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System 20/20

A full ERP system designed by Construction Information Systems.
Questions about System 20/20? Call (800) 827-1151 and talk to a software expert now.

System 20/20 is a project accounting software product, which enables you to configure your own system by licensing all or any combination of the twenty available modules. The system combines ease of use with sophisticated features. The modules are:

  • Accounts Payable
  • Accounts Receivable
  • Contracts Management
  • Equipment
  • Estimating
  • Fixed Assets
  • General Ledger
  • Human Resources
  • Inventory, including Order Entry
  • Labor Distribution, when using an outside payroll service
  • Payroll
  • Purchasing
  • Receiving
  • Report Generator
  • Software Release, for IT departments
  • System Control, required module
  • System Development, required module
  • Subcontracts
  • Work Orders

Accounts Payable

  • Multiple companies operate simultaneously within the module.
  • User-defined purchase order validation criteria by either company or specific vendor.
  • Purchase order “tolerance parameter” definition. The invoice amount can exceed the associated purchase order amount by either a fixed dollar value, a percentage of the purchase order value, or as a combination of both, and still be accepted as a liability.
  • Vendor master records can be flagged with a threshold amount; any invoice below the specified threshold does not require an associated purchase order or receiver for invoice processing.
  • Accommodates sales tax, use tax, goods and services tax, and value added tax methods.
  • Vendors and suppliers can share the same numbering system.
  • Vendors can be accessed globally by a keyword name or by vendor number.
  • Invoices may be recognized as liabilities of one company and expensed to other companies; the system automatically generates the appropriate inter-company clearing entries in the General Ledger.
  • On-line validation prevents entry of a duplicate invoice for a vendor.
  • On-line validation of all entered subledger expense distributions.
  • Retention amounts can be entered on any invoice; the system separates payment of “net” and “retention” amounts.
  • Freight type invoices from one vendor can be processed against a purchase order issued to another vendor.
  • Recurring invoice entry and processing capability.
  • Optional user-defined feature requires that a “receiving transaction” be posted before an invoice is applied to a purchase order.
  • Automatically reverses any expense entries generated by the receiving transaction, and posts the actual invoice cost to the appropriate subledger.
  • The “Check Request” feature allows you to enter an invoice, pay it and print the check simultaneously.
  • Payments via check or Electronic Funds Transfer
  • Credit memos may be issued against a specific invoice or as a general credit to a vendor.
  • User controlled selection of unpaid invoices for payment using one or a combination of the following criteria:
    • Specific invoices
    • All unpaid invoices
    • All invoices due before a user specified date
    • All invoices with discount available
    • All or selected invoices for a specified vendor(s)
    • All invoices for a specific vendor type(s)
    • All invoices by vendor class(es)
    • All invoices which are past due a user-specified number of days
    • Invoices associated with a selected operating center(s)
    • Invoices associated with a selected cost center(s)
    • Subcontract payments requests
    • Retention invoices only
  • Invoices can be paid for the total amount due or a partial payment.
  • Invoices can be paid from multiple bank accounts.
  • Discount amounts are automatically calculated based on user specified payment terms that can be assigned to each vendor and/or invoice. Discount earned is treated as miscellaneous income in the General Ledger.
  • Invoices can be paid by either check or wire transfer.
  • Easy customization of user-defined check formats.
  • Automatic consolidation of all invoices payable to a single “pay to name” on one check.
  • “Pay to name” can be different from a vendor’s name on selected invoices. This feature can be used for joint check issuance or to insure separate and accurate disbursements for miscellaneous type vendors who are assigned a single vendor number.
  • Subcontract payment requests can be broken into multiple checks with different joint payee names.
  • Multiple “payment hold” methods:
    • Attach an accounts payable invoice to an accounts receivable invoice, so a vendor is not paid until a customer has paid.
    • Establish multiple criteria on a purchase order that can verify a “yes/no” condition, e.g., a date comparison or a value check.
    • Hold a specific invoice or hold all invoices for a vendor.
  • Advance payments can be entered before receiving an invoice. This feature is often used for employee expense advances.
  • Manually prepared checks, with “instant printing” capability.
  • Commitment and commitment relief logic.
  • Encumbrance and encumbrance relief logic for government accounting methods.
  • Separate recognition of expense and liability entries from the payment entries in the General Ledger.
  • On-line inquiry of historical vendor activity including demographic data, total amount invoiced to date, and balance due.
  • Multi-level On-line Invoice Inquiry by Vendor, Total Invoice Activity for Selected Vendor, Summary Invoice Information, Receiver Information, Subledger Distribution Detail, Payment Details
  • Multi-level On-line Check Activity Inquiry, Total Check Activity for Selected Vendor, Payment Detail associated with each Check
  • Automatic accumulation of vendor activity by year.
  • Generation of cash forecast report based on user-defined payment schedule.
  • Bank reconciliation features that support multiple banks and multiple checking accounts.
  • Purge processes for paid invoices, checks, etc. with interlocks that prevent deletion of “incomplete” transactions.

