02 - Documents and Files.ppt hjsghshhdg ys
- 1. On job Training Documents and Files
- 2. Docs & Files Outline Overview Create a file Create/register documents Print state of a document File loans Reports
- 3. Document Module The document management functionality of SIGTAS enables tax centres to efficiently monitor and organise all incoming and outgoing documents relating to Taxpayers
- 4. Create a file In a tax centre, physical documents from a Taxpayer are stored in a file folder The same concept exists in SIGTAS. When the tax centre has processed a document and it is ready to be filed, it is registered in SIGTAS as part of a file A Taxpayer can only have one file for a tax type for any given year
- 5. Create a file contd Files are created in SIGTAS for each corresponding physical file folder that holds a taxpayers documents A file can be created for a: Taxpayer Taxpayer for a specific tax type Taxpayer for a specific tax type for a specific year
- 6. Create a file contd Once a file has been created, a number is automatically assigned to it by SIGTAS This file number is then assigned to the physical file folder where the actual documents are stored
- 7. Create/Register a Document Which documents can be registered? Created in SIGTAS Manually created by the tax department Submitted by a Taxpayer SIGTAS automatically generates a unique number for all registered documents Document number generated by SIGTAS should also be placed on the physical document for consistency
- 8. Document Print States SIGTAS tracks the print state of documents Single document Documents in a job By tracking whether or not a document has already been printed, users cannot accidentally re-print documents 3 print states: Printed Held Discarded
- 9. Changing Print States Automatically Manually A batch of documents is changed to Discarded if it contains an error, such as a wrong tax period If a document is in the state Ready to Print but will not be printed immediately, the document's state should be changed to Held. SIGTAS will hold the document until the state is changed back to Ready to Print or Discarded An assessment notice has been printed but not yet distributed to the Taxpayer and the Tax Centre needs to modify the assessment. The document state must be changed to Discarded
- 10. File Loans A Taxpayers file often transfers from one officer to another within a Tax Centre SIGTAS tracks the lending/returning of Taxpayer files Dates a file was borrowed, returned, or expected to be returned Queue of requests for files that are currently on loan Description of the physical condition of a file (complete, incomplete, damaged)
- 11. File Loans contd Request file To register the loan of a file Register File Exit/Return To register the physical removal (or return) of a file from one tax centre to another To track who received the document and when
- 12. Reports Print Document Information List of files List of documents List of documents in file List of Borrowed/Requested files
- 13. Demo & Exercices Learn how to register a file Learn how to register a document Learn how to change the print state of a document Learn how to request a file View various reports
Editor's Notes
- #3: Make a slide describing the process. First,create a file for a taxpayer (if it does not alraady ex