.	Click or tap here to enter text.

Provides a dashboard where users can view, track, and manage records, tasks, and assignments that require their attention.
Choose an item.	Click or tap here to enter text.

Provides the ability to designate out-of-office review and approval delegation, including directing requests to specific users, cascading delegation, and time-bound start and end dates.
Choose an item.	Click or tap here to enter text.

Provides the ability to dynamically forward or reassign workflow items, including the ability to recall or return an item when appropriate.
Choose an item.	Click or tap here to enter text.

Provides the ability to set user-defined reminders for pending workflow tasks.
Choose an item.	Click or tap here to enter text.

Provides the ability to automatically escalate workflow items if not acted upon within a user-defined period.
Choose an item.	Click or tap here to enter text.

Provides configurable in-application and email notifications for workflow events, including assignments, approvals, rejections, returns, reminders, and escalations.
Choose an item.	Click or tap here to enter text.
Approvals

Provides the ability to approve, reject, return, or otherwise act on workflow items electronically within the system, including the ability to enter comments or explanations.
Choose an item.	Click or tap here to enter text.

Provides the ability for authorized users to approve workflow items through integrated email functionality, where supported, while maintaining appropriate security and audit controls.
Choose an item.	Click or tap here to enter text.

Provides the ability to establish and maintain signature authority and approval limits by user, role, transaction type, dollar threshold, or other user-defined criteria.
Choose an item.	Click or tap here to enter text.

Supports electronic signatures and/or integration with electronic signature solutions for applicable workflow and approval processes.
Choose an item.	Click or tap here to enter text.
Workflow Tracking, Audit, and Reporting

Provides workflow history and audit capabilities, including workflow status, routing, approvals, rejections, comments, dates and times, and users associated with workflow actions.
Choose an item.	Click or tap here to enter text.

Provides workflow version control, maintaining the history of prior workflow configurations while allowing authorized users to modify current workflows.
Choose an item.	Click or tap here to enter text.

Provides reporting and analytics on workflow activity (e.g., pending items by user, department, average approval times, aging, and bottlenecks).
Choose an item.	Click or tap here to enter text.

Document Management The solution should provide the ability to store, manage, retrieve, and secure electronic documents associated with applicable transactions and records throughout the system. Specific requirements are listed below.

Requirement

Response Code

Response/Comments

General

Provides the ability to attach documents in various formats (i.e., Word, Excel, PDF, image, etc.) throughout the system (e.g., journal entries, purchase orders, invoices, employee forms, acknowledgments, personnel actions, contracts, and other financial, HR, and payroll records).
Choose an item.	Click or tap here to enter text.

Supports the attachment of multiple file formats (e.g., PDF documents, spreadsheets, images). List all formats available in “Response/Comments.”
Choose an item.	Click or tap here to enter text.

Provides the ability to store ERP system-generated documents and associate them with and access them from the related transaction or record.
Choose an item.	Click or tap here to enter text.

Provides authorized users with the ability to access and view documents directly from associated financial, HR, payroll, purchasing, and other applicable transactions or records.
Choose an item.	Click or tap here to enter text.

Provides the ability to restrict access to documents based on user-defined security criteria.
Choose an item.	Click or tap here to enter text.

Provides the ability to accommodate document retention policies based on user-defined retention requirements, including the ability to retain, archive, offload, and/or purge documents after specified periods.
Choose an item.	Click or tap here to enter text.

Provides the ability to automatically or manually compress uploaded documents without loss of fidelity and to establish configurable file size limits.
Choose an item.	Click or tap here to enter text.

Provides the ability to detect and prevent the storage of duplicate documents attached to multiple records.
Choose an item.	Click or tap here to enter text.

Provides the ability to integrate documents attached within the ERP system with Laserfiche.
Choose an item.	Click or tap here to enter text.

Inquiries, Reporting/Dashboards and Analysis The solution should provide comprehensive, user-friendly inquiry, reporting, dashboard, and analytical capabilities, including standard reports, ad hoc reporting, queries, dashboards, and exports. Specific requirements are listed below.

Requirement

Response Code

Response/Comments

General Reporting and Inquiry

Provides comprehensive inquiry and reporting capabilities that can access and consolidate data from multiple sources and applicable modules.
Choose an item.	Click or tap here to enter text.