Accounts Receivable

  • Multiple companies operate within the module simultaneously.
  • “Open item” or “balance forward” methods of recording payments.
  • Accommodates sales tax, goods and services tax, and value added tax methods.
  • Supports credit limits and credit holds for customers.
  • Customers can be accessed globally by a keyword name or customer number.
  • Unlimited “ship to” locations for a customer, with tax codes by location.
  • Supports entry of invoices, credit memos, cash sales invoices and recurring invoices.
  • Flexible invoice entry screens meet the diverse needs of specific users.
  • Product codes with table driven subledger and commission distributions.
  • Multi-level sales persons and commission rates on a single invoice.
  • Commission recipients and percentages can be revised after the invoice is posted.
  • Retention processing capability.
  • Multiple invoice print formats with flexible selection criteria by customer, invoice number, invoice type, etc.
  • Computes finance charges and generates a service charge invoice on past due invoices based on user specified payment terms.
  • Notepad feature for recording customer or collection activity comments can be associated with specific invoices.
  • User-defined messages can be associated with invoices and statements.
  • Miscellaneous cash receipts and unapplied payments entry.
  • Voiding a cash receipt automatically resets the invoice(s) to an unpaid status.
  • Multi-level On-line Invoice Inquiry by Customer, Total Invoice Activity for Selected Customer, Summary Invoice Data, Subledger Distribution, Receipt Details
  • On-line inquiry of historical customer activity includes pertinent data such as contact name, credit limit, total receipts amount and balance due.
  • Flexible print formats for periodic statements that meet each customer’s requirements.
  • Purge processes for all transactions with interlocks to prevent deletion of “incomplete transactions”.

Contracts Management

  • Multiple cost centers within each Contracts Management database.
  • Multiple codes can be assigned to reference documents for additional clarification and classification.
    • Document Source Codes
    • Document Class Codes
    • Document Type Codes
    • Responsibility Codes
    • Trade Codes
    • Variance Codes
  • All documents are referred to by a sequentially assigned reference number within a cost center.
  • Entry of contractor’s direct cost estimate, indirect costs and add-ons associated with all reference documents.
  • Variance assessment facility to determine cost impact of a reference document.
  • Owner change order requests and recording of approved and non-approved change order requests.
  • User-controlled generation of cost and/or revenue budget change transactions to the Cost Accounting module.
  • Automatic generation of “request for quotation” letters, purchase orders, subcontracts, and change orders.
  • Tickler file to monitor follow up actions.

