Xerox FreeFlow Web Services Installation guide

Brand: Xerox

Model: FreeFlow Web Services

Type: Installation guide

Xerox FreeFlow Web Services enables print providers to offer personalized online ordering and storefront capabilities to their customers. Customers can conveniently place orders, track their jobs, and receive notifications via the web, allowing for efficient and streamlined communication between print providers and their customers.

Version 6.0, December 2007

701P47807

FreeFlow

Web Services

Tax Calculation and

Configuration Using

Excel

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Content

Tax Calculation and Configuration Using Excel i

Content

Introduction ........................................................................ 1

Working with Excel File ............................................................ 1

Settings in the FreeFlow Web Services system ......................... 2

Tax Models ............................................................................... 2

Tax Model Using Tax Excel Sheet.............................................. 3

Assigning a Tax Excel Sheet ..................................................... 3

Uploading/Downloading the Tax Excel File............................... 4

Tax Excel File Format ........................................................... 6

Calculation Sheet...................................................................... 6

Content

ii Tax Calculation and Configuration Using Excel

Introduction

Tax Calculation and Configuration Using Excel 1

Introduction

Complextaxregulations,setinplacebyvariouscountriesthroughouttheworld,canimpedeaccuratetax

calculationforJobsorderedthroughFreeFlowWebServices.TheTaxCalculationandConfigurationUsing

ExceloptionhasthereforebeendevelopedforPrintProvidersrequiringaccuratetaxcalculationinlightof

complextaxregulations.

Tax Calculation

andConfigurationUsingExceloptionenablesthePrintProvidertouploadanExcelfilethat

containsalltaxparametersandthenassignthefiletobeusedfortaxcalculationsonthesystemlevel.

Note:

Working with an Excel file allows flexibility in the calculations (i.e. any formula or any

information that will generate the specific price can be employed).

Working with Excel File

ToworkwithaTaxExcelfile,thePrintProvidermustfirstcreateanappropriateExcelfileandthenupload

thefiletotheFreeFlowWebServicessystem.WhenaPrintBuyerchoosestheShippingOptionsandclickson

Continue,allrelevantinformationrelatedtoeachJobintheorder,aswellascustomerandshipping

information,isexportedfromtheWebServicessystem(inthebackgroundoftheExcelfile).TheExcelfile

receivesthenewinformationand,accordingtotheformulasthatthePrintProviderprovides,updates

and

calculatesthetax.ThetaxisautomaticallyimportedbacktotheWebServicessystem,whereitisdisplayed

tothePrintBuyer.

WorkingwiththeTaxCalculationandConfigurationUsingExceloption,thePrintProvidercanbasehis

calculationsonsuchadditionalparametersasZipCode,JobType,and

Customer.ThePrintProvidercanalso

definemultipletaxratesaccordingtotheseparameters.

Upload Excel file

Print Buyer Clicks on Get Quote

Price Displayed

Excel File (Background)

Print Buyer Chooses Shipping Options

Tax Displayed

Settings in the FreeFlow Web Services system

2 Tax Calculation and Configuration Using Excel

Settings in the FreeFlow Web Services system

SettingsintheFreeFlowWebServicesSystemdescribestheinteractionbetweenFreeFlowWebServicesandthe

TaxExcelfilethatwillbeused.

Thefollowingissuesarecovered:

• TaxModels:ThepositionoftheTaxExcelsheetintheFreeFlowWebServicestaxmodels

• Uploading/Down loadingtheTaxExcelfile

Tax Models

FreeFlowWebServicessupportsa4‐leveltaxmodel.ThismechanismcomesintoactionwheneveraPrint

Buyerclicksonthe

Nextbutton,afterchoosingtheShippingOptions.Inordertocalculateanddisplaythe

price,thesystememploysoneofthefollowingfourtaxmethods:

• Product

• Template

• Customer

• Global

TheFreeFlowWebServicesTaxmodelishierarchical:

• ThesystemfirstexamineswhetheraProducttaxhasbeenset(definedwhilesettingManualpricingfor

aspecificJob).IfaProducttaxhasbeenset,thesystemwillusethistaxinthepricecalculationofthis

product

• IfaProducttaxhasnotbeenset,thesystemsearchesforTemplat etax(definedwhilesettingTemplate

pricingforaspecifictemplate)

• IfaTemplatetaxhasnotbeenset,thesystemsearchesforCustomertax(definedunderCustomers/

Preferences)

• IfCustomertaxhasnotbeenset,thesystemcalculatesthetaxaccordingtotheGlobaltax(defined

under

Settings/Pricing).

TheTaxExcelcalculationiscarriedoutontheGloballevel.Thesystembehaviorregardingthetaxmodelis

differentwhenusingTaxExcel.Therefore,twoexplanationsareprovidedinthissection:

Product

Templat e

Customer

Global

Settings in the FreeFlow Web Services system

Tax Calculation and Configuration Using Excel 3

Tax Model Using Tax Excel Sheet

TheTaxExcelsheetisaccessedattheGloballevel.UnliketheTaxModelwithoutusingExcelTax,TaxExcel

alwaysdisplaystothePrintBuyerthetaxname,rateandamountwhichweredefinedintheTaxExcelfile.

Whenthetaxisdefinedatanylevelotherthan

intheExcel(Product,Template,Customer,SystemGlobal),this

informationwillbeexportedtotheTaxExcelfile,soitcanbetakenunderconsiderationwhilecreatingthe

ExcelfilethatwillbeusedfortheTaxcalculations.Formoreinformation,see“TaxExcelFileFormat”on

page 6.

Assigning a Tax Excel Sheet

AssigningaTaxExcelfileispossibleonlyfromthePrintProviderside.ToassignaTaxExcelfile,carryout

thefollowingsteps:

1 LoginasaPrintProviderandgotoSetting/General/Pricing.

2 SelecttheExternal Tax Definitioncheckbox;theExcel Filelinkanddropdownboxappear.

3 SelecttheappropriateExcelfilefromthedropdownbox.

Settings in the FreeFlow Web Services system

4 Tax Calculation and Configuration Using Excel

Uploading/Downloading the Tax Excel File

FreeFlowWebServicesprovidesanoptionforuploadinganExcelfiletothesystemforthepurposeof

calculatingtaxes.

Thenumberoffilesthatcanbeuploadedisunlimited;however,onlyoneExcelfilecanbeusedatatime.

TouploadaTaxExcelfiletothesystem,carry

outthefollowingsteps:

• Clickonthe Excel Filelink;theTax Definitions Excel Filesdialogboxappearsanddisplaysallofthe

ExcelfilesthatexistwithintheWebServicessystem.

Note:

1. Sample Tax - Canada.xls, Sample Tax - Job Type+Customers.xls and Sample Tax

USA.xls are samples files provided with the system; it is important not to delete these

files as they provide the Excel file format that will be used for creating new Excel tax

sheets for the purpose of tailoring tax calculations. For further information, see “Tax

Excel File Format” on page 6.

2. The

Tax Definitions Excel Files dialog box enables uploading and downloading Excel

files and selecting a Tax Excel file that will be used for the Tax calculations.

Settings in the FreeFlow Web Services system

Tax Calculation and Configuration Using Excel 5

Tax Definitions Excel Files Dialog Box Description

Operation Buttons

• Upload Files‐EnablesuploadinganExcelfile

• Select File‐AllowsenablingaspecificExcelfiletotheselectedcustomer

•Close‐ClosestheTax Definitions Excel Filesdialogbox

Pricing Excel File Toolbar

ChangeIcon EnableschangingtheselectedExcelfilename

DeleteFile EnablesdeletingtheselectedExcelfile

DownloadFile EnablesdownloadingtheselectedExcelfilefromthelisttoatargetfolder

Tax Excel File Format

6 Tax Calculation and Configuration Using Excel

Tax Excel File Format

FreeFlowWebServicesprovidesthefollowingthreeExcelsamplefiles(availablewithFreeFlowWebServices

V6.0):

• SampleTax‐Canada.xls

• SampleTax‐JobType+Customers.xls

• SampleTaxUSA.xls

Note:

The above samples are based on the same format; however, each differs in the method of

tax calculation.

