Attachment_B_-_Functional_&_Technical_Requirements.xlsx
XLSX spreadsheet 89 KB Posted
- Attached to
- Enterprise Resource Planning (ERP) Solution State and local contract opportunity
- Solicitation number
- 2026-RFP-064
- Issued by
- Allegheny County, Philadelphia City, Pennsylvania
About this file
Summary of Attachment B - Functional & Technical Requirements
This document is a functional and technical requirements template for an Enterprise Resource Planning (ERP) Solution being procured by the City of Pittsburgh's Office of Management & Budget on behalf of the Department of Innovation & Performance. The file establishes standardized response categories across multiple functional areas, requiring vendors to indicate availability of capabilities using codes: Y (native), R (yes, with reporting tools), T (yes, with third-party product), M (yes, with modification/custom development), F (planned for future release), and N (not available). Requirements are prioritized as Essential (E), Desired (D), or Optional (O), and are scoped within Scope A, B, or C categories. The template encompasses general and technical requirements spanning address management, data archiving, workflow engines, data entry and transaction processing, security and auditing, user interfaces, and vendor support services, among other foundational ERP capabilities.
The financial requirements section addresses core accounting functions including accounts payable and expense tracking, accounts receivable, bank reconciliation, budget management, capital asset management, cash management, and cash receipts processing. The requirements detail extensive functionality for invoice processing, supplier management, payment processing, financial reporting, budget forecasting, capital project tracking, and multi-year budget planning. Notably, the specification requires comprehensive workflow capabilities with role-based security, audit trails, integration standards (REST APIs, SFTP, file-based transfers), compliance with WCAG 2.1 accessibility standards, support for single sign-on via LDAP/Azure AD/SAML, and vendor commitment to defined service level agreements, disaster recovery objectives, and periodic software updates at no additional charge during the contract term.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Enterprise_Resource_Planning_(ERP)_Solution_(Addendum_#1_Revision).pdf | ||
| Attachment_G_-_Standard_SLA_with_Remedy.pdf | ||
| Attachment_D_-_Pricing_Forms.xlsx | XLSX spreadsheet | |
| Attachment_C_-_Staffing_Forms.xlsx | XLSX spreadsheet | |
| Attachment_A_-_Vendor_Forms.xlsx | XLSX spreadsheet | |
| Integrations_Scope_Tables.pdf | ||
| Current_Application_Environment_Tables.pdf |
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Text version
Instructions Enterprise Resource Planning (ERP) Solution - Attachment B - Functional & Technical Requirements
| General Instructions: | |
| This template is designed to collect your RFP response in a standardized format. | |
| Each tab represents a different category of information we need from you. |
| How to Complete: | |
| 1 | Navigate to each tab and review the pre-filled information (if any) |
| 2 | Complete all fields marked with light blue background - these are for vendor input |
| 3 | Use dropdown menus where provided to ensure consistency |
| 4 | Do not modify column headers or pre-filled client information |
| Functional Requirement | ||
| Response Codes | For each requirement, select an Availability/Response value from the dropdown: | |
| Y = Yes, native | ||
| R = Yes, with reporting tools | ||
| T = Yes, with third-party product | ||
| M = Yes, with modification or custom development | ||
| F = Planned for future release | ||
| N = Not available |
| Color Coding: | |
| White background = Pre-filled by City (do not modify) | |
| Light blue background = Vendor to complete | |
| Dark blue header = Category / sheet name |
| Tabs in this file: | |
| Functional Req - General & Technical: | General and Technical requirements |
| Functional Req - Finance: | Financial requirements |
General & Technical
| Functional Req - General & Technical | |||||||
| Functional Area | Use Case | Priority | Scope | Requirement | Availability/Response | Module or Application | Comments |
| City-provided | City-provided | Essential, Desired, or Optional | Scope A, Scope B, or Scope C | City-provided requirement text | Select from dropdown | Which product/module provides this | Additional notes |
| General | Address Management | E - Essential | Ability to store all components of an address record in separate fields. | ||||
| General | Address Management | E - Essential | Ability to support a standard naming convention including segments for all addresses within the system. | ||||
| Technical | Archiving | E - Essential | Ability to provide an archiving solution for all data elements where data is moved to an archive after a configurable period of time is reached. | ||||
| Technical | Archiving | O - Optional | Ability to configure archive settings by module | ||||
| Technical | Archiving | E - Essential | Ability to configure archive settings by transaction type (e.g. invoice, paycheck, etc.) | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide the same workflow rules and engine regardless of the user interface that is used (i.e., web-based or mobile app interface). | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide alerting & reminder functionality throughout the system that could be set to trigger based on certain events (e.g., more than 2 weeks have passed and you are responsible for completing this step, contract is going to expire soon, etc.). | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide workflow functionality that allows a user to enter comments justifying their approval/denial action. | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide workflow functionality that allows a user to forward workflow items for a user-designated period to another user who will act as a delegate approver in being able to review, approve, and reject all workflow items in the first user's absence. | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide workflow functionality that allows for items to be put into workflow with