Provides the ability for reports and inquiries to access data across applicable modules in accordance with user security profiles.
Choose an item.	Click or tap here to enter text.

Provides inquiry capabilities that allow users to filter, sort, summarize, and drill into system data and its corresponding document support using user-defined criteria.
Choose an item.	Click or tap here to enter text.

Provides advanced search capabilities throughout applicable fields, including wildcards, natural language query (NLQ), and fuzzy search capabilities, where available.
Choose an item.	Click or tap here to enter text.

Provides real-time access to current system data for inquiries, reports, and dashboards; provides API access and the ability to export all system data to CSV; and ensures the City retains full ownership of all system data at all times.
Choose an item.	Click or tap here to enter text.

Provides metadata and documentation for reports and inquiries, including source system/module, field definitions, calculation logic, assumptions, and data refresh information.
Choose an item.	Click or tap here to enter text.

Provides standard reports required to support applicable federal and State of California reporting requirements.
Choose an item.	Click or tap here to enter text.

Provides a data dictionary containing available reporting data elements and applicable definitions.
Choose an item.	Click or tap here to enter text.

Provides the ability to search for existing reports by report name, metadata, content, parameters, tags, or other available criteria.
Choose an item.	Click or tap here to enter text.

Provides the ability to show or hide accounts or other records with zero balances or inactive status.
Choose an item.	Click or tap here to enter text.
Report Design and Dashboards

Provides the ability for end users to define, modify, execute, save, publish, and share inquiries and reports with authorized users or groups without vendor or IT support.
Choose an item.	Click or tap here to enter text.

Provides the ability to create and save reusable report templates, including saved parameter sets, layouts, formatting options, and field selections.

Choose an item. Click or tap here to enter text.

Provides dynamic grouping, sorting, filtering, and selection of report data based on user-defined criteria.
Choose an item.	Click or tap here to enter text.

Provides the ability to create reports and dashboards that compare multiple years or periods using user-defined parameters.
Choose an item.	Click or tap here to enter text.

Provides the ability to create dashboards and scorecards containing user-defined metrics and key performance indicators (KPIs), and provides data to third-party dashboards and platforms via API integration.
Choose an item.	Click or tap here to enter text.

Provides interactive visualization capabilities within reports and dashboards, including charts, graphs, pivoting, filtering, and drill-down capabilities.
Choose an item.	Click or tap here to enter text.

Provides the ability for end users to define custom calculations, formulas, and expressions within reports without vendor intervention.
Choose an item.	Click or tap here to enter text.

Provides the ability to configure report fields, columns, sorting, grouping, subtotals, totals, headings, labels, and other formatting options.
Choose an item.	Click or tap here to enter text.

Provides the ability to create visually formatted, publish-ready reports that support branding and readability, including insertion of graphics such as logos, charts, graphs, customizable colors, headers, footers, and logical page layouts.
Choose an item.	Click or tap here to enter text.

Provides the ability to create custom relationships and joins across modules and datasets, enabling reports that combine data in ways not available in standard or predefined report formats.
Choose an item.	Click or tap here to enter text.

Provides the ability to define which fields are displayed or masked in a report and associated exports based on user security roles or permissions.
Choose an item.	Click or tap here to enter text.

Provides version control and audit tracking for report designs, enabling tracking of changes, history, and restoration of previous versions.
Choose an item.	Click or tap here to enter text.

Provides users with the ability to customize and save inquiry, report, and dashboard views based on individual preferences and responsibilities.
Choose an item.	Click or tap here to enter text.
Report Execution and Distribution

Provides the ability for users to drill down or drill across from reports and inquiries to supporting transactions, records, and related attachments, subject to applicable user security.
Choose an item.	Click or tap here to enter text.

Provides the ability to preview reports on screen prior to choosing an output option.
Choose an item.	Click or tap here to enter text.

Provides the ability to define user-specified report execution parameters (e.g., fund, department, account, project, transaction type, specific period/month, date range, or relative date/period).
Choose an item.	Click or tap here to enter text.

Provides modeling tools to support what-if analysis and forecasting (e.g., analysis of revenue/expenditure trends and the ability to develop forecast projections).
Choose an item.	Click or tap here to enter text.

