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AFC Viewer manual

Introduction

Overview

The AvaTax for Communications (AFC) Viewer is an add-on component for the AFC Manager that replicates the functionality of the AFC system. By using this tool you may enter transaction information and view the tax calculation results as if the transaction was being processed by AFC.

Usage and Benefits

The AFC Viewer is a useful tool that has many applications:

  • Investigate the tax consequences of hypothetical transactions
  • Look at past and current tax rates for a specific transaction
  • Tax validation – assurance that customer and vendor invoices are reflecting the correct taxes and tax amounts for a given set of charges

Using AFC Viewer

After installation, the AFC Viewer will be available as a selection on the Tools menu of the AFC Manager. Clicking on this option will display the AFC Viewer.

Starting AFC Viewer

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The AFC Viewer main screen has six sections:

AFC Viewer Screen

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Jurisdiction Information

Jurisdiction Information Section

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Jurisdiction Information

The Jurisdiction information section is used to specify the Bill To, Origination and Termination points for AFC transactions. These points correspond to the jurisdictions used for subsequent tax calculations in the AFC Viewer.

Bill To

The Bill To field is used to indicate the Taxing Jurisdiction for the billing location of the transaction. In a Telecom example, the Bill To field should be the customer’s billing address.

Origination

The Origination field is used to indicate the Taxing Jurisdiction for the Origination of the transaction. To continue the telecom example, the Origination field should match the origination point for a call.

Termination

The termination field is used to indicate the Taxing Jurisdiction for the Termination of the transaction. Again continuing the telecom example, the Termination field should match the termination point for a call.

Change

Use the appropriate Change button to select or update the Bill To, Origination and Termination points. Selecting a Change button invokes the Location Search dialog.

Clear

Use the appropriate Clear button to clear the information currently displayed in a Jurisdiction information field.

Tips

When selecting or changing jurisdictions the information in the Location Search dialog defaults to the previously-selected location. This allows for quick changes in the event that multiple jurisdiction points are set to the same jurisdiction

Usage

Use the Jurisdiction fields to create a hypothetical transaction.

As an example, a customer may want to know if it is more tax-friendly to have company cell phones bill from corporate headquarters or regional offices. As an example we’ll look at a company based in Portland, Oregon with a regional office in Chicago, Illinois.

To view taxes for calls billed from Oregon, set the Bill To field to Portland. Then set the Origination field to Chicago. For local usage the Termination field should also be set to Chicago. Alternatively, set the Termination appropriately for calls to outlying areas or other states. Once the jurisdictions are set, taxes may be calculated for various transactions.

To view taxes for calls billed from Chicago, change the Bill To field to Chicago and repeat the same tax calculations. The tax liabilities for each situation can then be compared to aid in determining which situation is more tax-friendly to the business.

This is just one example of the many ways the AFC Viewer can be used.

Location Search Dialog

Location Search Dialog Box

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Location Search Dialog

The Location Search dialog is used to find and specify location/jurisdiction information.

Search By Location

Each of the four dropdown list boxes may be used as search fields by typing a full or partial location name. They may also be used as regular dropdown select boxes. Combinations of partial names and drop down selections may also be used.

Select the Search button after selecting or typing location names; the Search Results will be populated with the resulting locations.

Search By

Use the Search By section to search for locations matching one of the criteria at a time. Enter text in the appropriate text box and select the corresponding search button.

The Zip Code fields may be used to specify a zip or postal code. US Zip codes may be typed into the first text box; the plus four is optional and should be typed into the second text box. Use only the first text box For Canadian postal codes.

Search Results / Jurisdiction Details

The Search Results section will be populated with the results from each search performed.

To see full detail for a given search result, select the appropriate row and the Jurisdiction Details section will be populated.

To select a location and return to the main AFC Viewer screen, either double-click the desired location, or select the location and then choose the Select button in the bottom-right corner of the dialog.

Transaction Data

Transaction Data Section

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Transaction Data

The Transaction Data section is used to specify the transaction information that will be used by AFC to determine the type of taxes to apply to the transaction.

T/S

T/S is an abbreviation for Transaction/Service Type. Use the T/S dropdown list box to select a transaction type and service type. Entries in the T/S drop down list box are made up of a transaction and service type descriptions followed by the transaction and service type codes in parentheses.

Refer to the TM_00115_AFC Transaction and Service Types for descriptions and examples of Transaction and Service Types.

Sale Type

Select the appropriate sale type:

  • Retail specifies that the transaction is a Sale to an end user.
  • Wholesale specifies that the transaction is a sale to another carrier, which will resell the service to an end user or another carrier.

Prepaid

The Prepaid check box is used to indicate if the transaction being processed is a debit card transaction.

Adjustment Information

Adjustment Information Section

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Adjustment Info

The Adjustment Information section is used to indicate a transaction as an adjustment.

Charge

Check the Charge radio button to specify the transaction as a customer charge.

Credit Adjustment

Check the Credit Adjustment radio button to specify the transaction as a credit adjustment.

Debit Adjustment

Check the Debit Adjustment radio button to specify the transaction as a debit adjustment.