a combination of parallel or sequential approvals. | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide workflow functionality that allows for notification of the results of a workflow step to be sent to a user via email or be viewable internally within the application. | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide workflow functionality that allows for reporting on how long each step in a workflow is taking to perform. | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide workflow functionality that allows for users receiving workflow updates via email to click on a link provided within the email that takes the user to the appropriate area within the application to perform the next steps on that workflow. | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide workflow functionality that is role-based such that departments can perform approvals in a “person-independent” manner (E.g. requisition is sent to department manager. Whoever is currently assigned to that role will receive it). | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | Ability to provide workflow functionality with the following options when reviewing an item: (1) Approve, (2) Forward, (3) Hold, (4) Reject, (5) Request for more Information | ||||
| General | Central Document / Transaction Workflow Engine | E - Essential | System provides audit trail history of approvals. | ||||
| General | Data Entry & Transaction Processing | E - Essential | Ability for all functions that delete information to have a user confirmation before the actual deletion. | ||||
| General | Data Entry & Transaction Processing | E - Essential | Ability for system to provide data entry transaction templates (i.e., requisitions, work orders, etc.), with user defined fields that can be used for any purpose including reporting and/or workflow triggers. | ||||
| General | Data Entry & Transaction Processing | E - Essential | Ability for system to provide free form comments fields for all transactions prior to posting or after the fact. | ||||
| General | Data Entry & Transaction Processing | E - Essential | Ability to control entry of data to ensure the user enters data into all required fields on the screen. | ||||
| General | Data Entry & Transaction Processing | E - Essential | Ability to display an error message to a user when they enter invalid or incorrect values, including what happened, why it happened and what can be done to resolve the error. | ||||
| General | Data Entry & Transaction Processing | D - Desired | The system should support future‑dated transactions so that known, approved business events can be entered in advance and automatically take effect on their intended date without impacting current operational balances, reporting, or downstream processes. | ||||
| General | Data Entry & Transaction Processing | E - Essential | Ability to have data entry fields automatically default to a specific value (e.g., date fields should default to current date). | ||||
| General | Data Entry & Transaction Processing | E - Essential | Ability to perform bulk data entry and/or manipulation of transactions (e.g. select 10 transactions to post at the same time). | ||||
| General | Data Entry & Transaction Processing | E - Essential | Ability to view deleted information. | ||||
| General | Data Entry & Transaction Processing | E - Essential | System provides data integrity functionality to allow for multiple users to use the system and create transactions without causing a conflict of data integrity in the underlying data structures. | ||||
| General | Data Entry & Transaction Processing | E - Essential | When an error occurs during transaction entry, system will save all values and prompt the user to correct the invalid values causing the error. This avoids reentering data. | ||||
| General | Data Management | E - Essential | Ability to automatically recover data to the point of the last transaction in the event of a system failure. | ||||
| General | Data Management | E - Essential | Ability to support referential integrity through the use of data definitions. | ||||
| General | Data Management | D - Desired | Ability to inactivate data elements. Inactive elements should not be displayed to users when entering transactions. | ||||
| Technical | Documentation | E - Essential | System provides user documentation that assists users with learning system functionality. | ||||
| Technical | Documentation | E - Essential | Ability to provide Release Notes that document changes between version releases. These documents must be written in a fashion that is easily understandable by the end user. The format of the Release Notes must be conducive to analyzing which changes effect the organization as well as differentiate between items end users need to know about versus IT. | ||||
| Technical | Documentation | E - Essential | Ability to provide video tutorials within the system that guide users through transactions. | ||||
| Technical | Environment management | E - Essential | Ability to provide a configuration management solution to allow for easy management of moving data and programs between the various environments. | ||||
| Technical | Environment management | E - Essential | Ability to retain user preferences when new software releases are deployed. | ||||
| Technical | Environment management | E - Essential | Ability to programmatically import/export system configuration between environments (eliminating the need for manual configuration or reconfiguration) | ||||
| Technical | Environment management | E - Essential | Ability to maintain existing system configuration when new software releases are deployed. | ||||
| Technical | Error Processing | E - Essential | Ability to allow the system administrator or designated end-users to view the error log to provide support for the users. | ||||
| Technical | Error Processing | E - Essential | Ability to log error messages and store for future review and reporting. Error messages should be meaningful to the user versus being of a technical nature. | ||||
| General | Forms Processing | E - Essential | Ability for trained users to customize forms (e.g. paystub, purchase order, etc.) without the need for Vendor assistance. Client-created forms will be compatible with future vendor releases. | ||||
