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1 1 NNEETT cceelllleenntt ss Vertex Sales Tax Vertex Sal es TaxInterfaceInterfac e FFoorr EELLLLIIOOTTTT VVEERRSSIIOONN FFrroomm NNEETT cceelllleenntt SSyysstteemm,, 4030 Valley Blvd. Suite 100 Walnut, CA 91789 Tel: (909) 598-9019 Fax: (909) 598-9039 E-mail: Website: Vertex Sales Tax Interface Contents - 2 CCoonntteennttss Section Page Introduction .. 3 Section 1 - Vertex Interface Setup .. 6 A: Loading the Data Module .. 6 B: Updating Rate Files .. 7 C: Updating Geo Xref File .. 7 D: Update 9 Digit Zip Code/Geo Xref File .. 7 E: Generating Customer and Ship-To Address GEO .. 8 F: Vrtex Interface Setup.

2 10 G: Importing Tax Code Table.. 11 H: Importing TDM Table .. 12 I: Inventory Location Maintenance .. 13 J: Calculation Testing .. 14 K: Convert Tax Register To Vertex .. 14 Section 2 - Daily Operations .. 15 A: Enter Orders.. 15 B: Billing Entry .. 16 C: Posting Invoices .. 17 D: Reports .. 17 Section 3 - Monthly Procedures .. 23 A: Re-create the Rate and Xref Files .. 23 B: Create Tax Register Reports .. 23 Section 4 Vertex Files & Descriptions .. 25 Vertex Sales Tax Interface Introduction - 3 Introduction Vertex Services Vertex Inc.

3 Has been one of the industry leaders in providing services for up-to-date tax information for a variety of businesses since 1974. They have been vigorously researching, compiling, maintaining, and publishing sales, payroll, and property tax information in different formats. netcellent Services Since 1991, netcellent has been a dedicated developer of the ELLIOTT accounting/distribution/manufacturing software. We have provided various types of businesses with contemporary solutions to meet their needs and requirements. In order to solve the sales tax collection issue for multiple states, we have invested our resources in developing an interface between ELLIOTT s accounting software and the Vertex sales tax services. Customers must purchase the sales tax services from Vertex before netcellent can provide an interface module for ELLIOTT users. This includes the Vertex Data module, Calculation module, Tax Decision Maker (TDM) and Geocoder module.

4 The Return module (Quantum Return) is optional. When users purchase sales tax services from Vertex, they will receive Cobol source code for the Calculation module and various other programs. The Cobol source code is written in a Mainframe format and needs to be adapted for the PC environment and ELLIOTT s coding standard. netcellent has invested much time and effort to adapt the Vertex Cobol source code to work in an ELLIOTT environment. These include the Calculation module, Geocoder, Import/Export Routines, Sales Tax Return Interface and various Sales Tax Reports. The main change is in the file and screen (user interface) handling. We also developed new programs and modified certain ELLIOTT programs to interface with the Vertex calculation module. By providing this service, we bridge the gap between Vertex and ELLIOTT. Users no longer have to invest in a Micro Focus Cobol Compiler and there is no need to hire an experienced ELLIOTT Cobol programmer to develop the interface.

5 Furthermore, netcellent will maintain any changes that may come from ELLIOTT and Vertex by offering users a maintenance contract. We estimate about 300 to 400 hours are needed for an experienced ELLIOTT Cobol programmer to develop a Vertex Interface for ELLIOTT and about 20 to 40 hours each time ELLIOTT or Vertex releases an update. By purchasing this Vertex Interface from netcellent , users save a tremendous amount of resources and can focus on their business. Vertex Sales Tax Interface Introduction - 4 Introduction of Vertex Interface For ELLIOTT The Vertex Interface uses the Vertex Geo (geographic) Code to integrate ELLIOTT A/R, O/E, and I/M functions with the Vertex ST/CO/CI Rate files to improve the accuracy and determination of sales tax rates. This Geo code consists of nine digits in a 2-3-4 format, which can uniquely identify a tax rate for each location. The first two digits of a Geo code are for the state, the middle three for the county, and last four digits for the city.

