Internal: Processing GoSystem Tax RS renewal documents

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Web text: GST Contract Received - GSTY

Returned signed renewal paperwork is submitted for processing through (SFDC). For more information about creating and processing documents for add-on orders rather than renewals see, Creating a new Quote in (SFDC). To submit returned signed renewal documents to WSS Order Processing follow the steps below:

  1. Review the returned documents for correctness. Incorrect or incomplete orders cannot be submitted for processing. Check for the following:
    • Each page of the Order Form and the Transaction Fees Pricing Addendum has been initialed.
    • The last page of each has been signed.
    • If either of the above has note been completed or are missing contact the sender to provide the missing or correctly completed paperwork.
  2. Verify that the individual signing the renewal documents is an authorized signor.
    • Renewal documents may only be accepted if signed by the Sell-To contact. If the contacts need to be updated, see GST name, address, and contact role changes.
    • Ideally, this would the RS Admin as they fill the role of the licensee for GoSystem Tax RS.
  3. Save a copy of completed paperwork to the local workstation, renaming the file to contain the GST ID.

    Note: Documents must be saved in an approved format prior to submitting to SAP for processing. Save returned documents either as PDF or DOC file formats. If documents are returned in .jpg or .tif file formats print and scan the documents to save as PDF files.

  4. Launch SFDC, and enter the GST PAN or the SAP ID into the search field.  (Hint, most SAP ID's begin with 100428XXXX or 1005XXXXXX).
  5. Click on the firm name to open the account.
  6. Hover over the Quotes Tab in the upper portion of the screen. Show me.
    Quotes Tab
  7. Click the renewal quote to open it. True renewal quotes will be named XXXX GoSystem Tax Renewal where XXXX indicates the tax year that needs to be renewed. Show me.
    Renewal Quote
  8. Click Create SAP Order in the top portion of the screen to create the email that will be sent to WSS Order Processing.

    If the Create SAP Order button is not available, the order still requires sales approval, needs to be the primary quote, or has already been submitted to SAP. The Primary Quote checkbox can be found by clicking the Edit button in the renewal. Once marked and saved, resubmit the renewal for sales approval and the SAP button should show up. If the order has been submitted to SAP incorrectly, create a SFDC case and provide the existing IDOC to be canceled. This can be found in the System Information section of the quote. Once the IDOC has been canceled the quote will show a status of "Declined" and the Create SAP Order button will be present. 

  9. Click the attach file button to open the dialog and follow the steps below to attach the signed paperwork.
    • Click Choose file to select the file from the local workstation.
    • Click Upload Attachment to upload the selected file.
    • Click Close Window to return to the previous screen.
  10. Special notes or instructions can be entered in the Special Notes or Information comment field.
  11. In the Instruction/Explanation field enter a brief description of the documents attached or an explanation for why there are none.
    • If it's a $0 order (a free module), we do not required initials or a signature for it to be processed. Indicate this in the notes as needed.
  12. Click Send Email to complete submission to WSS Order Processing. A system generated auto-reply will be sent to you. This will act as confirmation of receipt of your submission.
  13. Create a Salesforce case for the firm, and send the same document to the Order Processing team. To create a case, see How to create a new case in SFDC.
    • For detail on the options to select when submitting the back up copy of the contract, click here.

      Following the instructions on How to create a new case in SFDC, complete the options below in the Case Information (step 4) field as follows:

      • Line of Business: GoSystem
      • Service Team: ONEOTC
      • Case Type: Contracts
      • Cases Reason: Copy of Contracts
      • Case Reason Detail: Duplicate copy of contract recently submitted for processing, IDOC #[fill in the IDOC number].

      Once the Case is created and saved, you will be able to click the Attach File button. Follow the dialogue box for instructions to add the documents.

Related topics

GoSystem Tax RS renewal overview

GoSystem Tax RS renewal terms and billing schedule