Adj Method / Discount

Use the Adjustment Method and Discount drop down list boxes to specify the method and discount type (if applicable) for the adjustment.

Invoice

Invoice Section

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Invoice

The Invoice fields are used to provide the date and amount of an Invoice.

Date

The Date field is normally populated with the bill date.

Amount

The Amount field specifies the amount of the transaction to be taxed.

Lines

Local service transactions should include the number of lines the customer subscribes to. AFC uses this information for generation of per line taxes usually associated with local E911 charges and local telecommunications relay service taxes and other assorted taxes.

Minutes

The Minutes Field specifies the length of phone call in minutes, with one tenth of a minute precision capability. AFC uses this field for generation of taxes that are specified as per minute flat fees in some taxing jurisdictions and stores the value in the AFC log database.

Customer Information

Customer Information Section

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Customer Fields

The Customer Information fields are used to define the status of the customer.

Customer Type

Select the appropriate Customer Type for the transaction.

Incorporated

Check the Incorporated check box to indicate that the customer resides inside or outside of the Local level designated as their location.

Lifeline

Check the Lifeline check box if the customer is a Lifeline participant.

Company Information

Company Information Section

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Company Info

The Company fields are used to define the status of the company.

Regulated

Check the Regulated check box to indicate the telecommunications company and its services are regulated by the regulatory commission in the state of the service.

Franchise

Check the Franchise check box to indicate the company provides services sold pursuant to a franchise agreement between the carrier and jurisdiction.

Facilities

Check the Facilities checkbox to specify the tangible facilities used by a company to deliver the service.

Business Class

Select the appropriate Business Class for the company making the transaction. The available values are Incumbent Local Exchange Company (ILEC) and Competitive Local Exchange Company (CLEC).

Service Class

Use the Service Class field to delineate the Primary activity of an organization as either Long Distance or Local Service.

Additional Fields

Additional Fields Section

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Pro-Rated

Use this check box to signify a pro-rated transaction.

Percent

When the Pro-Rated check box has been checked this text field will be enabled. Enter the pro-rated percentage in the text box.

Exemptions

When tax exemptions have been applied to the transaction a summary of the exemptions will show up in the Exemptions field. Use the View/Edit… button to add, change, or remove exemptions.

View/Edit…

Use the view/edit button to specify tax exemptions for a transaction.

Invoice Mode

Check the Invoice Mode check box to enable Invoice Mode.

When Invoice Mode is enabled, process transactions as normal. Be sure to select the Calculate button in the bottom left corner of the main AFC Viewer screen to record each transaction. After the desired transactions have been processed, select Customer Totals to see the totals for all the customer transactions. This will reset the transaction totals for the next customer. If Invoice Mode is no longer desired, uncheck the Invoice Mode check box.

AFC applies Steps, Brackets and/or Limits on a per transaction basis unless operating in Invoice Mode. Invoice Mode is used to group transactions that apply to the same customer. AFC maintains a history of the transactions and applies the Steps, Brackets and/or Limits to entire group of transactions.

For example, suppose a jurisdiction charges a 10% UUT on just the first $10 of an invoice. If two separate $6 transactions on the invoice are passed while not in Invoice Mode, two $0.60 tax charges would be erroneously totaled and a $1.20 tax would be generated. However, if these same transactions are passed while in Invoice Mode, the total tax charge would be correctly totaled and a $1.00 tax would be generated.

Refer to the AFC Manual for more information about using Invoice Mode.

Tax Exemptions Dialog

Tax Exemptions

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Tax Exemptions

Tax Exemption dialog is displayed when the View/Edit… button on the main AFC Viewer screen is pressed. Use this Tool to Specify Tax Exemption Information.

Select the Clear button in the bottom right corner of the dialog to remove all specific and tax level exemptions at once.

Refer to the AFC Manual for more information about exemptions.

Jurisdiction for Exemption

Select the jurisdiction the exemption applies to.

If choosing Other, select the Change button and the Location Search dialog will be displayed. Find and select the desired jurisdiction.

Tax Level Exemptions

Check the Federal, State, County, and/or Local check boxes to exempt all taxes at the specified level.

Add Exemption…

Select the Add Exemption… button to add a new Specific Exemption.

Specific Exemptions

The table lists exemptions that have been added for the transaction.

To edit an exemption row, select the row handle on the left side of the Tax Level column. Drop down arrow buttons will appear in the Tax Level and Tax Type table cells; these drop down arrows can be used to edit the Tax Level and Tax Type of the exemption.

To select all Tax Types for a specific Tax Level, choose the Tax Type [** All Taxes **] from the drop down (the first tax type listed).

To remove an exemption row, select its row handle and then press the Delete key on the keyboard.

Tax Calculation Results

Tax Calculation Results section

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Tax Calculation Results

This list box displays the taxes resulting from a tax calculation or the cumulative taxes resulting from the set of transactions processed in Invoice Mode. The following information is returned.

