Step by Step

Overview

This section describes the logical steps for setting up RatePoint.  They steps are presented in two forms:


Tasks by Function:

Entity Hierarchy

The first task is to create your entity hierarchy.  The hierarchy can consist of Companies, Sub Companies and Locations and reflects the logical structure of your installation.

Companies

Companies are the highest level in the entity hierarchy and are created first.  Companies may only be created by the Super-User.  If you are Premise Based, then you can use the Company level to set up your Companies.  Otherwise, the Company level is not available.  Use Create new Company in the Admin - Company menu to create Companies.

Sub Companies

Sub Companies are the next level in the entity hierarchy.  A Sub Company must have an existing Parent Company.  Sub Companies may be created by the Super-User or the Admin assigned to the Company.  Use Create new Sub Company in the Admin - Company menu to create Sub Companies

Locations

Locations are the lowest level in the entity hierarchy.  Locations may be established in a Company or in a Sub Company.  Locations may be created by the Super-User, the Admin assigned to the Company, or the User assigned to the Company and/or Sub Company.

Manual

Locations can be manually entered using Create new Location in the Location menu.  The Locations can be mapped at this time or the Locations can be created now and mapped at a later time.

Import

Locations can be imported.  The import process will create and attempt to map each Location.  Use Import Locations in the Location menu to import Locations.

Map Locations to Jurisdictions

Next, each Location should be mapped to a Jurisdiction.  This is not a mandatory step, but mapping is what brings the features of RatePoint into full use.  Mapping identifies a Geocode for each Location.  When Locations are manually entered, they may be mapped at that time or the Locations may be created and mapped at a later time.  Use Unmapped Locations to map your Locations to a Geocode.  Locations may be mapped by the Super-User, the Admin assigned to the Company, or the User assigned to the Company and/or Sub Company.  Another way to map Locations is to use List all Rates to find the desired Geocode and create a Location for that Geocode.

Users

All Users that will Login to RatePoint must have a User account.  The Super-User can create Users for any Company.  The Admin User assigned to a particular Company can create Users for that Company.  Use Create new User in the Admin - Users menu to create your User accounts.

Rates

Tax Rates may be updated by replacing an entire tax rate file or by applying a monthly incremental update file.  The Super-User must perform either function.

Incremental

Each month an incremental tax rate file will be released with that month's tax rate changes.  Apply the incremental update using Incremental Rate Update in the Admin - Rates menu.

Master

An entire tax rates master file can be loaded using Replace Master Rate File in the Admin - Rates menu.  This function will completely replace all existing tax rates with a fresh.  This includes all current and historical rates.  Only the Super-User can execute this function.

Reporting

There are two reports that may be viewed by any Role level User.

All Rate Changes

This report displays all Rates that were changed in the latest incremental rate update.

Rate Changes in Location

This report displays all Rates that were changed for the Locations in the Company and/or Sub Company for the current User.

City Tax Risk Report

This report displays all Locations mapped to a Geocode with City Sales or Use tax rates.


Tasks by Role:

Tasks are shown at the lowest Role level at which they may be performed.

Super-User Role Functions

  1. Create Companies using Create new Company in the Admin - Company menu.
  2. Update tax rates in the Admin - Rates menu.
    1. Import Incremental Tax Rate Updates using Incremental Rate Update.
    2. Import and replace the Master tax rate file using Replace Master Rate File.
  3. Import or Enter Special Taxing Jurisdiction Mappings in the Admin - STJ Mappings menu.
  4. Enable and enter the settings for the Geospatial engine in the Admin - Settings menu.

Admin Role Functions

  1. Create Sub Companies using Create new Sub Company in the Admin - Company menu.
  2. Create users using Create new User in the Admin - Users menu.
  3. Report Locations mapped to Geocodes with City Sales or Use Tax using City Tax Risk Report.

User Role Functions

  1. Create Locations in the Location menu.
    1. Enter Locations manually using Create new Location.
    2. Import Locations from a flat file using Import Locations.
  2. Map Locations in the Location menu.
    1. Create a Location and find the Geocode that maps to it using Create new Location.
    2. Find the Geocode and create the Location that maps to it using List all Locations.
    3. Import Locations and automatically map them using Import Locations.
  3. Report Rate Changes in the Report menu.
    1. List all rate changes using All Rate Changes.
    2. List rate changes for specific Locations using Rate Changes in Location.