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Internal: Adding unlimited modules to GoSystem Tax RS renewals

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All renewal documents are generated and edited through Salesforce.com (SFDC). To generate renewal documents, see Generating GoSystem Tax RS renewal documents.  To process renewal documents, see Processing GoSystem Tax RS renewal documents.

Overview

When a renewal quote it edited, the original copy of the order form is not maintained within SFDC. Before making any changes save a copy of the original order form to your workstation. Renewal pricing was standardized in 2013, however many renewals will still reflect grandfathered rates lower than standard costs. It is critical to note the original rates in call notes. Include the following information:

Once changes to renewal documents are saved in SFDC, reverting back to the original amount requires a manual adjustment. This cannot be done without including the above within call notes.

Adding new items to the renewal quote

Follow the steps below to properly add new unlimited modules to a renewal order form:

  1. Launch SFDC and generate the OneSource Order form. Save a copy of the original order form to your desktop.
  2. Open the Quick Quote Calculator and select the Customer Service Only tab.
  3. Enter the current total renewal cost in the Total Contract Price field in the Unlimited Calculations section.
  4. If any other unlimited module is also owned enter the current line item cost in the corresponding field in the Unlimited Calculations section.
  5. The values in the New Unlimited PYA and/or E-file Cost fields are calculated automatically and will be used on the renewal quote. The costs are calculated as follows:
    • The cost to add Unlimited Prior Year Access is equal to the greater of $1500 or ten percent of the total contract price. If Unlimited E-file is already owned, the cost of this is deducted from the total contract price before the new Unlimited Prior Year Access cost is calculated.
    • The cost to add Unlimited Electronic Filing is equal to the greater of $3500 or fifteen percent of the total contract price. If Unlimited Prior Year Access is already owned, the cost of this is deducted from the total contract price before the new Unlimited Prior Year Access cost is calculated.
  6. With the renewal quote open in SFDC navigate to the Quote Line Items  section and click Add/Remove Materials. How to find the add/remove materials section.
    1. Click the Quotes tab shown below.

      Quotes Tab

    2. Click the name of the renewal quote to open it. A renewal quote will be named XXXX GoSystem Tax Renewal where XXXX is the tax year that needs to be renewed. Renewal Quote Name
    3. Scroll down the page to find the Quote Line Items section and click the Add/Remove materials button.

      Add/Remove Matiereals

  7. The material number can be found on the Calculator tab of the Quick Quote Calculator, and can be copied and pasted into the search by material number field. It can also be found by using the filter attributes as follows:
    • Line of Business- GoSystem
    • Product Family- Modules (electronic filing) or Prior Year Access (PYA)
    • Product Group- Software
    • Product Year- Tax Year that is being renewed
  8. Mark the checkbox next to the desired material and click Add Selection to add to the renewal quote.
  9. Click List of Materials Added to review all items on the renewal quote.
  10. Review for correctness and click Finish. On the next screen click Save to complete changes.
  11. In the Edit Quote Line Item screen ensure all materials are marked as renewable and the billing frequency is correct and click Save. By default this will be set to monthly, see GoSystem Tax RS renewal terms and billing schedule.

    Note: Everything on the renewal quote should be marked as renewal. In the Line Type column mark Renewal for all materials listed on the renewal quote, even for items that were not previously owned.

  12. Navigate back to the Quote Line Items section and click Price Quote, this will update pricing for anything that was changed to standard pricing on the quote. Show me
    Price Quote
  13. Using the calculated values from the Quick Quote Calculator change the prices on the quote for all years of the renewal term and Click save. Note the cost in call notes.
  14. Under the transactions section ensures that all transactional fees applicable to the unlimited module are zeroed out. Show me.
    Zeroing Transactions
  15. Navigate to the top of the page and click the Edit button to add a note about what was changed on the renewal. Enter the detail of what was changed (including quantity and price) in the Notes to Self/Manager field, and click Save.
  16. At the top of the screen click Submit for Sales approval to initiate the approval process and finalize the new order form. Once the changes to the renewal quote have been approved a notification will be sent via email and the new order form and transactional addendum can be generated and sent to the external user to review and sign.

The unlimited products will not go into effect until after the platform has been released for the tax year that is being renewed.

Related topics

GoSystem Tax RS renewal overview

Transaction fees for GoSystem Tax RS