  • PCode – PCode (Permanent Location Code) for the tax jurisdiction. Refer to the AFC Manual for more information about PCode and Jurisdictions.
  • Level – The tax level the tax applies to
  • Tax Type – The tax type description
  • Tax Type ID – The numeric tax type identifier
  • Rate – Tax Rate or amount applied
  • Tax Amount – Calculated tax amount
  • Taxable Measure – Amount of charge plus any taxed taxes
  • Exempt Sale Amount – Amount of the charge exempt from taxes
  • Calculation Type – The method used to calculate the tax. (i.e. Rate, Fixed, Per Minute, Per Line)
  • Surcharge - Surcharge flag from tax logic
  • Jurisdiction Rule – The rule used to determine this tax’s applicability to the transaction.
  • Billable - Billable flag from tax logic
  • Compliance - Compliance flag from tax logic
  • Tax Taxes – The list of all the taxes that will include the tax amount generated for this tax into their taxable measure, before calculating the tax amount.

    Note: Due to the design of the AFC engine, only the first 10 tax on tax items are displayed in the results of this column. There may be additional tax on tax items beyond this limited number.

Tax Inclusive Calculations

Calculation Controls

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Tax Inclusive Calculations

Tax Inclusive Calculations allow you to enter the total charge desired including the base sale amount plus the tax. The AFC Viewer will then calculate the appropriate taxes and determine what the appropriate base sale amount for the transaction should be.

In order to enable tax inclusive calculations, check the Tax Inclusive Calculation checkbox and then enter the desired total charge into the Total Charge textbox. The base sale amount will automatically be calculated and displayed in the Invoice Amount text box. The screenshot below shows an example of a tax inclusive calculation in which the user entered $150.00 as the total charge. The AFC Viewer determined that the appropriate base sale amount should be $130.02.

Tax Inclusive Calculation Example

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AFC Viewer Options

AFC Manager Options

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Viewer Options

When clicking on the AFC Manager Tools menu after the AFC Viewer has been started, the Tools menu will include “Options.” The Options are used to configure the Viewer Settings. Note that if additional Manager add-ons are installed the Options dialog will include options for all running add-ons, not just the AFC Viewer.

AFC Viewer Settings – General

AFC Viewer Settings – General Tab

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General

The General tab within the AFC Viewer Settings is used to filter Transaction/Service Types to be displayed on the Viewer.

Jurisdiction Selection

Check the Enable search to select jurisdictions check box to choose jurisdictions using the Location Search dialog. This is the default mode.

Check the Use NPANXX codes to select jurisdictions check box to change the functionality of the viewer to select jurisdictions using NPA/NXX codes. When this check box is checked, the Change buttons on the Jurisdiction Information sections are removed and replaced with NPA/NXX text boxes. Entering an NPA/NXX in the text box causes the AFC Viewer to look up the NPA/NXX code and find the appropriate taxing jurisdiction.

Note: The two check boxes above are linked; only one may be checked at a time. When one is checked the other is automatically unchecked.

Check the Update origination and termination locations when bill-to location is changed check box to have all jurisdiction fields automatically updated when the Bill To jurisdiction field is changed.

Tax Calculation

Check the Calculate taxes automatically after updating an input field to have the AFC Viewer behave as if the Calculate button was pressed any time an input field is updated.

Transaction/Services

Use this section to show or hide transaction/service types that may or may not be of interest. Use the check boxes next to the Markets heading to affect all transaction/service types corresponding to a specific market.

To show or hide individual transaction/service types, select one or more items from the appropriate list box and then press the > or < buttons to them back and forth.

AFC Viewer Settings – Exclusions

Exclusions

This tab allows you to exclude specific states from taxation. Taxes will not be returned for the specified states, except for taxes at the Federal level.

The “Save To” button allows you to save the exclusions into a file that may be used with the AFC system in order to exclude the specified states from taxation.

NOTE: If you are using AFC SaaS Standard or AFC in batch mode, please save the file as “exclude.txt.”

AFC Viewer Settings – Override File

AFC Viewer Settings – Override File Tab

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Override File

Use this tab to select an existing override file to use with the Viewer.

NOTE: Override files may be created using the AFC RLM, an additional component of the AFC Manager. If any modifications are made to the file using the RLM at the same time it is being used by the AFC Viewer, the AFC Viewer will immediately reflect the changes made.

AFC Viewer Settings – Tax Grid

AFC Viewer Settings – Tax Grid Tab

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Tax Grid

Use this tab to add or remove visible columns for Tax Results and Customer Tax Totals information to be displayed on the AFC Viewer.

AFC Viewer Settings – Group Mode

AFC Viewer Settings – Group Mode Tab

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Group Mode

Use this tab to specify tax groupings.

AFC Viewer Settings – Bundle File

AFC Viewer Settings – Bundle Tab

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Bundle File

Use this tab to select an existing bundle file to use with the Viewer.

NOTE: Bundle files may be created using the Bundler in AFC Manager, an additional component of the AFC Manager.

AFC Manager Help

About AFC Manager Path

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About

The Help Menu currently contains just one menu selection, the About AFC Manager. The path to this selection is illustrated in above.

About AFC Manager

About AFC Manager Screen

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AFC Manager Version and Installed Components

The About AFC Manager option screen displays the version of the software and all of the currently installed components.

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