TheTaxExcelfilehasaspecialformat,partsofwhichcannotbealtered.Thefollowingsectionprovidesa

comprehensivedescriptionofthefileformat,inordertoassistthePrintProviderincreatingtax

calculationswiththeExcelTaxModel.

Note:

1. The main concept of the Excel file format is found in the Sample Tax - Canada.xls

sample file.

2. The Tax Excel sample files contain two sheets: Info and Calculation. These Excel sheets

cannot be renamed or deleted and must be present when creating the Excel file.

Calculation Sheet

TheCalculationSheetcontainsthefollowingfourcolumns:

• ColumnA‐FieldsnamesthatareexportedfromWebServices

• ColumnB‐ValuesthatareexportedfromWebServices

• ColumnC‐FieldsnamesthatareimportedtoWebServices

• ColumnD‐ValuesthatareimportedtoWebServices

Note:

Columns A and B must not be modified. Limited changes can be made to Column C

(description is provided under the Column C paragraph). Column D values are set according

to your calculation methodology.

Tax Excel File Format

Tax Calculation and Configuration Using Excel 7

Column A

ColumnAcontains120JobProperty,shippinginformationandPrintBuyerinformationfieldnames,allof

whichareexportedfromFreeFlowWebServices.

Thefollowingtabledescribeseachofthesefields:

Field Names Description

ShipToStreet

ThestreetthattheJobmustbedeliveredto

ShipToCity

ThecitythattheJobmustbedeliveredto

ShipToState

ThestatethattheJobmustbedeliveredto

ShipToZipCode

TheZipCodethattheJobmustbedeliveredto

ShipToCountry

ThecountrythattheJobmustbedeliveredto

GlobalTaxName

OtherTaxNamethatdefinestaxonalowerlevel

GlobalTaxPercentage

OtherTaxPercentagethatdefinestaxonalowerlevel

GlobalTaxType

Theleveloftheothertax;itcaneitherbe:Product,Template,

Customer,Global(inthishierarchicalorder)

PrintProviderStreet

ThePrintProviderʹsstreetaddress

PrintProviderCity

ThePrintProviderʹscity

PrintProviderState

ThePrintProviderʹsstate

PrintProviderZipCode

ThePrintProviderʹsZipCode

PrintProviderCountry

ThePrintProviderʹscountry

JobID

UniqueJob#generatedbythesystem

JobName

JobName,asitappearsintheShoppingCart

JobStatusID

JobStatusID,asitappearsinthedatabase

JobStatusName

JobStatus

CustomerRefCode

ReferenceCodethatthecustomerentered

JobTypeID

JobTypeID

JobTypeName

JobTypename,asdefinedintheJobTypelibrary

Binding

BindingstylethatwaschosenforaBookAssemblyJob

Material

MaterialthatwaschosenforBookAssemblyJob

JobSubtypeID

JobSubtypeID

JobSubtypeName

JobSubtypenameasdefinedintheJobTypelibrary

Total Copies

NumberofcopiesoftheJobthatweredefinedtobedelivered

Delivery Copies

Thenumberofcopiestobedeliveredtothecurrentaddress.This

optionisformultipleshippingaddresses;foreachaddress,the

dataisexportedtothefilewiththecorrectnumberofcopies.

