Understanding how FirmFlow due dates are calculated

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Deliverables Overview

The GoFileRoom FirmFlow module permits addition of Deliverables (tax forms, extension forms and any item that requires a due date) for tracking purposes. While working in the FirmFlow system, deliverables that are to be added to a FirmFlow folder are selected from a master list. There is a separate list for each configured service type in the system. It is the responsibility of a firm to maintain these lists (Thomson Reuters currently does not provide this content). The lists can be maintained by an Administrator by uploading a new complete version of that Service type specific list when changes are needed. Direct user edits (if permitted) are another method of maintaining the list, but the spreadsheet upload is recommended.

The deliverables master list contains two types of deliverables designated by a letter code:

FirmFlow Year End Flag

During your firm's GoFileRoom implementation your firm chooses one of the below options for handling due dates for fiscal returns and deliverables. Depending on whether the Year and Period End values of the FirmFlow folders will represent the beginning or end of the fiscal year, a setting can be configured to alter the automatic due date calculation formula to conform to your firm's interpretation of the folder year and period end:

Once a deliverable is added to a workflow the original due date (MM/DD) remains static. This means that any deliverable that has been added to any workflow will retain the same original due date regardless of the original due date currently configured on the deliverables master list. Changes to a deliverable's original due date (MM/DD) on the master list will not propagate down to deliverables that have already been added to workflows. Additionally, when workflows are rolled forward with deliverables included, the original due dates of those deliverables also remain unchanged in the new workflows.

Due Date Calculation

When a deliverable is added to the deliverables master list it is usually added with one or more partial dates having a format of "MM/DD." This partial date value is not required in order to add an item to the master list, but when present permits due dates to be calculated automatically at the time a deliverable is added to the workflow, thus improving efficiency. Although deliverables can be added to the master list with no dates specified, a deliverable must have a due date assigned to it at the time it is added to a workflow. The due date is calculated differently for Calendar and Fiscal type deliverables at the time the item is added to the workflow as follows:

Calendar Type

This type of deliverable can carry a positive due date between 01/01 and 18/31 and date is always calculated forward from the end of the year shown in the FirmFlow Folder header. The "MM" portion of the due date is added to an assumed period end of 12/31 regardless of the actual period end shown in the folder header. The "DD" portion of the due date sets the day of the resulting month that the item will be due.

Folder has a year of 2013 in its header.

A calendar type deliverable is added with a due date of 04/15..

FirmFlow will set the due date to 04/15/2014.

The calculation is to add 4 months and 15 days to the assumed 12/31 period end.

Fiscal Type

This type of deliverable can carry a positive or negative due date ranging from "-24/01" to "24/31" (including "00/01" through "00/31"). Negative due dates are allowed in order to permit fiscal items to be added while at the same time auto-calculating due dates that fall within the fiscal year itself.

Fiscal type deliverables: When adding a Fiscal type deliverable to a FirmFlow folder, if the period end of that folder is anything other than 12/31 AND the "FirmFlow Year: Year End" flag is set to FALSE (the folder header represents the beginning of the fiscal year), the FirmFlow system will add an additional 12 months to the calculated due date in addition to the months specified on the deliverables master list. The extra 12 months is added in order that the due date will calculate automatically to a date after the fiscal year has ended.

Folder has a year of 2013 and Period End of 06/30 in its header

A deliverable with a due date of 03/15 is added

FirmFlow will set the due date to 09/15/2014

The calculation is to add 3 months and 15 days plus 1 year to the header date (06/30/2014 in this example)

Folder has a year of 2013 and Period End of 06/30 in its header

A deliverable with a due date of -07/30 is added

FirmFlow will set the due date to 11/30/2013

The calculation is to subtract 7 months and 30 days then add 1 year to the header date (06/30/2013 in this example)

Note: The functionality to automatically add 12 months to due dates (when folder period ends are not equal to "12/31") can be modified.

Exception for Fiscal type deliverables: Any FirmFlow folder that carries a period end of exactly "12/31" will always calculate due dates exactly from the end of the year specified in the FirmFlow folder header - the exact number of months specified in the deliverables master list will be added or subtracted. The additional 12 months ARE NOT added to any fiscal deliverable due date at any time when the period end is exactly "12/31".

Summary

The four main points to remember when adding deliverables are:

  1. Calendar type deliverables always carry positive values for due date.

  2. Fiscal type deliverables can have positive or negative values for due date.

  3. Folders with period end of "12/31" will always calculate the due date exactly from the end of that folder's year.

  4. Folders with period end other than "12/31" will have 12 months added to their deliverable due dates when a fiscal type deliverable is added unless the "FirmFlow Year: Year End" flag is set to TRUE (the folder header represents the END of the fiscal year).

For additional examples and information please view this PDF.  

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