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Accounting

A comprehensive financial management system designed by Vertex Systems for non-profit organizations and health care & social services.
Questions about Accounting? Call (800) 827-1151 and talk to a software expert now.

Microsoft Business Solutions - Navision is a top-rated accounting and business management solution designed to let small to medium-sized companies manage their business “their way.” Vertex has adapted the Navision software to meet your unique needs as a community rehabilitation program. We have integrated the Navision software with our Pathway products to provide you with a complete enterprise-wide solution.

As a Microsoft Business Solutions partner, Vertex can give you:

  • Navision software that is fully integrated with our Pathway products.
  • Add-on products that are integrated with both Navision and Pathway products.
  • Product customizations to tailor Navision to the Rehabilitation industry and to your organization.
  • Full implementation services to ensure that you maximize your investment.
  • Application training tailored to the products you have purchased.
  • Application support for any problems or questions you have.

Accounts Payable

In order to take advantage of potential vendor discounts and to avoid paying invoices too early or too late, you need accounts payable functionality that gives you a complete overview of your business, as well as direct access to detailed transactions. Purchases & Payables, part of Microsoft Business Solutions - Navision, provides all of these capabilities and efficient features for managing payments to vendors. Purchases & Payables is fully integrated with General Ledger, Inventory, Job Manager, and Fixed Assets.

Basic Payables: Basic Payables lets you keep detailed records for payables by vendor. Basic Payables provides vendor aging, purchase statistics, summary and detail reporting on customers, and a payments feature that automatically suggests payments.

Purchase Invoicing: Purchase Invoicing (also know as Vendor Invoicing) provides automated features to record purchase invoices and credit memos. Purchases can be credited directly to inventory or jobs.

Invoicing is automatically integrated with the General Ledger and, if applicable, Inventory, Fixed Assets and Job Manager. The system stores all details of posted invoices and credit memos.

Purchase Invoice Discounts: Purchase Invoice Discounts let you assign a discount to the total dollar amount of an invoice and define tiered levels of service charges. The discount rate can be based on the amount of the invoice and you can set up as many discount levels as you need.

Accounts Payable Distribution:** Accounts Payable Distribution is available as an extra granule. Accounts Payable Distribution can be used to automatically allocate invoice expenses to multiple combinations of G/L accounts and dimensions. Expenses can be allocated based on percentage, square feet, employee, or other allotment.

Accounts Receivable

The integrated structure of Microsoft Business Solutions - Navision transforms Accounts Receivable into customer management with the ability to automate every aspect of your customer relationship. Accounts Receivable provides customer aging, sales statistics and other summary and detail reporting on customers.

The standard Navision Accounts Sales & Receivables granules include Basic Receivables, Sales Invoicing, Sales Invoice Discounts and Sales Tax.

Basic Receivables: Basic Receivables lets you keep detailed records for receivables based on a customer table and a customer ledger. Basic Receivables also provides customer aging, sales statistics and summary, and detail reporting on customers.

Sales Invoicing: Sales Invoicing (also know as Customer Invoicing) provides automated functions to record sales invoices and credit memos. Sales can be credited directly to inventory or jobs.

Invoices and credit memos can be printed on plain paper or on pre-printed Navision forms. The system stores all details of posted invoices and credit memos.

Invoicing is integrated with General Ledger and, if applicable, with Inventory and Jobs.

Sales Tax: Sales Tax handles all aspects of U.S. sales tax for both sales and purchases. You can collect sales tax for an unlimited number of jurisdictions per transaction so you can handle federal, state, county or parish, city or any other tax jurisdiction.

Sales Invoice Discounts: Sales Invoice Discounts allow you to assign a discount to the total dollar amount of an invoice. This discount rate can be based n the amount of the invoice and you can set up as many discount levels as you need. This functionality also provides the ability to define tiered levels of service charges.

Customer/Item Discounts: Customer/Item Discounts lets you set up discounts for specific combinations of customers and inventory items.

Budgeting

Microsoft Navision Budgets lets you set up multiple budgets for the same period. Budgets can be imported or exported to Microsoft Excel.

Budget reports can be viewed using dimensions so you can filter for specific entries and specific budgets.

Cash Management

Microsoft Navision Cash Management provides an efficient means of tracking monetary accounts at financial institutions.

Bank Account Manager: Bank Account Manager helps you to administrate an unlimited number of bank accounts and track cash receipts and payment transactions by bank account.

Check Writing: Use the Check Writing granule to print checks for Payroll and Accounts Payable disbursements. Check Writing tracks check numbers for security, and can be used to track both manual and computer generated checks.