FlatCount

NumberoforiginalJobpages(foronecopy),withoutfolding

Tax Excel File Format

8 Tax Calculation and Configuration Using Excel

FlatWidth

Jobʹsoriginalpagewidth(withoutfolding)

FlatHeight

Jobʹsoriginalpageheight(withoutfolding)

FlatSize

Jobʹspagesize(withoutfolding)

FlatOrientation

Jobʹspageorientation

FlatSides

Jobʹssides

PageCount

NumberoffoldedcountsforthisJob(foronecopy)

PageWidth

TheJobwidthafterfolding

PageHeight

TheJobheightafterfolding

PaperCategory

ThePaperCategory(accordingtowhichtheJobwillbeprinted)as

wasdefinedintheStockLibrary

PaperTexture

ThePaperTexture(accordingtowhic htheJobwillbeprinted)as

wasdefinedintheStockLibrary

PaperBrand

ThePaperBrand(accordingtowhichtheJobwillbeprinted)aswas

definedintheStockLibrary

PaperColor

ThePaperColor(accordingtowhichtheJobwillbeprinted)aswas

definedintheStockLibrary

PaperWeight

ThePaperWeight(accordingtowhichtheJobwillbeprinted)as

wasdefinedintheStockLibrary

OutputDeviceID

PrinterIDthatwasassignedautomaticallybythesystem

OutputDeviceName

Nameofprinterthatwasautomaticallyassignedbythesystem

PrintQualityID

PrintQualityIDasdefinedbythePrintProvider

PrintQualityName

PrintQualityName,definedbythePrintProvider(costeffective,

highquality)

ColorGroup

TheJobColorDetails:ProcessorB/W

BlackColorCount

IfB/W,according totheJobʹsproperties

ProcessColorCount

NumberofProcessColors,accordingtotheJobʹsproperties

SpotColorCount

NumberofSpotColors,accordingtotheJobʹsproperties

RequiredDate

Thedeliverydate

UrgencyID

UrgencyID,accordingtosystemdefinition

UrgencyRate

UrgencyRate,accordingtosystemdefinition

Urgency Price

UrgencyPrice

PdfFlatCount

NumberofJobpages(foronecopy)withoutfolding,after

convertingtoPDF

PdfFlatWidth

Jobʹsoriginalpagewidth(withoutfolding)afterconvertingtoPDF

PdfFlatHeight

Jobʹsoriginalpageheight(withoutfolding)afterPDFconversion

PdfBlackColorCount

IfB/W,afterconversiontoPDF

Tax Excel File Format

Tax Calculation and Configuration Using Excel 9

PdfProcessColorCount

NumberofprocessesafterconversiontoPDF

PdfSpotColorCount

NumberofspotcolorsafterconversiontoPDF

PdfBlackAndWhitePageCount

NumberofB/WJobpages

PdfColorPageCount

NumberofProcessJobpages

VardataCount

Numberofrecords(VI)forthisJob

HasIForm

IsthisaFormJob?

CustomerID

CustomerID(generatedbythesystemwhilecreatingacustomer)

CostCenterID

CostCenterID

CustomerName

PrintBuyername

CustomerDiscountRate

PrintBuyerdiscountrate(assetinPreferences)

CustomerTaxRate

PrintBuyerTaxRate(assetinPreferences)

StaplingType

Staplingtype(asdefinedforthisJob)

StaplingPosition

Staplingposition(asdefinedforthisJob)

StapleCount

Staplecount(asdefinedforthisJob)

CombBindingType

CombBindingtype(asdefinedforthisJob)

CombBindingPosition

CombBindingposition(asdefinedforthisJob)

CombThickness

CombBindingthickness(asdefinedforthisJobininches)

LaminatingTexture

Laminatingtexture

LaminatingSides

Laminatingsides(one‐sideortwo‐sides)

DrillingPosition

Drillingposition(asdefinedforthisJob)

DrillingRadius

Drillingradius(asdefinedforthisJobininches)

DrillingHoleCount

DrillingHolecounts(asdefinedforthisJob)

CollatingType

Collating(ifdefinedforthisJob)

PerfectBindingType

PerfectBindingtype(asdefinedforthisJob)

PerfectBindingPosition

PerfectBindingposition(asdefinedforthisJob)

NumberingType

Numberingtype(asdefinedforthisJob)

NumberingPosition

Numberingposition(asdefinedforthisJob)

NumberingSides

Numberingsided

HasCustomFinishing

DoesthisJobhaveCustomFinishing?