Cost Accounting

  • Multiple work breakdown structures can be defined and each of these utilize the following “key” data elements:
    • Company is the “Owner” of cost center
    • Operating Center is responsible for the cost center within the “owning” company
    • Cost Center is job, project, or department number
    • Level is the hierarchy in work breakdown structure
    • Cost Account is the work package or task
    • Data Type differentiates cost, production, revenue, and schedule data elements
    • Detail Code differentiates expenses within data type, e.g., separates labor costs by craft
  • Unlimited user-defined data types, e.g., labor, material, subcontract, contract revenue, change order revenue, schedule, etc.
  • Allocation of payroll burdens to each cost center via user-defined options.
  • User-defined “summarization” rules for aggregating cost accounts within multiple work breakdown structures; i.e., cost center subtotaling can be completely independent of the cost account code..
  • Detail code options by cost center by source module, e.g., labor costs from the Payroll module by craft, or by employee.
  • Billing surcharge accrual tables enable the system to compute customer billing surcharge amounts using either a surcharge rate or a lump sum amount.
  • Multiple cost centers can be processed simultaneously.
  • Work breakdown structure for each cost center is user-defined.
  • Multiple work breakdown structures can be processed simultaneously for each cost center; however, the system only requires the entry of source transactions to a single work breakdown structure. This feature permits the generation of reports according to multiple charts of accounts, e.g., the project manager’s, an estimating standard, the client’s reporting requirements, etc.
  • “Actual” or “committed” options available for processing and reporting cost center data.
  • Periodicity for transaction accumulation by cost center is user-defined, e.g., weekly, biweekly, semi-monthly, monthly, or fiscal period.
  • Retroactive report generation delineates a project’s progress; these options are accomplished by the accumulation of all data elements in the Cost Accounting database by period.
  • Cost Variance analysis results in a quantitative evaluation. You can define “variance codes” and assign a percentage weighting factor by period to the cost variance amounts.
  • User-defined labor charge rates expense labor costs to specific cost centers. These rates are used to override the actual payroll rates in the payroll module and replace them with rates that may be used for billing jobs.
  • Accrued costs can be recorded and automatically reversed
  • Committed costs, invoiced costs against commitments, and open commitments by purchase order and subcontract within each cost account can be reported.
  • Flexible budgeting techniques. A budget can be passed to the Cost Accounting module from the Estimating module, or can be entered directly into the Cost Accounting module. If entered directly, the budget can be expressed as either the “total budget” for the cost account or as the “incremental budget” by cost center period.
  • Both original and current budgets are maintained by the system.
  • Earned budgets (BCWP) are determined by optional methods: (1) computation based on physical progress achieved, or (2) allocated budgets entered by the user.
  • Continuous projection of costs at completion based on actual performance utilizing a user-selected algorithm.
  • Estimated cost at completion can be entered as either the “total” projected cost or the “remaining” projected cost.
  • Continual computation of the following key management data elements:
    • Percent complete
    • Budgeted cost of work performed
    • Budgeted cost of work scheduled
    • Actual cost of work performed
    • Current and to date cost variance
    • Current and to date schedule variance
    • Estimated cost at completion
    • Estimated cost variance at completion
    • Estimated schedule variance at completion
  • Preparation and generation of customer invoices in custom or standard AIA formats.
  • Multiple methods of arriving at invoice cost.
  • Time and materials billing capability allows you to bill at an individual cost transaction level through the utilization of billing rate schedules.
  • Income Recognition processes automates the computation of General Ledger journals according to user-specified rules.
  • External audit requirements can be met through the compilation of detail transactions.
  • Multi-level Cost Account On-line inquiry provides immediate access to detail transaction information for cost accounts.
  • Multi-level Cost Center On-line inquiry enables you to easily track the detail transactions associated with the costs, revenue, and production amounts accumulated in each cost center.
  • Project schedule data can be entered either directly or through the interface with a CPM module.
  • Specification of non-linear distribution of resource consumption over the scheduled duration of a cost account.
  • Actual performance schedules associated with cost accounts compute the budgeted cost of work scheduled (BCWS) for each cost account.
  • The Cost Accounting database is specifically designed to facilitate the generation of user designed report formats using the operating system’s integral report writer.

Document Imaging

  • Multiple types of images, e.g. scanned documents, generated documents such as purchase orders, checks, drawings, etc.
  • Images can be created directly from PDF files that are attached to an email without requiring the PDF file to be printed and then scanned.
  • User defined image classes and indexing keys
  • User defined image groups which facilitates searching for specific images
  • Automated updating when an image is replaced with a newer image
  • Images are stored as PDF files and viewed via a PDF Viewer providing all the features of Adobe Reader
  • The image id’s of an image are associated with all generated transactions, so for example if the image id associated with a vendor invoice is attached to all of the expense transactions that might be generated from this invoice to the Cost Accounting, Equipment, Work Order modules, etc. As a result if the user is viewing the cost transactions associated with a particular cost account in the Cost Accounting module then by clicking the ‘view image’ button the Cost Accounting user can see the image of the vendors invoice.