Provides the ability to schedule reports for automated execution and distribution.
Choose an item.	Click or tap here to enter text.

Provides configurable notifications for scheduled report completion or availability.
Choose an item.	Click or tap here to enter text.

Supports conditional execution and distribution of reports based on defined triggers or thresholds.
Choose an item.	Click or tap here to enter text.

Provides the ability to export reports in multiple formats (e.g., formatted Microsoft Excel file, PDF, flat file, delimited, display, email, CSV). List all available formats in “Response/Comments.”
Choose an item.	Click or tap here to enter text.

FINANCIAL SYSTEM REQUIREMENTS

General Ledger Accounting The solution should maintain a flexible chart of accounts structure using elements such as fund, department, division, account, project, or other elements needed to meet the City’s financial tracking and reporting needs. It should ensure all financial transactions are posted individually and/or in summary to the general ledger, regardless of transaction source, with each entry balanced, auditable, and reconcilable to the source. The solution should support accrual and cash accounting methods, creation of appropriate period-end entries, and opening of new accounting periods, including the ability to roll forward account balances and reverse applicable period-end entries. Specific requirements are listed below.

Requirement

Response Code

Response/Comments

General

Provides configurable validation rules based on departmental user roles and City-defined criteria including role and field scope, segregation-of-duties conflicts, privileged administration, logging, review evidence, incident duties to prevent incorrect account coding and require applicable project, grant, CIP, special event, or other tracking codes before transactions can proceed.
Choose an item.	Click or tap here to enter text.

Provides configurable alerts and validation checks for general ledger posting errors, including fund balancing, effective-dated validation, posting and period controls, approvals and overrides, subledger reconciliation, correction/reversal handling, audit trail, and balance validation.
Choose an item.	Click or tap here to enter text.

Allows for the definition of shortcut keys mapped to specific general ledger strings minimizing data entry requirements.
Choose an item.	Click or tap here to enter text.

Provides the ability to define, configure, and manage sub-ledgers, including mapping and reconciliation capabilities, with an audit trail including before/after values, user, timestamp, source, approvals and overrides, search/export, retention, administrator access, tamper protection, and reconciliation to the originating transaction.
Choose an item.	Click or tap here to enter text.

Supports reconciliation of subledgers to the general ledger, including identification of discrepancies between subledger activity and corresponding general ledger balances.
Choose an item.	Click or tap here to enter text.

Allows for accounts to be made active or inactive based on effective dates, which controls the posting to inactive accounts.
Choose an item.	Click or tap here to enter text.

Allows for petty cash expense tracking where transactions do not hit the general ledger until petty cash reimbursement is processed through AP.
Choose an item.	Click or tap here to enter text.

Provides pooled cash accounting across multiple funds, including management of due to and due from transactions, negative cash balances, and restricted and unrestricted cash. It must automatically generate balanced, dual-sided cash interfund journal entries for all pooled transactions.
Choose an item.	Click or tap here to enter text.

Provides the ability to integrate and post dividends and interest reported by third-party investment managers to the applicable fund, account, project, and other general ledger levels including validation, duplicate prevention, and reconciliation.
Choose an item.	Click or tap here to enter text.

Provides the ability to automatically allocate interest, based on average daily cash balances calculated from fields, to/from dates, and accounts, including the ability to designate funds and specific accounts and projects as interest bearing or non-interest bearing.
Choose an item.	Click or tap here to enter text.

Supports calculation and reporting of compensated absence liabilities and related salary costs in accordance with GASB 101.
Choose an item.	Click or tap here to enter text.

Provides the ability to define, calculate, and process cost allocations and interdepartmental charges using budget amounts or user-defined factors, adjust allocations as needed, and automatically post the resulting entries to the general ledger.
Choose an item.	Click or tap here to enter text.
Chart of Accounts (COA)

Supports a flexible, user-defined chart of accounts (COA) structure with not less than five segments, variable segment lengths, and the ability to configure the structure to support the City’s financial tracking, reporting, budgeting, and organizational needs (e.g., general fund, capital projects, grants, Development Impact Fees (DIFs), Landscape Maintenance Districts (LMDs), Community Facilities Districts (CFDs), developer deposits, special revenue funds, fixed assets, and long-term debt).

Choose an item.

Click or tap here to enter text.