CustomFinishingName

CustomFinishingname

CustomFinishingPricePerCopy

PricethatwassetforCustomerFinishing

CustomFinishingDescription

CustomFinishingdescription

FoldCount

NumberoffoldsintheJob(foronecopy)

ParentSheetSize

ParentSheetsize

Tax Excel File Format

10 Tax Calculation and Configuration Using Excel

ParentSheetWidth

ParentSheetwidth

ParentSheetHeight

ParentSheetheight

OrderDate

Therequireddateoftheorder

Cost

CostforthePrintProvider

Price

Customerprice,withouttaxanddiscount

AdjustedPrice

Customerprice,includinganegativediscount

CustomerPrice

Customerprice,includingapositivediscount

TotalNoTax

Thetotalprice,withouttax

ProductTaxName

IfthereisaProductTax,thenameappearshere

ProductTaxPercentage

IfthereisaProductTax,therateappearshere

TemplateTaxName

IfthereisaTemplateTax,thenameappearshere

TemplateTaxPercentage

IfthereisaTemplateTax,therateappearshere

CustomerTaxName

IfthereisaCustomerTax,thenameappearshere

CustomerTaxPercentage

IfthereisaCustomerTax,therateappearshere

SiteTaxName

IfthereisaGlobalTax ,thenameappearshere

SiteTaxPercentage

IfthereisaGlobalTax ,therateappearshere

UserFirstName

FirstnameoftheuserwhoorderedthisJob

UserLastName

LastnameoftheuserwhoorderedthisJob

UserStreet

StreetoftheuserwhoorderedthisJob

UserState

StateoftheuserwhoorderedthisJob

UserZipCode

ZipCodeoftheuser,whoorderedthisJob

UserCountry

CountryoftheuserwhoorderedthisJob

BillingFirstName

Firstname,asitappearsintheBillingAddress

BillingLastName

Lastname,asappearsintheBillingAddress

BillingStreet

Street,asappearsintheBillingAddress

BillingState

Statename,asappearsintheBillingAddress

BillingZipCode

ZipCode,asappearsintheBillingAddress

BillingCountry

Country,asappearsintheBillingAddress

ShippingMethod

ShippingMethodthatwaschosenforthisJob

Tax Excel File Format

Tax Calculation and Configuration Using Excel 11

Column B

ColumnBcontainsthevaluesthatareexportedfromWebServices,foreachJobofaspecificorder.These

valuesareexportedwhenthePrintBuyerclicksonthe

Nextbutton,afterchoosingfromtheShipping

options.

Important Note:

• Measurement Values - All sizes that are exported to the Excel file are in inches, even when the

default language is other than EnglishUS. Therefore, there is a need to convert these values to

millimeters using a simple Excel formula (for example, Cell B33 is in inches. In order to convert the

value to millimeters, the formula B33*25.4 is used).

• Field Format - Excel provides an option for setting the cell format. This option changes the view but

not the value. In the Excel file provided with the system, all cells are set to General. To change the

cell format, right-click on the cell and choose the appropriate format cell from the menu.

Tax Excel File Format

12 Tax Calculation and Configuration Using Excel

Column C

ColumnCcontainssevenfieldnames(see“Example:ExcelFileInfo,ColumnsCandD”onpage 14),whichare

importedtoFreeFlowWebServices.

Note:

1. The number of fields in this column is unlimited and each Print Provider can define as

many tax names, percentages and amounts, as is necessary and according to the tax

calculations.

2. The following table provides an explanation of the Column C fields (according to the

Sample Tax - Canada.xls file):

Important Note: Any changes made to Columns C and D in the Calculation sheet must be

reflected the columns in the Info sheet. Otherwise, the Info sheet will not be

imported to Web Services.

Field Names Description

Tax1Name

Tax NamethatwillbereturnedtoFreeFlowWebServices

Tax1Percentage

Tax PercentagethatwillbereturnedtoWebServices:

• Whenthepercentageis0,thetaxnameandratewillnotbereturnedtoWeb

Servicesandthetaxwillnot

becalculated.