Bank Reconciliation: When business activity increases, discrepancies between the bank account records in your system and the records kept by your bank often increase proportionally. Use Bank Reconciliation to reconcile your bank accounts in with the bank’s statements. You can apply amounts from your bank account ledger to the reconciliation form and keep track of all bank statements.

Dimensions

Any good accounting system can track your debits and credits, sales and receipts. But what do you do with all this information? How do you turn raw data into information that can help you manage and grow your company? Microsoft Navision uses dimensions to make capturing analysis information part of your everyday activities.

Navision Dimensions allow you to attach user-defined attributes, such as department, branch, employee, or cost center, to your transactions. Dimensions allow you to categorize and analyze your financial information so you can make the important decisions needed to improve your business. Two dimensions are included with Navision General Ledger. Advanced Dimensions gives you unlimited attributes that you can use to create complex analysis views.

E-Commerce

Microsoft Business Solutions–Navision helps you improve the efficiency of your business relationships with personalized portals and automated business transactions. Use Commerce Gateway for electronic document exchange with other businesses. Use Commerce Portal to streamline your interactions with business partners and customers.

Fixed Assets

Most fixed assets begin to depreciate as soon as you purchase them, but accurately tracking depreciation can be difficult.

Navision Fixed Assets tracks your fixed asset appreciation, depreciation, maintenance, and insurance. A Fixed Asset can be made up of several other assets. You can track multiple depreciation methods for each asset and you either link the fixed asset transactions to the General Ledger or contain them within the Fixed Asset application.

Fund Accounting

Vertex’s customized version of Navision has limited Fund Accounting support. In addition to the consolidated balance sheet for the company, you can maintain a separate balance sheet for each fund. Due to/due from are not supported.

General Ledger

General Ledger is the central functional area in Microsoft Business Solutions - Navision. It is totally integrated with all other functional areas. General Ledger lets you produce financial statements, such as income statement, balance sheet and cash flow, that follow FASB95 standards.

Throughout Navision dimensions can be used to indicate the profit center for financial reporting. Within the general ledger, these profit center dimensions can be combined on screen or in reports to provide summarized information or a side-by-side comparison of profit centers.

The standard Navision General Ledger module includes Basic General Ledger, Budgets, Account Schedules, Allocations and Departments and Projects.

Basic General Ledger: Basic General Ledger provides the basic accounting functionality for the Navision accounting system. It includes the Chart of Accounts and the General Journal to enter and post general ledger transactions. It enables you to print detailed and summary trial balances as well as a number of other fundamental reports.

Budgets: This feature lets you assign budget transactions to each general ledger account in the chart of accounts. For each account you can assign budgets on a daily, weekly, monthly, quarterly or annual basis or by user-defined accounting period. Budgets can be created on a departmental basis. There is no limit to the number of budgets you can create.

Budgets can be created for any number of years into the future. Alternative budgets and revisions of budgets are included. Where applicable, general ledger reports and query screens include budget numbers for comparisons.

Account Schedules: Account Schedules give you the ability to design custom financial statements, including user-defined row and column layouts. It allows you to dynamically view the information screen with full drill-down and OLAP functionality.

Allocations: Allocations lets you allocate recurring transactions to different general ledger accounts, departments and projects. You can distribute allocations based on percentages, usage or by specific amounts. You can use allocation transactions in the sales and purchases journals.

Human Resources

Human Resources maintains a complete information file for each employee, including personal information about the employee and various administrative status codes.

Each employee’s file includes a table of qualifications that you can assign form a user-defined table of qualification codes. These can include educational credentials, continuing education certificates and professional certifications.

You can also track equipment issued to employees, such as keys, credit cards, company cars, portable computers, cellular phones, and pagers. There is a place to attach a scanned photograph a method to track alternate addresses.

Separate Record of Confidential Information: Confidential information for an employee is tracked in a separate table. This lets you give relatively broad access to the basic employee file information, while placing tighter security restrictions on confidential information. Confidential information can include salary, insurance coverage, stock options, and computer access codes.

Absence Tracking: Absence Tracking uses user-defined absence codes, along with statistical, department and project codes, to create a multi-dimensional report of absence history. This report helps you identify and stop negative trends.

Documented Records: Comment sheets are available so that all aspects of the personnel file can be properly documented. Comments can be attached to all employee records including absences, qualifications, equipment issuance, and confidential information.

Reporting: Human Resources includes reports that list and analyze your records, including employee lists, birthday lists, labels, absences by employee, absences by reason, and various statistical reports.

Advanced HR: Advanced HR includes tools for position management, recruiting, and applicant management.