Provides the ability to add or modify chart of accounts segments without impacting historical data integrity.
Choose an item.	Click or tap here to enter text.

Provides the ability to use mixed-case alphanumeric values within chart of accounts segments.
Choose an item.	Click or tap here to enter text.

Provides the ability to create and display intuitive account labels and descriptions.
Choose an item.	Click or tap here to enter text.

Provides authorized users with the ability to import, export, and batch-edit chart of accounts data using standard formats (e.g., Microsoft Excel or CSV).
Choose an item.	Click or tap here to enter text.

Provides configurable validation controls to enforce correct account segment lengths, formats, and structures during transaction entry, with real-time error alerts.
Choose an item.	Click or tap here to enter text.

Provides the ability to change the status (e.g., active and inactive) at applicable chart of accounts segment levels, including fund, department, division, account, project, grant, and other user-defined segments without affecting historical balances/data, subledger reconciliation, audit trail and balance validation.

Choose an item.

Click or tap here to enter text.

Provides the ability to create, maintain, and save user-defined reporting classifications, groupings, relationships, and roll-up hierarchies among chart of accounts elements without altering the base chart of accounts structure (e.g., fund groups, governmental reporting groups and classifications, program clusters, ACFR categories, State Controller groupings, GFOA functional classifications (e.g., Public Safety, General Government) and GASB-compliant object codes reporting categories).

Choose an item.

Click or tap here to enter text.

Provides the ability to use the project segment to track and report applicable budgets, revenues, expenditures, encumbrances, and other financial activity by project without requiring use of a separate project accounting module.

Choose an item.

Click or tap here to enter text.

Provides the ability to flag or classify individual accounts for State Controller, ACFR, and other reporting requirements.

Choose an item.

Click or tap here to enter text.

Provides the ability to tracks changes to the chart of accounts and maintain a complete audit log for changes to individual segments.

Choose an item.

Click or tap here to enter text.

Provides the ability to activate, deactivate, and archive individual accounts and chart of accounts segments without loss of historical data or reporting integrity.

Choose an item.

Click or tap here to enter text.

Journal Processing

Provides the ability to process multiple journal entry types, including one-time, recurring, allocation and distribution, automatic reversing, accrual, imported, and correction journal entries The system should include fund balancing, approvals and overrides, correction/reversal handling and audit trail.
Choose an item.	Click or tap here to enter text.

Provides the ability to add and require additional attributes such as an activity number, project, grant, CIP, special event, or other City-defined tracking code to a journal entry, with configurable use based on business requirements.

Choose an item.

Click or tap here to enter text.

Provides the ability to copy an existing journal entry to use as a template for a new journal entry.
Choose an item.	Click or tap here to enter text.

Provides the ability to attach documents of various formats to journal entries.
Choose an item.	Click or tap here to enter text.

Provides the ability to identify and record the source of journals (e.g., budget, sub-system, import).
Choose an item.	Click or tap here to enter text.

Provides the ability to review journal entries from the general ledger detail, with drill-down to related subledger entries and attachments.

Choose an item.

Click or tap here to enter text.

Provides configurable journal entry numbering schemes, including user-defined formats and sequences, and prevents the reuse of journal entry numbers.
Choose an item.	Click or tap here to enter text.

Provides the ability to define and configure journal import processes from external or third-party systems and import journal entries using standard formats such as Microsoft Excel and CSV.
Choose an item.	Click or tap here to enter text.

Provides the ability to define and use allocation codes to automatically distribute expenses among multiple accounts, funds, departments, or other chart of accounts elements based on user-defined allocation rules.
Choose an item.	Click or tap here to enter text.

Provides configurable journal entry workflow, including routing for departmental and accounting review and approval based on user-defined criteria, with the ability for authorized reviewers to approve, reject, delegate, request modifications, or return entries to the preparer with comments for resubmittal, and to restrict editing after a configured approval level.
Choose an item.	Click or tap here to enter text.

Allows flexible posting options (e.g., batch, approval required, automated) based on pre-defined rules, permissions, impacted ledgers/accounts, sources, etc.
Choose an item.	Click or tap here to enter text.

Provides configurable balancing controls to ensure journal entries remain balanced, including fund balancing.
Choose an item.	Click or tap here to enter text.