• Whenthepercentageisotherthan0,thetaxnameandratewillbereturned

toWebServicesandwillbecalculatedintothePrintBuyerʹspriceonly.

Tax2Name

Tax NamethatwillbereturnedtoWebServices

Tax2Percentage

Tax PercentagethatwillbereturnedtoWebServices:

• Whenthepercentageis0,thetaxnameandratewillnotbereturnedtoWeb

Servicesandthetaxwillnot

becalculated.

• Whenthepercentageisotherthan0,thetaxnameandratewillbereturned

toWebServicesandwillbecalculatedintothePrintBuyerʹspriceonly.

Tax2Amount

Optionalfield.Ifthisfieldappears,itwilloverwritetheWebServices

calculations,accordingtotherate.ThisfieldisusedforsettingTax2calculations

ontopofTax1.See“Example:ExcelFileInfo,ColumnsCandD”onpage 14.

Tax3Name

TaxnamethatwillbereturnedtoWebServices

Tax3Percentage

Tax PercentagethatwillbereturnedtoWebServices:

• Whenthepercentageis0,thetaxnameandratewillnotbereturnedtoWeb

Servicesandthetaxwillnot

becalculated.

• Whenthepercentageisotherthan0,thetaxnameandratewillbereturned

toWebServicesandwillbecalculatedintothePrintBuyerʹspriceonly.

Tax Excel File Format

Tax Calculation and Configuration Using Excel 13

Column D

ColumnDvaluesareinsertedbythePrintProvider.ThesevaluesarethenimportedbacktoWebServices.

Important Note:

• Any changes made to Columns C and D in the Calculation sheet, must be reflected in the

appropriate columns of the Info sheet. Otherwise, the information cannot be imported to Web

Services.

• N/A Values - If, for some reason, an N/A value appears under one of the fields of Column D, the tax

that the Print Buyer sees will not be correct. If a Print Buyer receives these types of tax errors, you

must download the Excel file which was used to generate the tax calculation, examine the Column

D values and locate the formula (from the one that the Print Provider set) that gives an N/A value.

• It is important to keep the Tax Excel file closed at all times during the customer-ordering process. If

the file is open and a Print Buyer attempts to place an order, the Print Buyer will not receive a tax

rate and a Microsoft Excel message will appear on the server.

• Field Format - Excel provides an option for setting the cell format. This option changes the view but

not the value. In the Excel file provided with the system, all cells are set to General. To change the

cell format, right-click on the cell and choose the appropriate format cell from the menu.

• Changes can be carried out to the other columns (except for A, B and the minor changes that were

defined for Column C) of the Calculation sheet and new sheets can be added to the file. However,

linking two Excel files will cause an error. Instead, any information that exists in a different Excel

file must be copied to a new sheet within the Tax Excel that is used for the Print Buyer.

Tax Excel File Format

14 Tax Calculation and Configuration Using Excel

Example: Excel File Info, Columns C and D

Intheexamplebelow,notethefollowing:

• TheTax1NamewassetasGSTwitha6percentagerate.SincethereisnoTax1Amountoption,Web

Servicescalculatesthe6percentagefrom$100;thereforetheGSTtaxwillbe$6.

• TheTax2NamewassetasPST,witha7.5percentrate.However,inthiscase,wehavesetthe

Tax 2Amountto7.95(wehavesetaformulatocalculateTax2accordingtoAmount+Tax1).Therefore,the

amountthatthePrintBuyerwillseeunderthePSTtaxwillbe$7.95(as

setintheExcelfile).

• TheTax3NamewassetasHSTwitha0percentagerate.Therefore,thisinformationwillnotbe

importedtoWebServicesandconsequently,willnotbeavailabletothePrintBuyer.

Xerox FreeFlow Web Services Installation guide

Xerox FreeFlow Web Services Installation guide

Xerox FreeFlow Web Services Installation guide

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