| General | Help System | E - Essential | Ability to provide field-level and screen level help throughout the application that can be customized by trained users. | ||||
| Technical | Integration and Interfacing | E - Essential | Ability for all data import functions in the system to observe all pre-set data validation rules to enforce data/database integrity. | ||||
| Technical | Integration and Interfacing | E - Essential | Ability for system to permit export/import functions of information in a variety of formats to/from a wide variety of external applications and systems, including but not limited to Microsoft's Office Suite, Adobe Acrobat PDF, email systems, data warehouses, and web service APIs. | ||||
| Technical | Integration and Interfacing | E - Essential | Ability to apply security restrictions (including field level security) to all data imports and exports performed by a user. Restrictions should follow normal transaction rules. For example, if a user imports journal entries, the same restrictions should apply as if the user were entering the journal entries into the system. | ||||
| Technical | Integration and Interfacing | E - Essential | Ability to import / export configuration data to/from a common data interchange format (e.g. ASCII, XML, etc.) | ||||
| Technical | Integration and Interfacing | E - Essential | Ability to import / export non-configuration data (e.g. transaction data) to/from a common data interchange format (e.g. ASCII, XML, etc.) | ||||
| Technical | Integration and Interfacing | E - Essential | Ability to support file-based integrations using Secure FTP and/or managed file transfer (MFT) services. | ||||
| Technical | Integration and Interfacing | E - Essential | Ability to support REST-based web services as a means of real-time data exchange (API) with other applications. | ||||
| General | Printing | E - Essential | Ability to allow end users to directly print reports and inquiry screens to printer. | ||||
| General | Reporting and analysis | E - Essential | "Wildcard" and/or “Keyword” capability to allow easy accessing of a range of values when creating reports | ||||
| General | Reporting and analysis | E - Essential | Ability for reports/queries to be scheduled to run and sent to specified users. | ||||
| General | Reporting and analysis | E - Essential | Ability for system to allow users to perform inquiries and searches by any field available for data entry including user defined fields. | ||||
| General | Reporting and analysis | E - Essential | Ability for system to have an ad-hoc report writing capabilities (i.e. choosing columns, fields, date ranges). | ||||
| General | Reporting and analysis | D - Desired | Ability to "drill down" allowing a user to begin with a summary level screen report and inquire on progressively more detailed (i.e., source) transactions. | ||||
| General | Reporting and analysis | E - Essential | Ability to allow search criteria on reports to be not-exact matches, partials, or similar (e.g., soundex). | ||||
| General | Reporting and analysis | E - Essential | Ability to create custom report/query parameters | ||||
| General | Reporting and analysis | E - Essential | Ability to create, edit, save, and assign queries to users without the use of SQL or other programming language. | ||||
| General | Reporting and analysis | E - Essential | Ability to export report data, in formats including but not limited to Excel, .CSV & PDF | ||||
| General | Reporting and analysis | E - Essential | Ability to make minor alterations to previously defined reports/queries and save as a new report/query. | ||||
| General | Reporting and analysis | E - Essential | Ability to prepare reports/queries from any accounting period and across periods. | ||||
| General | Reporting and analysis | E - Essential | Ability to provide a user-configurable 'management dashboard' which allows users to identify and view key summary performance statistics from various components of the system and drill into them for further detail. | ||||
| General | Reporting and analysis | E - Essential | Ability to select any department (or cost center) or range(s) of departments (or cost centers) for inclusion or exclusion in/from reports with proper permissions. | ||||
| General | Reporting and analysis | E - Essential | Shows current date and reports "as of" date (including future dates). | ||||
| General | Reporting and analysis | E - Essential | System includes an accessible, end‑user‑friendly data dictionary and accompanying database relationship diagrams (tables, keys, and relationships) to support reporting and analysis. | ||||
| General | Role-based security | E - Essential | Ability to provide support for a system administrator to control functional access by employees. | ||||
| General | Role-based security | E - Essential | Ability to designate fields as confidential or higher security, so they can be restricted to only authorized users (E.g. social security numbers). | ||||
| General | Role-based security | E - Essential | Ability to restrict access to either view only or read/write by data field by user/role. | ||||
| General | Role-based security | E - Essential | Ability to provide role based and/or user class based system security; must be configurable and must establish rules for editing. | ||||
| General | Role-based security | E - Essential | Ability to restrict access for add/update/view/delete at the transaction level by role. | ||||
| General | Role-based security | E - Essential | Ability to restrict the accessing of security configuration. | ||||
| General | Role-based security | E - Essential | Ability to restrict the accessing of audit logs. | ||||
| General | Role-based security | E - Essential | User authorization functionality shall be implemented such that changes (additions or deletions) to the list of Functionality Access Rights and their Data Access Rights may be made by the System Administrator. | ||||
| Technical | Security and Auditing | E - Essential | Ability for an administrator to change a user's status to inactive. | ||||