Supports automated and auditable reversal functionality for accrual, correction/reversal, and adjusting entries, with configurable period posting options.
Choose an item.	Click or tap here to enter text.

Prevents the posting of journal entries to closed periods, including month or year.
Choose an item.	Click or tap here to enter text.
Closing

Provides the ability to create and manage accounting periods, including monthly, annual, fiscal year-end adjustment (Period 13), and special closing periods, with capability to restrict or permit transaction posting by user role, fund, and sub-ledger module.
Choose an item.	Click or tap here to enter text.

Provides the ability to maintain multiple accounting periods open simultaneously, with configurable controls over user access and transaction posting by period.
Choose an item.	Click or tap here to enter text.

Provides the ability to independently close and roll over accounting periods at the system, module, and subledger levels, including closing individual modules and subledgers while keeping the general ledger open for authorized adjustments.
Choose an item.	Click or tap here to enter text.

Supports period-end soft close processes that restrict posting of new transactions to closed periods while allowing authorized users to post designated adjustments and year-end entries until the period or fiscal year is fully closed.
Choose an item.	Click or tap here to enter text.

Provides configurable month-end and year-end close checklists, including required journal entries and other close activities, task assignments, due dates, status tracking, reminders, and notifications.
Choose an item.	Click or tap here to enter text.

Provides the ability to configure unique year-end closing equity accounts (fund balances) for individual funds.
Choose an item.	Click or tap here to enter text.

Provides automated year-end closing of revenue and expenditure accounts and roll forward balance sheet accounts to establish subsequent year beginning balances.
Choose an item.	Click or tap here to enter text.
Reporting

Provides standard and ad-hoc general ledger and financial reports and queries that can drill down to the main source of transaction and attachments, including but not limited to:

· Trial balance

· Balance sheet

· Revenue and expenditure reports

· Budget-to-actual reports with encumbrances

· General ledger account analysis and detail

· Fund balance reports

· Project-level budget, actual, encumbrance, and available balance reporting using the project segment

· Payroll general ledger and other labor detail by department, division, project, grant, fund, account, employee, pay period ending date, pay date, and other applicable City-defined attributes

· Grant-related general ledger reports

· User-defined reports based on selected accounts, segments, and other criteria

· Bank reconciliation

· Accounts receivable aging reconciled to the general ledger

· Accounts payable aging reconciled to the general ledger

· Encumbrance reports by vendor and general ledger account

· Retentions payable by vendor and general ledger account Choose an item. Click or tap here to enter text.

Provides ACFR and financial statement reporting capabilities, including but not limited to:

· Categorization and summarization of transactional data to support the Annual Comprehensive Financial Report (ACFR)

· Fund financial statements

· Government-wide financial statements

· Budget basis statements, including modified accrual with City-defined account exclusions

· Supporting detail necessary to reconcile and tie ACFR financial statements to the general ledger and budget

· Automated updates to ACFR reports when journal entries are posted

· Publication-ready ACFR output that supports applicable GFOA award requirements

· Ability to build and publish annual and periodic financial statements online and in an interactive format Choose an item. Click or tap here to enter text.

Provides standard and ad-hoc reporting to support federal, state, and other regulatory requirements, including but not limited to:

· State Controller's Report

· Federal Awards / Schedule of Expenditures of Federal Awards (SEFA)

· GASB 87 lease reporting

· GASB 96 subscription-based information technology arrangement reporting

· GASB 101 compensated absences reporting

· Other applicable current and future GASB and regulatory reporting requirements

· AB 1600 annual report on development impact fees

· Cost Allocation Plan Choose an item. Click or tap here to enter text.

Provides specialized fund and financial reporting capabilities, including but not limited to:

· Internal Service Fund statements and reporting

· Budget-to-actual reporting

· Fund balance reporting

· Development impact fee balance and future project reporting, fee detail, and fee summary reporting

· Special account and sub-account reporting Choose an item. Click or tap here to enter text.

Provides configurable dashboards and inquiries for financial information, including real-time trial balances, revenues and expenditures, encumbrances, project activity, and other user-defined financial information.
Choose an item.	Click or tap here to enter text.

Provides drill-down capability from summarized financial reports and dashboards to supporting transactions and documentation.
Choose an item.	Click or tap here to enter text.