Equipment

  • Multiple types of reporting units (e.g., hours, miles) including operating, idle, weather delayed, repair, etc.
  • Utilization and availability percentages computed for each unit of equipment.
  • Multiple methods of calculating rental charges for a unit of equipment based on reported units, elapsed time and lump sum methods.
  • Repair costs can be subdivided by user-defined components, such as electrical systems, engine, and transmission. Within component, subdivision can occur by cost type, such as labor, repair parts, and outside services.
  • Keyword access capability facilitates data entry, processing and reporting functions.
  • Attachments can be recognized as separate units of equipment, while requiring that operating hours, etc., are reported only to the primary unit of equipment to which the attachment is currently associated.
  • “Repair/replace” type decisions can be evaluated easily.
  • Maintains current period, current year, and life-to-date accumulations for all revenue, ownership, repair, operating expenses and utilization data for each unit of equipment.
  • Definition of Equipment Maintenance Tasks.
  • Multi-level On-line Equipment Inquiry tracks income, expenses, margin, equipment utilization and equipment availability.
  • Bill of materials can be associated with a unit of equipment.
  • Transfer Docket capability offers alternative method of computing rentals based on “days at a site”.
  • Budgets can be established for each maintenance code.
  • Multi-level On-line Cost Inquiry tracks units of equipment.
  • Preventive maintenance scheduling applies user-defined maintenance schedules for each class or unit of equipment.
  • Generates and prints work orders for scheduled maintenance.
  • Equipment Meter Reading reporting computes maintenance due on interval frequency codes.
  • Notepad facility to record pertinent maintenance information on units of equipment.

Estimating

  • Multiple rate libraries can be set up for the different resources; these may be divided by geographic area or time period.
  • Group libraries are utilized to define company standard labor crews, equipment spreads, material assemblies, etc; these can be accessed through a single code and exploded into their component resources.
  • Historical costs can be stored either as unit costs or as productivity factors in the libraries.
  • Flexible account structure allows user-defined account numbering and summarization.
  • Multiple estimating methods include the following alternatives that can be used simultaneously: work study analysis, productivity, unit price, and lump sum.
  • Multi-currency capability highlights and distributes a project’s estimated cost in each currency. A cost type can have up to nine rate components. Each component can have a separate currency, which is converted to the project currency utilizing a user-defined exchange rate.
  • Memo item entry enables you to flag each line in a cost item as either additive or non-additive to the total project estimate. This permits, for example, the inclusion of multiple subcontractor costs in analysis reports, while adding only the selected subcontractor quote to the project’s total estimate.
  • Multiple bid preparation methods enable you to allocate estimated costs to bid items and apply your profit margin to arrive at a final bid price. This allocation procedure can be performed at any time during the preparation of the cost estimate.
  • Cash flow projection is achieved through the entry of a planned construction schedule; the system generates the cost, revenue, and resource demand curves for each user-defined period on a cash or accrual basis.
  • Inflation computations are available through utilization of the planned construction schedule, and user-defined inflation indices; the system can calculate the anticipated cost increment for inflation in each cost item.
  • Risk analysis calculations present the probable ranges of the estimated costs. These statistics are achieved when you combine confidence levels and probable ranges for resource rates, quantity of work to be performed, and production rate.
  • An Estimating to Cost Accounting Interface Menu enables you to generate Cost Accounting “revenue”, “cost”, and “production” budgets.

Fixed Assets

  • Multiple companies can operate within the module simultaneously.
  • Processes all fixed assets of a company, including office buildings and office equipment.
  • Supports multiple depreciation methods such as straight line, declining balance, ACRS, and SYD.
  • Maintains up to three depreciation schedules per asset, such as book, federal tax, and state tax.
  • User-defined assets by class and group allow parameter driven logic for depreciation method, insurance code, general ledger debit and credit accounts, and automatic change of depreciation method.
  • Previously depreciated assets can be processed.
  • Multiple location codes and dates can be attached to an asset.
  • On-line display of current and prior asset location with associated dates.
  • On-line display of capitalization, depreciation and retirements over asset life, including capitalized date, depreciation start date, last date depreciation computed and current asset value.
  • Allows full or partial retirements of assets as well as transfers.
  • Multiple assets can be consolidated for reporting purposes.

General Ledger

  • Multi-company capability with automatic intercompany clearing entries allow all companies to be in balance at all times.
  • Allows any number of user-defined fiscal periods within a fiscal year.
  • Fiscal periods can be closed to subsidiary modules, but remain open for General Ledger.
  • Flexible chart of accounts coding system consists of three required data elements, Company, Operating Center (Division or Department), Account and one optional data element, Sub-account.
  • A total of seventeen characters are available, including a single space character between each data element. These characters can be distributed among the above elements in any combination. The result is a customized coding structure that matches your company’s requirements.
  • Separate Chart of Accounts for each company.
  • Chart of Accounts and Financial Report schedules can be copied between companies.
  • A new fiscal year can be started before completing the closing entries for the prior fiscal year.
  • Consolidation of subsidiary module transactions into a single journal based on user-defined consolidation options available in each source module.
  • Journals may be on-line, batch, accrual, auto-reversal, inter-company, inter-module, year-end close, or encumbrance.
  • Journals can be posted to any open fiscal period.
  • Recurring journal entries can be established for either a specific company or across multiple companies.
  • Separate financial report formats are available for each company in a multi-company environment.
  • Preparation and generation of customer invoices in custom or standard AIA formats.
  • Multiple methods of arriving at invoice cost.
  • Time and materials billing capability allows you to bill at an individual cost transaction level through the utilization of billing rate schedules.
  • Income Recognition processes automates the computation of General Ledger journals according to user-specified rules.
  • External audit requirements can be met through the compilation of detail transactions.
  • Multi-level Cost Account On-line inquiry provides immediate access to detail transaction information for cost accounts.
  • Flexible financial reports can display any of the following options within a four-column report format.