| Technical | Security and Auditing | E - Essential | Ability for only the System Administrator to add or remove a User and their associated username and password (if using native sign-on) from the list of registered Users. | ||||
| Technical | Security and Auditing | E - Essential | Ability for System Administrator to assign/reassign to a User their Functionality Access Rights and their Data Access Rights. | ||||
| Technical | Security and Auditing | E - Essential | Ability for System Administrator to reset a User’s password (if using native sign-on). | ||||
| Technical | Security and Auditing | E - Essential | Ability to allow a management user to review the system administrator's activities. | ||||
| Technical | Security and Auditing | E - Essential | Ability to apply security restrictions to querying and reporting functions. | ||||
| Technical | Security and Auditing | E - Essential | Ability to automatically log off an inactive user. | ||||
| Technical | Security and Auditing | E - Essential | Ability to deliver security in a layered format (i.e. data, database, application). | ||||
| Technical | Security and Auditing | E - Essential | Ability to prohibit unauthorized device access and notify a system administrator when an unauthorized access attempt occurs. | ||||
| Technical | Security and Auditing | E - Essential | Ability to flag for unauthorized user access and notify a system administrator when an unauthorized access attempt occurs. | ||||
| Technical | Security and Auditing | E - Essential | Ability to flag for unauthorized user access outside of certain locations (e.g., can see if a user is out of the US and attempting to access data) | ||||
| Technical | Security and Auditing | E - Essential | Ability to integrate with third-party backup/recovery solutions to implement backup and recovery strategies using external on-premise or cloud-based (non-SaaS) environments (public or private). | ||||
| Technical | Security and Auditing | E - Essential | Ability to log all document file changes and report changes in a detailed permanent audit trail, by user ID, based on user login. | ||||
| Technical | Security and Auditing | E - Essential | Ability to monitor concurrent active users of the system. | ||||
| Technical | Security and Auditing | E - Essential | Ability to provide password security which will automatically restrict access after a specified number of erroneous attempts to access. | ||||
| Technical | Security and Auditing | E - Essential | Ability to provide single sign-on with any third-party products proposed in the vendors solution. | ||||
| Technical | Security and Auditing | E - Essential | Ability to support the encryption of data communications between the client and the system using TLS 1.2 or greater (1.3 preferred) | ||||
| General | Audit Trails | E - Essential | Ability to track the relevant audit trails and allow "drill down to the source" functionality to review the history of all changes to the data. | ||||
| Technical | Security and Auditing | E - Essential | Natively support single sign-on functionality, including: (1) Support use of IAM - Identity and Access Management as a source for security credentials, (2) Support use of LDAP as a source for security credentials, (3) Ability to use Azure Active Directory (AD) or integrate with cloud-based Single Sign-On (SSO) solutions via SAML. | ||||
| Technical | Security and Auditing | E - Essential | The system must provide detailed logs for forensic investigation of security incidents, that can aid in identifying the nature and extent of the affectation, including the data that was exfiltrated or compromised. | ||||
| Technical | Security and Auditing | E - Essential | Ability for system to meet PCI-DSS standards compliance requirements. | ||||
| General | Support Changing Departmental Structure | E - Essential | Ability to change department and/or divisional structure when reorganizations occur without impacting historic data. | ||||
| General | Support Changing Departmental Structure | D - Desired | Ability to maintain history of any previous organizational structures. | ||||
| Technical | System Operations and Administration | E - Essential | Ability for system to include the appropriate administrative toolsets to configure the software applications. | ||||
| Technical | System Operations and Administration | E - Essential | Ability for the vendor to provide ongoing software maintenance and new software releases periodically to meet all State and Federal, and local requirements at no additional charge | ||||
| General | User Interface | E - Essential | Ability for each user to configure and save their system preferences which will be applied each time the user logs into the system. | ||||
| General | User Interface | E - Essential | Ability for system to ensure that all features and functions within the application will be available and operate identically regardless of the user interface that is used (i.e., web-based or mobile application). | ||||
| General | User Interface | E - Essential | Ability for the software applications to provide functionality (e.g., interface support for ADA compliance) for or are compatible with third party industry standard (Hal, JAWS for Windows, Windows Eyes, etc.) screen reading software (used to operate a speech synthesizer, which voices the contents of a computer screen) for blind users. Please note third party product compatibility in Comment field. | ||||
| General | User Interface | E - Essential | System complies with WCAG 2.1 standards. | ||||
| General | User Interface | E - Essential | System uses a responsive design that allows users to access the application from devices of any size (phone, tablet, laptop). | ||||
| General | User Interface | E - Essential | Ability to ensure that the software applications provide functionality for or are compatible with third party industry standard (Lunar, Supernova, Zoom Text, Magic) screen magnification products to enlarge the print on the computer screen and configure print size, contrast and color selection for blind users. Please note third party product compatibility in Comment field. | ||||
| General | User Interface | D - Desired | Ability to have access to the system outside of customer local network. | ||||