Inventory

Inventory can be used on it’s own or as a part of the Job Manager solution. Inventory has built-in flexibility to accommodate your business flow. Items can be set up with as little as an item number or description, or they can be fully integrated with jobs and contain a BOM and production step list.

For any item you can track full information about cost, price, vendor (for purchased items), BOM (for production items), material data safety sheets (only with Job Manager), and all important quantities, including on hand, available, on order, in production, and reorder point.

Customer consigned inventory can be tracked at zero cost and excluded from Inventory reports.

Jet Reports

Microsoft Navision includes a full array of reports to help you manage your financial information. Jet Reports takes that functionality even further by giving you a tool to create your own financial reports, graphs, and spreadsheets.

Jet Reports uses the power of Microsoft Excel to liberate your Microsoft Navision data. Jet Reports is an easy-to-use reporting tool that is fully integrated into Excel and Navision. If you know how to use Excel, you can be creating Jet Reports in less than an hour.

Job Manager

Job Manager tracks all job costs, including materials, labor, overhead, and indirect costs. Job costs can be calculated for the job, an individual release, or a single production steps. Costs can also be calculated for all jobs that produce an inventory item or for all jobs for a specific customer.

Job Manager makes it easy to set up new jobs and track releases against ongoing jobs. It tracks bills of material and production steps. Materials can be passed through WIP or backflushed as part of recording production.

When combined with Pathway ProductivityTrac, Job Manager gives your work center staff one comprehensive set of integrated tools that they can use to manage all aspects of subcontracting, prime manufacturing, and service contracts. Jobs set up in Job Manager are sent to ProductivityTrac. Daily time recorded in ProductivityTrac is used to track job labor costs in Job Manager.

Job Manager is fully integrated with the Navision General Ledger, Accounts Payable, Accounts Receivable, Sales Orders, Purchasing, and Inventory modules, as well as with Pathway ProductivityTrac. This package gives you one simple process that automatically passes information from the sales order to the production floor or service contract supervisor, to the final invoice and posting to your General Ledger.

Medicaid Billing

Medicaid Billing tracks units of service for billing Medicaid and other funding sources. Medicaid Billing is integrated with the authorization and service tracking features in Pathway Case Management, and with the invoicing and cash application features in Navision Accounts Receivable. It turns the service delivery time entered by case managers and service providers into the units designated by your funding source, creating invoices for correct reimbursement amount per unit.

Payroll

Payroll, part of Microsoft Business Solutions - Navision, manages staff and consumer payroll It is fully integrated with Pathway ProductivityTrac, General Ledger, and Accounts Payable.

The Payroll features let you produce paychecks and maintain all the pay and tax records for staff and consumer employees. Flexible payroll setups allow for handling virtually any pay, tax, deduction or contribution calculation.

Payroll controls are powerful tools that let you determine what kind of payroll information is kept, how it is categorized, how it appears on government forms and on paychecks, and how it is posted. All payroll information tracked by Navision is kept using a payroll control, whether it is hours worked, pay earned, taxes withheld, employer-paid payroll taxes, weeks worked, vacation earned or taken, or net pay. Payroll allows advance planning and data entry, and a built-in history of changes. By tagging frequently changed data with effective dates.

Employer expenses, such as employer Social Security and employer Medicaid, can be allocated proportionately by dimension, so you can allocate your employer expenses to the correct department or cost center.

Purchase Orders

Navision Purchases Orders automates the entire purchasing process, including quotes, blanket orders, purchase orders, receipts, and back orders. You can create quotes based on other purchase documents and turn a quote into an order. You can copy details from posted or unposted orders, receipts, or invoices. Purchase Orders is fully integrated with the Inventory and Accounts Payable granules.

Purchasers/Sales People: The Purchasers/Sales People granule assigns purchasers to vendors and sales people to customers in order to track purchases and sales per person. Purchasers and sales people are tracked in the Vendor Ledger, Customer Ledger, Item Ledger, Job Ledger, and Resource Ledger.

Sales Orders

Navision Sales Orders automates the entire sales process, including quotes, blanket orders, sales orders, shipments, and invoices. Sales Orders is fully integrated with the Inventory, Job Manager and Accounts Receivable granules.

Purchasers/Sales People: The Purchasers/Sales People granule assigns purchasers to vendors and sales people to customers in order to track purchases and sales per person. Purchasers and sales people are tracked in the Vendor Ledger, Customer Ledger, Item Ledger, Job Ledger, and Resource Ledger.

Sales Tax: Sales Tax handles all aspects of U.S. sales tax for both sales and purchases. You can collect sales tax for an unlimited number of jurisdictions per transaction so you can handle federal, state, county or parish, city or any other tax jurisdiction.

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