Provides automated month-end, year-end, and recurring financial reporting based on user-defined schedules and criteria.
Choose an item.	Click or tap here to enter text.

Provides the ability to generate comparative financial reports using user-defined periods, including current, historical, fiscal-year, and other City-defined date ranges.
Choose an item.	Click or tap here to enter text.

Provides the ability to export financial reports and supporting detail to Microsoft Excel and other standard file formats and to support direct analysis of financial data through Microsoft Excel and/or pivot-table functionality.
Choose an item.	Click or tap here to enter text.

Bank Management and Reconciliation The solution should provide the ability to manage and reconcile multiple bank accounts and transfer funds between the accounts. Specific requirements are listed below.

Requirement

Response Code

Response/Comments

Bank Management and Reconciliation

Provides the ability to track cash balances for all funds by sub-fund and project, including pooled equity.
Choose an item.	Click or tap here to enter text.

Provides a daily cash position report or dashboard showing current cash balances, projected cash flows and anticipated cash requirements, including upcoming payroll and accounts payable disbursements.
Choose an item.	Click or tap here to enter text.

Provides configurable rules to automatically classify, code, and post bank transactions based on bank-defined transaction types and City-defined criteria.
Choose an item.	Click or tap here to enter text.

Supports check reconciliation using bank-provided files, including standard and custom formats.
Choose an item.	Click or tap here to enter text.

Supports receipt reconciliation with credit card merchant services.
Choose an item.	Click or tap here to enter text.

Provides the ability to identify, track, and report outstanding, voided, and stale-dated checks as part of the bank reconciliation process.
Choose an item.	Click or tap here to enter text.

Provides user-defined status levels for bank transactions, including checks, payments, EFTs, wires, credit cards, and virtual cards.
Choose an item.	Click or tap here to enter text.

Integrates and codes third-party receipts, including cash, checks, credit cards, virtual cards, lockbox files, NSFs, and refunds, with bank reconciliation functionality to support automated clearing and matching of transactions.
Choose an item.	Click or tap here to enter text.

Provides integrated bank reconciliation functionality, including automated retrieval of bank files and bank balances through direct bank connectivity, automated matching, exception identification, reconciliation reporting, and creation of correcting journal entries, with transaction data automatically available from applicable accounts payable, accounts receivable, general ledger, and cash receipts modules.

Choose an item.

Click or tap here to enter text.

Provides the ability to manage and reconcile multiple bank accounts and transfer funds between accounts.
Choose an item.	Click or tap here to enter text.

Provides configurable auto-matching rules for one-to-one, one-to-many, and many-to-one reconciliation scenarios.
Choose an item.	Click or tap here to enter text.

Provides a complete audit trail of reconciliation activities, including preparer, reviewer, approval, adjustments, comments, and supporting documentation.
Choose an item.	Click or tap here to enter text.

Supports reporting and reconciliation of negative cash balances and user-defined treatment of deficit cash positions.
Choose an item.	Click or tap here to enter text.
Investment Management

Provides the ability to define user-configurable methodologies for allocating investment earnings, realized and unrealized gains/losses, and investment-related fees, with automated allocation to funds based on average cash balances or other City-defined criteria. The system shall generate resulting journal entries for review, approval, audit tracking, and posting to the general ledger.
Choose an item.	Click or tap here to enter text.

Provides automated monitoring of investment activity for compliance with City-defined investment policy requirements, including exception reporting for potential compliance issues.
Choose an item.	Click or tap here to enter text.

Provides investment maturity forecasting and liquidity planning reports.
Choose an item.	Click or tap here to enter text.
Debt Management

Provides the ability to track and manage multiple debt and financing instruments, including bonds, capital leases, lease agreements, and other City financing obligations.
Choose an item.	Click or tap here to enter text.

Supports amortization schedules, including the ability to amortize premiums, discounts, gains, and losses and manage related payment activity.
Choose an item.	Click or tap here to enter text.

Provides debt subledger functionality, including the ability to track pledged revenue, principal and interest, debt margin, invoices, payments, and related journal entries and to associate debt with applicable assets.
Choose an item.	Click or tap here to enter text.

Provides the ability to track debt by type, fund, purpose, and other City-defined classifications, including situations where a single facility has multiple financing sources.
Choose an item.	Click or tap here to enter text.