Human Resources

  • Keyword access capability facilitates data entry, processing and reporting functions.
  • Job requisition entry for both union and non-union positions.
  • Applicant tracking system maintains a detailed history on all job applicants and their associated job requisition(s); this history includes job classification, department, EEO category, ethnicity, skills and skill levels, etc.
  • Job application routing to the appropriate manager for interview scheduling.
  • Interview and routing table maintains results and actions taken in each step of the application process.
  • Recruitment and relocation expense tracking for each applicant and employee.
  • Automatic generation of multiple applicant letter formats.
  • Benefits and compensation tracking facility.
  • Hire notice entry of accepted applicants.
  • Detailed employee profiles that include educational background, skills, medical restrictions, benefits, emergency contact information and other pertinent data related to each employee’s job history.
  • Affirmative action commitments and manpower goals with flexible reporting capabilities to show breakdown by EEO, job classification, manpower utilization, etc.
  • Complete grievance processing from initial entry through settlement.
  • Conduct violation and absenteeism logs with associated disciplinary actions.
  • Separation and termination processing.
  • Employee data maintenance facilities for registering changes of status such as pay rates, promotions, job reclassifications, benefits, etc.
  • On-line Employee Inquiry facility, which maintains and tracks each employee’s job history including benefits and emergency detail data.
  • Generates printed notices for changes of employee status, including hire, promotion, transfer, pay raise, termination and miscellaneous data changes.
  • Employee Incident Log processes injuries and accidents and streamlines procedures for worker’s compensation claims and OSHA reporting requirements.
  • Union reporting requirements can be generated for job openings, employee promotions, employee transfers, etc.
  • Automatic performance review scheduling and complete performance appraisal facility.
  • Promotional ladders automatically maintained for union employees.
  • Random Drug Testing capability.
  • Employee mailing labels.

Inventory

  • Daily transaction reports provide a continuous record of inventory activity and an audit trail.
  • Simultaneous processing available for most functions.
  • Security locks protect database from concurrent, but conflicting processes.
  • Multiple warehouses with on-line status of the inventory of any item in all warehouses.
  • Both on-line updating and batch processing.
  • Multiple recording methods for receiving materials into inventory: Direct Shipment, Material in Transit, Transfer, and Refurbished Parts.
  • Inventory valuation, using the average cost, standard cost, FIFO or LIFO methods.
  • Actual cost, standard cost, and sales prices can be maintained for each inventory item.
  • Surcharges are selectively and automatically added for freight, warehouse overhead, etc., on the receipt, transfer between warehouses, and issuance of materials.
  • Easy access to the inventory system by inventory code, supplier part number, user part number or customer part number.
  • On-line Activity Inquiry maintains historical data by warehouse code and inventory code.
  • Keyword capability facilitates data entry, processing and reporting functions.
  • Material Safety Data Sheet facility, which includes multiple detail screens for information maintenance on inventoried and non-inventoried items.
    • Product Review Entry (Approvals)
    • Site Specific Data
    • Product Identification Data
    • Hazardous Components
    • Physical Properties
    • Fire and Explosion Hazards
    • Health Hazards
    • Reactivity Data
    • Spill and Disposal Procedures
    • Protective Equipment Requirements
    • Storage and Handling Procedures
    • Transportation Procedures
  • Simple transfer of inventoried items between warehouses utilizing picking and packing lists.
  • Alternate methods for adjustment of physical inventory shelf count and differences (shorts).
  • Details of material-in-transit from the supplier to the warehouse.
  • Tool issues and returns facility to record inventoried warehouse items issued to and returned by employees.
  • Inventory reservations for placing inventoried items in a reserved or locked status.
  • Inventory items can be issued to a specified cost account in the Cost Accounting module, work order in the Work Order module, unit of equipment in the Equipment module, or employee in the Payroll module.
  • Reorder and purchase requisitions are generated based on user-defined algorithm of inventory consumption to maintain stock at optimum levels.
  • Purchase orders can be generated for non-stock items originating from a customer order in the order entry functions.
  • Order Entry function permits the recording of customer orders, selective generation of picking lists, printing of packing lists, and generation of accounts receivable invoices.
  • Customer Quotation Facility allows you to input, track and print quotes made to customers of inventory in stock.