| General | User Interface | E - Essential | Ability to provide a mobile device optimized experience or dedicate mobile application to be used on smartphone devices and tablet computers. | ||||
| General | Vendor Customer Support Portal | E - Essential | Ability to provide a portal solution that allows users to submit enhancement requests and system bugs on-line that allows for tracking of progress on individual items. | ||||
| General | Vendor Customer Support Portal | E - Essential | Ability to provide a portal solution to access various online information regarding the vendor's solution including: (1) Knowledge base of user documentation (2) Release notes & (3) Other Documentation | ||||
| Technical | ERP Operating Model & Support | E - Essential | Ability for the Vendor to deliver and validate a future‑state ERP operating model during implementation, including a documented service catalog and RACI that clearly defines City versus Vendor responsibilities for system administration, configuration, issue triage, escalation, integrations, reporting, and security operations. | ||||
| Technical | Support & Ticketing | D - Desired | Ability to provide shared visibility into ERP incidents and service requests through either integration with the City’s service desk system or a Vendor‑provided support portal that supports bi‑directional ticket updates, status tracking, attachments, and audit history. | ||||
| Technical | Service Levels & Operational Reporting | E - Essential | Ability for the Vendor to commit to defined support service levels (e.g., response and resolution targets by severity) and provide periodic operational performance reporting, including ticket aging, SLA attainment, trend analysis, and recurring issue identification. | ||||
| Technical | Release & Change Governance (SaaS) | E - Essential | Ability to support a SaaS‑appropriate change and release governance approach, including advance release communications, access to release notes, defined testing and validation windows, and a documented rollback or mitigation approach for high‑impact updates. | ||||
| Technical | Testing Support for Updates | E - Essential | Ability to provide standard regression and/or user acceptance testing (UAT) scripts, test scenarios, or equivalent validation accelerators for periodic software releases and to support City‑executed testing activities in non‑production environments. | ||||
| Technical | Business Continuity & Disaster Recovery | E - Essential | Ability for the Vendor to contractually state disaster recovery commitments for the ERP solution, including recovery time objectives (RTO), recovery point objectives (RPO), and recovery scope, and to participate in periodic disaster recovery exercises with documented results and remediation actions. | ||||
| Technical | Integration Standards & Patterns | E - Essential | Ability to support API‑first integration patterns with published interface specifications, supported authentication mechanisms, versioning guidance, and documented approaches for one‑way and two‑way integrations with external systems. | ||||
| Technical | Integration Operability | E - Essential | Ability to support integration operability requirements, including error handling, retry behavior, reconciliation capabilities, monitoring and alerting hooks, and documented runbooks to ensure integrations are supportable post go‑live. | ||||
| Technical | Lifecycle Provisioning | E - Essential | Ability to support automated user provisioning and deprovisioning (e.g., SCIM or equivalent) and role assignment driven by directory groups or attributes to minimize manual account administration. | ||||
| Technical | Privileged Access Controls | E - Essential | Ability to support privileged access governance, including tiered administrative roles, time‑bound or emergency (“break‑glass”) access with defined expiration, and detailed logging of privileged user activity. | ||||
| Technical | Audit Logging & Export | E - Essential | Ability to provide comprehensive, tamper‑resistant audit logs for authentication events, user activity, administrative and configuration actions, and data access or export activity, with retention configurable to City audit requirements and exportability via standard formats and/or APIs. | ||||
| Technical | Non-Production Data Handling | E - Essential | Ability to support non‑production environment data protection controls, including masking or sub‑setting of sensitive data, controlled refresh processes, and role‑based restrictions on data export or bulk extraction in non‑production environments. | ||||
| Technical | Observability & Monitoring | E - Essential | Ability to provide ERP operational observability capabilities, including system health dashboards, configurable alerting thresholds, and support for incident runbooks and major incident processes, including Vendor participation and access to relevant logs and evidence during incidents. | ||||
| Technical | Assurance & Incident Cooperation | E - Essential | Ability for the Vendor to provide security assurance artifacts (e.g., SOC reports and penetration testing summaries, as available) and to meet defined incident notification and cooperation requirements, including timely notification, investigation support, and evidence sharing. | ||||
| Technical | Data Conversion & Legacy Retention | E - Essential | Ability for the Vendor to support a defined data conversion and legacy data retention approach, including configurable history depth, conversion validation support, and an archival or read‑only access strategy for legacy data required for reporting, audit, or transparency purposes. | ||||
| Technical | Environment Strategy (Dev/Test/UAT/Training) | E - Essential | Ability for the Vendor to provide and support a multi‑environment strategy for implementation and ongoing SaaS operations (development, testing, UAT, and training), with environments refreshed on a set quarterly cadence, appropriate access controls, and support for performance and other non‑functional testing during peak processing periods. |
Finance
| Functional Req - Finance | |||||||
| Functional Area | Use Case | Priority | Scope | Requirement | Availability/Response | Module or Application | Comments |
| City-provided | City-provided | Essential, Desired, or Optional | Scope A, Scope B, or Scope C | City-provided requirement text | Select from dropdown | Which product/module provides this | Additional notes |
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | Ability for employees to use custom attestation language on employee expense transactions. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | Ability for request to include preferred travel arrangements including departure day and time, departure airport, arrival day and time, and arrival airport. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | Ability for system to match an approved travel authorization to an expense report automatically. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | Ability for the system to control per diem rates based on agency requirements. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | Ability to attach documents to request (e.g., conference agenda). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | Ability to categorize expenses by type (e.g., hotel, airfare, conference fees, etc.). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | D - Desired | Ability to create travel authorization before trip which goes through workflow for approval. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | D - Desired | Ability to track and provide dashboards and reports on workflow status by department, employee, etc. for submitted expense reimbursement requests. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | D - Desired | Employees can submit an expense reimbursement request that is automatically routed for approval based on the department, grant, or project. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | Expense requests can be approved in advance, with the advance payment made to the employee. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | System allows users to submit receipts after expenses have occurred for final approval of the transactions. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursements requests | O - Optional | System can calculate amount owed to the City if the submitted expenses are less than the initial advance payment and transfer to the miscellaneous billing module (or otherwise request payment). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Approve an invoice via an electronic workflow | D - Desired | Ability to configure workflow to either return to requestor or previous approver when an invoice is denied, depending on the client's preference for that workflow. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Approve an invoice via an electronic workflow | D - Desired | Approval workflows can be set up based on any chart of account field (e.g., fund, department, project, and/or grant) and dollar thresholds. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create a recurring payment | D - Desired | System can create a recurring payment for a set amount to a supplier (e.g., monthly lease payment). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create accounts payable reports | D - Desired | Ability to drill-down from summary level reports to detail levels for supplier, encumbrance and invoice/payment information. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create accounts payable reports | D - Desired | Ability to print a Capital Asset Expenditure report which includes daily reporting from Accounts Payable to show those invoices that were coded towards capital accounts. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create accounts payable reports | E - Essential | Ability to track and report payments by check run, department, supplier, account distribution, check or ACH number, date and amount. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create accounts payable reports | E - Essential | Ability to view check register that includes voided checks, check #, and voided amount. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create accounts payable reports | E - Essential | System can generate detailed disbursement by chart of account field (e.g., fund, department, project, grants, etc.). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create accounts payable reports | E - Essential | System can generate detailed receipts and disbursement reports. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create accounts payable reports | D - Desired | System can report on cash-basis detailed disbursements by org. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create accounts payable reports | E - Essential | System monitors and notifies users of an insufficient cash balance by fund. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create miscellaneous payment | E - Essential | System allows user to allocate miscellaneous payment amount across multiple general ledger lines. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create miscellaneous payment | D - Desired | System allows user to submit request for payment via workflow that is not tied to a purchase order. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability for user-defined check and check stub formatting, including ability to modify without requiring assistance from the software company or system implementor. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability of the system to have an option of printing or not printing checks that are below a defined threshold (i.e., does not print one-cent checks). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability of the system to provide for mid-cycle restart of check forms during check run. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to allow selected items to be paid and items to be withheld or deleted from payment batch for a particular check run. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to create vendor ACH payments with addenda records (additional details for the suppliers). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to define the check number to restart on, when using blank stock, for a mid-cycle restart. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to generate manual checks on-demand. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to have check stock control numbers included with check data. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to notify the user when a check is to be printed that exceeds a user-defined maximum check amount. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to print from multiple bank accounts in the same check run. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to process check runs at any time. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to produce, through secure printers, checks with MICR encoding and electronic signatures. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | Ability to restrict the reuse of a check number. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | System can automatically assign and control check numbering by bank account or fund without duplication. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | System can generate positive pay file to transmit to bank. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | System can send file to bank for bank initiated check payment. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | System does not restrict the number of digits for the check number. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Create payment batch | O - Optional | System monitors available cash balance to see available funds for paying invoices. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | E - Essential | Ability for a user to make a correction to an invoice entry while it is in the approval queue. The corrected amount can go through the approval queue without re-entering the entire invoice. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | E - Essential | Ability to access information, including attached documents, from the referenced purchase order line item(s) during invoice entry. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to attach supporting documentation to an invoice that can then be included with the payment and remittance information. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to default purchase order information on the invoice during invoice entry with source transaction information (such as supplier name, address, etc. to reduce manual entry). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to designate "separate payment" on an invoice transaction, so this payment is not combined with other payments to the same supplier. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to distribute invoice lines into multiple chart of account codes. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to enter adjustment against a purchase order and resend through workflow approval. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to enter unlimited line items on an invoice. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to generate separate payment runs by department originated invoices (or department assigned suppliers), so this payment is not combined with other payments to the same supplier. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to hold/repeat supplier information when keying multiple invoices into a batch. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to identify capitalized items, based on chart of account fields and dollar amount, as invoices are processed and prompt user to enter fixed assets related details. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to import invoices from a 3rd party system (E.g. retiree insurance, environmental health). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to import invoices from a supplier self-service portal for approval by accounts payable staff. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to perform data validation in real time during invoice entry (such as verify chart of account fields are valid, budget is available, supplier exists in supplier file, etc.). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to process one invoice or multiple invoices from one purchase order and/or for one purchase order line item. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to require follow-up actions before processing payments if the amount due on the supplier invoice exceeds the current encumbrance by more than a tolerable threshold (i.e., contact supplier, determine reason for difference, and obtain necessary workflow approvals or additional budget). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to scan supplier invoices and then the system uses OCR technology to fill in invoice details. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | Ability to support creation of templates for recurring invoices that include standard information such as supplier, chart of account codes, etc. and allows the user to enter the new information for each line when using the template. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | An electronic copy of the invoice can be attached to the invoice record. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | System allows invoice date to be different than the transaction and accounting date when entering an invoice. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Enter invoices | D - Desired | System automatically detects potential supplier duplicate invoices and notifies the user when this occurs. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to access at least five calendar years of 1099 form history in the system. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to calculate, deduct, and track backup withholding for suppliers that are subject to backup withholding. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to default 1099 codes based on the general ledger account code. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to generate all types of 1099 forms. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to generate necessary analysis reporting for 1099 generation purposes. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to identify specific invoices and payments for suppliers as 1099 transactions or non-1099 transactions. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to print 1099 information and the related forms, and/or to create a file to send to an external printer for suppliers with payments in excess of the designated IRS amount. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to track all required information for 1099 reporting purposes with ability to make corrections (i.e., 1099 payments versus non-1099 payments, supplier information, etc.) and electronically transmit to the IRS for reporting purposes and print 1099s for staff. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Ability to view a 1099 report that identifies suppliers that have been associated with a 1099 status but do not have complete 1099 information. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | D - Desired | Software supplier provides updates to annual 1099 forms, IRS file formats, etc. with the annual software maintenance agreement at no additional cost. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File | D - Desired | Ability to establish security for limited access to social security numbers/FEIN on supplier file. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File | D - Desired | Ability to notify requestor and supplier via workflow when a supplier is set up. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Addresses | O - Optional | Ability to allow use if supplier "legal name" and "DBA" name. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Addresses | D - Desired | Ability to create multiple addresses per supplier with the ability to assign each address as appropriate (i.e., invoicing, remittance, ordering, 1099, etc.); and the ability to select different remit addresses during the voucher payment process. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Addresses | O - Optional | Ability to establish a control to avoid supplier profile duplication based on TIN and supplier name, but allow multiple physical locations. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Addresses | O - Optional | Ability to validate supplier address using ERP supplied or third-party address validation tool. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Allow one-time suppliers | D - Desired | Ability to search one-time payments by classification field. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Allow one-time suppliers | E - Essential | Ability to search one-time payments by supplier name/tax ID. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Allow one-time suppliers | O - Optional | Ability to subsequently set up a one-time supplier as a standard supplier and move historical transactions to this supplier number. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Allow one-time suppliers | O - Optional | System allows authorized users to enter a one-time supplier that will not be accessible as a normal supplier for future purchases (such as employees receiving reimbursement or citizens receiving a refund). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Archiving | O - Optional | Ability to periodically archive inactive suppliers based upon flexible, user-generated parameters. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | D - Desired | Ability for system to assign a unique supplier ID number. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | Ability to allow changes to the demographic information of suppliers at the department level that can be routed to a workflow approval process. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | Ability to allow supplier data changes without affecting the supplier information on historical transactions. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | Ability to have a chronological free text area where comments about a supplier not shared with the supplier may be attached to the supplier file or procurement record (e.g., purchase order, invoice, etc.). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | D - Desired | Ability to set up "punch-out" contracted suppliers who provide Amazon-like ordering from an agreed-upon catalog with agreed-upon pricing. The process is integrated in the ERP system including supplier, workflow placing order, workflow approval of order before completion, auto-mapping of supplier items to chart fields (e.g., commodity codes), and payment terms (P-Cards, bank debit, or on account). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | Ability to track and report on all changes to the supplier master record. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | Ability to track and search on supplier file fields as well as custom fields. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | System can mark supplier data fields as restricted, which only allows authorized users to view those fields. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | System can require sales tax on items purchased with a supplier designated as a taxable supplier. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | System can store insurance information for suppliers, including expiration date of coverage which would automatically trigger notifications to stakeholders. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | System can verify TIN matches IRS database. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | System maintains history of all supplier information changes (e.g., when an address is updated, users can see effective date of new address and still see old address details). | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Create and update Supplier records | O - Optional | Users can combine multiple suppliers into a single record with appropriate workflow, while maintaining the complete record of all suppliers. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Payment Information | O - Optional | Ability to automatically email EFT advices. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Payment Information | O - Optional | Ability to designate which bank account a supplier will be paid from. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Payment Information | O - Optional | Ability to enter all needed supplier bank information for EFT payments (ABA number, bank account number, bank name, etc.) with necessary security provided. | ||||
| Accounts Payable (including P-Card), Expense Tracking | Maintain a Supplier File - Payment Information | O - Optional | Ability to set up alternate or multiple remit to suppliers for payment i.e., payment to IRS rather than supplier. |
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File details come from the government source that posted it. Updated .