Provides the ability to define user-defined fields and attributes for debt instruments.
Choose an item.	Click or tap here to enter text.

Provides debt reporting capabilities, including average age of debt, unamortized premiums and discounts, unamortized deferred amounts on refunding, debt service by funding source, custom categories, and applicable ACFR reporting schedules.
Choose an item.	Click or tap here to enter text.

Provides debt service forecasting and scenario modeling capabilities.
Choose an item.	Click or tap here to enter text.

Maintains detailed transaction history for debt instruments in accordance with the City’s retention requirements and supports association of refinanced debt with the original issuance.
Choose an item.	Click or tap here to enter text.

Provides the ability to interface with third-party debt management solutions. Proposer shall identify supported integrations in Response/Comments.
Choose an item.	Click or tap here to enter text.

Provides the ability to track outstanding debt and establish reminders for upcoming payments and other debt-related obligations.
Choose an item.	Click or tap here to enter text.

Provides the ability to automatically generate all related journal entries for governmental fund debt payments. The system should record principal and interest as expenditures in the applicable governmental fund and create the corresponding government-wide entries to reduce the general long-term debt liability for principal and recognize interest expense, as applicable.
Choose an item.	Click or tap here to enter text.

Provides the ability to associate debt payments with the applicable debt payment voucher or other supporting payment record.
Choose an item.	Click or tap here to enter text.

Provides configurable workflow for debt payment review and approval.
Choose an item.	Click or tap here to enter text.

Provides the ability to track assets pledged as collateral for municipal bonds and other debt instruments.
Choose an item.	Click or tap here to enter text.

Supports GASB 87 Lease and GASB 96 SBITA accounting, including amortization schedules, journal entries, disclosures, and reporting.
Choose an item.	Click or tap here to enter text.

Procurement/Purchasing The solution should provide fully integrated functionality supporting a range of purchasing methods from requisition through issuance of the PO. Specific requirements are listed below.

Requirement

Response Code

Response/Comments

General

Provides the ability to support vendor groups and commodity codes for efficient analysis and procurement searches.
Choose an item.	Click or tap here to enter text.

Provides three-way matching functionality between purchase orders, receipts, and vendor invoices.
Choose an item.	Click or tap here to enter text.

Provides the ability to support cooperative purchasing, piggyback contracts, informal and formal competitive procurement, Invitations for Bid (IFBs), Requests for Proposals (RFPs), Requests for Qualifications (RFQuals), emergency procurement, exceptions to bidding, and other public-sector procurement methods, including maintaining a centralized repository of applicable contracts and agreements with contract source, vendor, vendor contact information, term, eligible commodities and services, expiration dates, and usage history.

Choose an item.

Click or tap here to enter text.

Provides configurable workflow for City-defined pre-procurement and exception requests, including required documentation, comments, electronic approvals, and audit history before a requisition may be created or processed.
Choose an item.	Click or tap here to enter text.

Provides the ability to allow electronic forms requests with workflow enabled review and approvals.
Choose an item.	Click or tap here to enter text.
Requisitions

Provides the ability to identify and prevent duplicate requisitions.
Choose an item.	Click or tap here to enter text.

Provides the ability to perform budget checking during requisition entry, change order processing, purchase order creation, and invoice processing, including related shipping and sales and use tax amounts, with configurable hard stops and authorized overrides for exceptions, including validation of applicable accounts and vendors, and provides the ability to track the number of change orders requested for each purchase order.

Choose an item.

Click or tap here to enter text.

Provides configurable requisition entry requirements, including user-defined mandatory fields and required supporting documentation based on procurement type and dollar threshold, including quotes, proposals, contracts, agreements, scopes of work, specifications, staff reports, and exception documentation.
Choose an item.	Click or tap here to enter text.

Provides the ability to copy or duplicate requisitions, including from one fiscal year to another.
Choose an item.	Click or tap here to enter text.

Provides the ability to attach multiple documents to requisitions in various formats (i.e. Word, Excel, image, PDF, etc.) with a large storage capacity for each transaction.
Choose an item.	Click or tap here to enter text.

Provides options to encumber budget at the requisition and purchase order levels, including pre-encumbrances during approval workflow stages.
Choose an item.	Click or tap here to enter text.

