• T4A Generator App Implementation Questionnaire

  • The goal of this document is to facilitate the implementation of T4A Generator app by implementation teams. A series of questions highlights general use cases and the setup fields that must be configured for each. Setup questions are categorized in the following topics/areas:

    • General Configuration; includes payer account numbers and settings for electronic file distribution.
    • Vendors; includes multiple T4A and T4A-NR vendor settings. 
    • Generating Entries; highlights the steps required to generate new entries.

    Example:

    1.XML files submitted to the CRA require a submission reference identification number. This is a unique number that is created by the transmitter to identify each submission filed. What is the format you would like this number to follow?

    To learn what is the ID format requirements by the CRA, visit the CRA website: T619, Electronic Transmittal - Canada.ca

    Remember to complete the application Onboarding Wizard. This wizard is designed to avoid common issues caused by missing permissions or due to missing registration details.

  • General Configuration

    Identify configurations that influence the general behaviour of the application and enter the information required for the generation of T4A and T4A-NR Slips.  If only Canadian residents will be issued T4A slips, skip all NR sections of this questionnaire.
  • What type of vendors will you be generating T4A slips for?*
    • General Configurations for Canadian Vendors: 
    • 1. How will you be issuing T4A documents?*
    • 4. Will you be emailing T4A slips to your vendors?*
    • 5. Is there anyone in your organization who must be copied (CC/BCC) on these emails? *
    • 8. After fully paying an invoice for a T4A liable vendor, a new T4A entry is generated in the system. This entry is assigned to one of the boxes available in the T4A slip. All T4A entries are assigned, by default, to Box 048. Do you need to modify this value at the system level, meaning, for all your vendors? *
    • 10. Do you provide Dental Benefits to your Vendors?*
    • 11. If physical copies of T4A slips must be printed, how many T4A slips do you require in each printout?*
    • 12. For security reasons, you have the option to hide vendors’ SIN numbers in your system. Would you like to activate this feature? *
    • General Configurations for Non-Resident Vendors: 
    • 1.  To issue T4A-NR slips (T4A slips for non-resident vendors), you must include your NR payer’s name and account number. Do you have this information?*
    • 2. Will you be emailing slips to NR vendors?*
    • 4. Tax withholdings are required for non-resident vendors. Either a Gross (15%) or Net (23%) withholding rate is applied to each NR vendor, according to CRA regulations. Do you need to modify these defaulted values?*
    • 6. For Box 20 of the T4A-Slip, do you require to group expenses in any way? T4A-NR Projects are vendor specific. Each project can only be assigned to a single vendor, but vendors can have multiple projects.*
    • Vendor Configuration for Canadian Vendors: 

    • Vendor Configuration

      Identify configurations required to mark a vendor as T4A or T4A-NR liable. Note that once an invoice has been posted for a vendor configured as T4A or T4A-NR liable, it is not possible to change this configuration. Vendors must be set up as either T4A or T4A-NR liable.
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    • 1. Only those vendors for which T4A slips must be generated must be marked & configured as T4A Liable. Do you know which of your Vendors are T4A liable?*

    • To mark Vendors as T4A liable: navigate to the Vendor card, scroll down to the T4A section. Populate at least one the following fields: SIN number, BN number. Populate the fields: First Name and Last Name; then, turn on the T4A Liable toggle.

    • 2. Do any of your vendors require a default T4A Box, different to the one assigned at the system level (T4A Setup page > T4A Box No.)?*

    • The default T4A Box No. assigned for the vendor will be used for all the purchases made for this vendor moving forward.

    • 3. Have your vendors authorized you to electronically distribute their T4A slips (over email)?*
    • 4. Do you have your vendors’ email addresses? These are the email address in which they will receive their T4A slips. *
    • Non-Residents Vendors (T4A-NR Liable): 

    • Vendor Configuration

      Note that once an invoice has been posted for a vendor configured as T4A or T4A-NR liable, it is not possible to change this configuration. Vendors must be set up as either T4A or T4A-NR liable.
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    • 1. Only those vendors for which T4A-NR slips must be generated must be marked & configured as T4A-NR Liable. Do you know which of your Vendors are T4A-NR liable?*

    • To mark Vendors as T4A-NR liable, navigate to the Vendor card & scroll down to the T4A section. Populate at least one the following fields: Foreign Tax Identification Number, SIN number, BN number. Next, enter the vendor’s First and Last Name and turn on the T4A Liable toggle. To mark vendors as NR, you must indicate whether they have a Gross or Net status by setting the correct option in the T4A-NR status field. The default value is Gross.

    • 2. Are any of your Vendors withholding-exempt (Written Authorization or R105-S)?*
    • 3. Do you know the industry of your vendors or of the services they provided?*
    • 4. Do you know the classification of your vendors (individual, corporation, government organization, or other)?*
    • 5. Do you know the T4A email where they will receive their slips? *
    • Generating Entries 

    • Note that the T4A Generator application supports both T4A and T4A-NR slips. To generate T4A-NR entries, select the “Generate T4A-NR Entries” action, rather than “Generate Entries”, which creates T4A slips for Canadian residents. The same applies when printing NR slips.

      The instructions provided in this section apply for the generation of both T4A and T4A-NR slips.

      1.      To generate new T4A Entries & Print T4A Slips:

      1. Generate an order or invoice for a T4A liable vendor. Note that the T4A Box field at the line level is defaulted to the value assigned at the system or vendor level.
      2. Post the invoice. NOTE that each payment will be reflected on the T4A slip for the year the payment is made, not the year of the bill. T4A entries (payments) are not added to slips based on the date that invoices are issued.
      3. Pay the invoice.
      4. Go to the T4A Entries page > Generate T4A Entries.
      5. After entries are generated click Download T4A Slips.

    • 2.      For the current reporting year, do you need to include invoices that were generated before installing this application? For example, assume this application is installed in January of a given year and T4A slips must be submitted to vendors before April. In this case, invoices paid in the reporting year must be retroactively marked as T4A liable for the necessary vendors.

            If this is the case, users will need to:

      1. Go to the T4A Entries page > Entry Details > Posted Invoice Lines.
      2. Apply the necessary filters to see the Posted Invoice lines that must be retroactively marked as T4A liable.
      3. Mark each line as T4A liable (check the T4A liable box for each), save and close the page.
      4. Click the Generate T4A button.
    • Should be Empty: