Transactions & Requisitions
Create transactions, requisitions, blanket orders and journal entries. Enter “skeletal” journal entry or fully itemized transactions. Use sub-transactions or “batches” to track blanket and other orders over time. Batches are also used to separate personnel expenses by pay dates.
As you enter transactions, you can direct the system to create lookup –files for data that is used over and over again, such as vendor information, so that when you use the same vendor for future transactions the system can automatically fill in the pertinent information.
If you use the program as a shadow accounting system in order to make sure that you have real-time, up-to-date information on your accounts, balances and expenditures, you can reconcile the data with your main accounting ledgers (whenever they become available.) The reconciling process can be used to easily identify accounting mistakes on either system, as well as quickly add or update data that appears on the main accounting ledger but has not been entered into the shadow system. The reconciler also allows for partial reconciliations to track incomplete or partial order fulfillments.
Print purchase orders directly from within the system using your own preprinted P.O. forms or form templates that you can create “from the scratch” using the included form design utility. Add logos and other pictures, draw lines and rectangles, position placeholders for data that will be automatically inserted from the currently selected transaction, etc.
Inventory & Delivery Tracking
For any given item, you can set quantity on hand and on order, minimum and maximum quantity threshold warnings, stock numbers for tracking items that are provided by more than one vendor, and many other item inventory properties. The system calculates additions to inventory automatically as items are ordered and marked received. Inventory withdrawals are done from within the inventory maintenance module.
Mark ordered items as received on item-by-item or order -level directly from within the associated transaction record. Manage information about the location of equipment and other items, their serial numbers, people responsible for them, etc.
Set optional separate overhead rates for each object code in each account once, and let the software calculate and insert overhead costs automatically for accurate record keeping. Enter salaries, fringe rates, salary schedules, pay periods, hourly timesheets, and percentage of effort (Full Time Equivalent effort) for one or more date ranges. The software will use this information to analyze, calculate and report personnelexpenses for employees and accounts for any given time period. You can import calculated, aggregated and “anonymized” personnel expenses for any date range into the main ledger for overall record keeping (salaries, benefits, purchases, services, transfers, credits, income, etc.)
Billing and Receipt Features
Use the built-in form generator to create templates for purchase orders, receipts, requisitions, payments and other documents associated with transactions. Once created, these templates can be used over and over again to incorporate data from the currently selected transaction, and print or export documents that are configured and formatted specifically for the template that is currently selected. The templates can also be configured to prompt end users for run-time questions, so that they can add additional information, such as a distribution list or additional comments to the vendor, that may not have been entered into the current transaction.
Reports & Analytics
Use the powerful, easy to use report and query utility to create an unlimited number of reusable report and data export templates. These templates can be further customized for each run with run-time prompts, such as date ranges, account numbers, vendor names, etc. Once a report template is configured, it is saved into a reports library for future reporting sessions.
Use the built-in graphical trend and burn rate reports to visualize past, current and future spending patterns and predict over- or underspending of any given account. You can also export query results directly to Excel for further graphical presentations and statistical analysis.
Custom Report Designer
Use the incredibly powerful, easy to use “point-and-shoot” report designer to create complex, relational multi-table reports and queries. Non-programmers can use the guided “wizard” interface to quickly select data items, set filters, sort and group results, and designate default output options for simple and complex reports alike. Once designed, these reports and queries can be saved into a report library and run repeatedly by all authorized users.
Data Import & Export
Easily export reports or queries to Excel, Word, PDF, HTML, and many other file formats by simply selecting the output target from the report or query preview screen.
Import data from external data sources by “mapping” external data to the program’s own internal database. Save data mappings for future use, so that you can import data from the same sources over and over again without having to go through the data mapping process every time.
Low Balance & Expiration Alerts
Set balance and expiration thresholds to receive warnings on low balances and approaching account expiration dates. The program checks these thresholds every time you charge something to an account, and pop up an alert if either threshold is triggered.
Digital Document Management
Use your scanner to attach an unlimited number of scanned paper documents directly to transactions and accounts. You can also attach existing files (documents, spreadsheets, pdfs, pictures, etc.) from your local or network drives. Once attached, the documents will stay with the associated transactions and accounts for easy retrieval, viewing or printing later on. You can also protect attached documents so that they cannot be edited or deleted by others.
Comprehensive Access Control
Create an unlimited number of user profiles with their own usernames and passwords, as well as optional restrictions to what modules, functions they have access to, what data they can read, edit, add or delete. Each user can also be limited to what accounts or cost centers they can see, update and report or query. One or more users can be assigned as a system administrator, which gives them access to security setups, certain system preferences and other restricted areas of the system.