Provides vendor validation during requisition entry, including notification when a vendor has open blanket purchase orders and the ability to select an existing vendor, add a new vendor, or create a requisition without selecting a vendor, as authorized.
Choose an item.	Click or tap here to enter text.

Provides configurable multi-level requisition approval workflows based on user-defined criteria, including department, division, dollar threshold, account, project, procurement type, and purchasing thresholds, with separation of duties, electronic approval, and the ability to approve, reject, or return a requisition to the originator and any specific approver within the workflow (not only back to originator).

Choose an item.

Click or tap here to enter text.

Provides the ability to automatically route designated purchases, including information technology equipment, hardware, software, and related purchases, to applicable departments for review and approval based on user-defined rules.
Choose an item.	Click or tap here to enter text.

Provides the ability to integrate with PlanetBids, if retained, to exchange applicable solicitation, vendor, bid, award, contract, and purchasing information, including the ability to use awarded solicitation information to create or populate purchase orders and contracts.
Choose an item.	Click or tap here to enter text.

Provides the ability to link requisitions and purchase orders to applicable contracts and agreements, including one-to-one and many-to-one relationships, and validate that contract or agreement limits are not exceeded across related requisitions and purchase orders.
Choose an item.	Click or tap here to enter text.

Provides the ability to combine multiple requisitions into one purchase order.
Choose an item.	Click or tap here to enter text.

Provides the ability to automatically convert approved requisitions to purchase orders.
Choose an item.	Click or tap here to enter text.

Provides the ability to calculate requisition release dates based on requested need dates, including multiple dates on a single requisition.
Choose an item.	Click or tap here to enter text.

Provides the ability to enter requisitions for a future fiscal year during fiscal year transition without encumbering current fiscal year budget or funds.
Choose an item.	Click or tap here to enter text.

Provides the ability to enter applicable sales tax codes from various customizable options and freight/shipping costs as separate items but not as additional line items.
Choose an item.	Click or tap here to enter text.
Encumbrances

Provides the ability to show pre-encumbrances, commitments, and encumbered amounts related to requisitions and purchase orders.
Choose an item.	Click or tap here to enter text.

Provides the ability to automatically reverse pre-encumbrance and commitment amounts as appropriate, including when a purchase order is reduced or decreased or when a requisition is cancelled or closed.
Choose an item.	Click or tap here to enter text.

Provides the ability to encumber at various accounting and organizational levels, including departments, account groups, accounts, funds, and funding sources, for a particular purchase order.
Choose an item.	Click or tap here to enter text.

Provides configurable percentage or dollar tolerances for exceeding encumbered amounts.
Choose an item.	Click or tap here to enter text.

Provides the ability to reconcile overpaid encumbrances within defined tolerances and prevent negative encumbrances through automatic change orders.
Choose an item.	Click or tap here to enter text.

Provides the ability to exclude contingency amounts from purchase order outputs while retaining or encumbering the associated funds.
Choose an item.	Click or tap here to enter text.

Provides real-time access to purchase order information related to encumbrances.
Choose an item.	Click or tap here to enter text.

Provides the ability to submit encumbrance master listing by account number.
Choose an item.	Click or tap here to enter text.
Purchase Orders

Provides configurable City-defined purchase order templates and supports standard, blanket, annual, emergency, contract-backed, multi-year, multi-department, and recurring purchase orders, including configurable terms and conditions, expiration dates, maximum amounts, individual transaction limits, allowable accounts and line items, and other City-defined restrictions, with the ability for authorized users to maintain and update applicable templates.

Choose an item.

Click or tap here to enter text.

Provides the ability to categorize requisitions and purchase orders using City-defined procurement types, including regular, blanket, sole source, emergency, and cooperative purchasing, with authorized users able to modify the procurement type.
Choose an item.	Click or tap here to enter text.

Provides the ability to support contract-backed purchasing, including validation against contract terms, pricing, spending limits, expiration dates, and available contract balances.
Choose an item.	Click or tap here to enter text.

Provides the ability to link purchase orders to contracts and agreements and track purchase order spending against contract amounts, limits, terms, and available balances.
Choose an item.	Click or tap here to enter text.

Provides the ability to automatically initiate or create a purchase order following contract award to encumber applicable funds.
Choose an item.	Click or tap here to enter text.

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 19, 2026.