6 For example, Brea, California is assigned Geo code 05-059-0410, where 05 represents the state of California, 059 represents Orange county, and 0410 represents the city of Brea. Therefore, users need to assign a Geo code for each customer, ship-to/alternate address, and warehouse location, with a legitimate address or 9 digit zip code (Optional) before using the Vertex Interface. From this manual you will learn how to configure the Vertex Interface, what ELLIOTT daily operating functions relate to Geo codes, and what kinds of sales tax reports and return files are generated by monthly procedures. Vertex Sales Tax Interface Introduction - 5 Import Tax Code FileGenerate Alt Address GeoCodeInventory Location MaintenanceReturn PreparationUpdate Rate FilesState Tax Code FileTax Rate FileGeo Xref FileImport TDM TableGenerate Customer Geo CodeCustomer FileAlt Address FileLocation FileSales Tax Registration ReportsO/E EntryBilling PostingA/R Enter Sales TransactionPostingTax Register FileTax Detail FileQuantum Return File TAX 2000 Tax Report filesVertex Data Module DisketteLoading Data ModuleSTAXMST5 FileTDM TableVertex TDM module DisketteUpdate Geo Xref FileAlt Address MaintenanceSales Detail DisplayFigure 1 Vertex Interface Data Flow Diagram(1.)

7 A)(1. B)(1. C)(1. G)(1. H)(1. E)(2. A, 2. B, 2. C)TDMSEQ FileVTS 310 PCLoad TDM Files VTS 300 PC TDM Files MaintenanceTDM Master FilesQuantum ReportsTax Report FilesCustomer MaintenanceNetcellentVertexFunction Provide By VertexFunction Provide By netcellent Update 9 Digits Zip/Geo Xref File9 Digit Zip/Geo Xref File(1. D)(1. E)(1. I)(2. A, 2. B, 2. C)(2. D))Vertex Sales Tax Interface Section 1: Vertex Interface Setup A: Loading the Data Module Since tax rates can change for different locations throughout the nation, a Vertex service subscriber will receive a monthly update data module CD from Vertex. The files on the update CD will need to be copied to the appropriate directory for ELLIOTT to interface. You can accomplish this at the Command Prompt by the following procedures: Step 1: Insert the new Data Module CD into the CD drive E (or whichever is available). Step 2: Copy all files on the CD to the ELLIOTT directory (where Elliott is the directory your Elliott programs reside) by typing the following command: COPY E:\*.

8 * M:\ELLIOTT You are now ready to perform a monthly data update on the Rate file, Geo Xref file and 9 Digit Zip Code/GEO Xref file in the Vertex Interface. Figure 3 shows the three options. Figure 1 shows where you would update the Rate File, the GEO Xref File and 9 Digit Zip Code/GEO Xref File. Vertex Interface Setup - 6 Vertex Sales Tax Interface B: Update Rate File Access: Main Menu Util-Setup Vertex Interface Monthly Data_update Update rate File This function will convert data from STAXMST5, a sequential ASCII file, to the Vertex Tax Rate file ( ) in an indexed file format (Btrieve) that ELLIOTT can read much faster. During order entry, the Calculation Module will look up the tax rates for each transaction from this file. This process will need to be run on a monthly basis for the most current rate update. During the update process, ELLIOTT will obtain all tax rates for each state, county, and city.

9 The entire process should take less than a minute, but could take up to 15 minutes, depending on your hardware. C: Update Geo Xref File Access: Main Menu Util-Setup Vertex Interface Monthly Data_update Update Geo Xref This function will convert data from STAXMST5, a sequential ASCII file, to the Geo Xref file ( ) in an indexed file format that ELLIOTT can read much faster. Generate Customer Geo, Generate Ship-to Geo, Customer File Maintenance in A/R, and Ship-To File Maintenance in COP will use this file to look up the Geo code for the corresponding address. This process will need to be run on a monthly basis to utilize the most current Geo code update. During the update process, ELLIOTT will create a Geo Xref file that will be utilized when adding or changing an address for a customer or ship-to. The entire process should only take a minute or two, but could take more than an hour, depending on the speed of your hardware.

10 D: Update 9 Digit Zip Code/Geo Xref File Access: Main Menu Util-Setup Vertex Interface Monthly Data_update Update 9 Digit Zip/Geo Xref File This function will convert data from STAXZIP, a sequential ASCII file, to the 9 Digit Zip/Geo Xref file ( ) in an indexed file format that ELLIOTT can read much faster. Generate Customer Geo, Generate Ship-to Geo, Customer File Maintenance in A/R, and Ship-To File Maintenance in COP will use this file to look up the Geo code for the corresponding 9 digit zip code. This process will need to be run on a monthly basis to utilize the most current update. During the update process, ELLIOTT will create a 9 Digit Zip/Geo Xref file that will be utilized when adding or changing an address for a customer or ship-to. The entire Vertex Interface Setup - 7 Vertex Sales Tax Interface process should only take a few minutes, but could take more than an hour, depending on the speed of your hardware.