Labor Distribution

  • Payroll expenses can be recognized in the Cost Accounting, Equipment, General Ledger, or Work Order subledgers based on either the date worked, or the pay period ending date. In the General Ledger, payroll journals are dated with either the pay period ending date, or the check date.
  • Multiple pay calculation types are available including:
    • Hourly paid
    • Fixed salary
    • Variable salary
  • Employees can transfer between employer companies and retain the same employee number when the employer companies have the same federal identification number.
  • Employee purchase type deduction transactions can be entered directly or generated from the Accounts Payable or Inventory modules.
  • Multiple methods determine the General Ledger expense account associated with an employee’s payroll based on the subledger distribution or user-defined override parameters.
  • Payroll expenses are separated into three categories:
    • Earnings add to gross pay
    • Deductions subtract from gross pay
    • Contributions are employer paid expenses that do not directly affect an employee’s pay
  • Earning code definitions for all types of earnings.
  • Automatic inclusion of “extra earnings” (not entered on an employee’s timecard) based on the employee group (union), and the cost center to which these earnings are charged.
  • Deduction code definition for all types of deductions.
  • Automatic inclusion of deductions based on the employee’s group (union), and the cost center to which the earnings are charged.
  • Easy definition of employee specific deductions such as garnishments, voluntary deductions, etc.
  • Contribution code definition for all types of contributions.
  • Automatic inclusion of contributions based on the employee’s group (union), and the cost center to which the earnings are charged.
  • An employee’s time can be charged to a specified destination ledger at an hourly rate which represents the actual payroll cost, the average annual hourly rate for salaried employees, or a standard cost rate. The standard cost rate can be defined at the employee, employee group, grade, or class level.
  • Employees can be accessed by employee number or by keywords built from the employee’s name.
  • Department codes associate an employee to a department.
  • Timecard parameters facilitate the customization of the timecard entry programs to match the requirements of each customer.
  • Automatic generation of timecard transactions for “overhead” type employees.
  • Entry of “add pay” type transactions to cover employee bonuses, subsistence pay, etc.
  • Complete validation of all payroll transactions before initiating the export process minimizes potential errors based on user entered data elements.
  • Offset entries can be generated to an employee’s “home” department when his hours are expensed to other destination ledgers.
  • On-line inquiry for employee benefits showing values accrued versus values taken, e.g., sick leave or vacation.
  • Multi-level On-line Inquiry of Employee Activity
  • Preprint option for employee timecards based on the last crew on which the employee worked, or on user-defined crew assignments.
  • User-defined criteria for purging transactions.

Payroll

  • Payroll expenses can be recognized in the Cost Accounting, Equipment, General Ledger, or Work Order subledgers based on either the date worked, or the pay period ending date. In the General Ledger, payroll journals are dated with either the pay period ending date, or the check date.
  • Multiple pay calculation types are available including:
    • Hourly paid
    • Fixed salary
    • Variable salary
  • Employees can transfer between employer companies and retain the same employee number when the employer companies have the same federal identification number.
  • Specialized processing for calculating workers compensation insurance premiums. Payroll recognizes that workers compensation can be both an employer contribution and an employee deduction in some states.
    • Recognizes that different states have different methods for computing the insurable base
    • Different companies can apply their unique experience factor which impacts the computation of the workers compensation insurance premium
      • User-defined control of appropriate workers compensation insurance class
  • Date dependent rates for earnings, contributions, and deductions; Payroll can accurately calculate an employee’s pay when the employee group (union) rates change during a pay period.
  • Employee purchase type deduction transactions can be entered directly or generated from the Accounts Payable or Inventory modules.
  • Multiple methods determine the General Ledger expense account associated with an employee’s payroll based on the subledger distribution or user-defined override parameters.
  • Multiple state taxing for an employee in the same payroll calculation, if earnings are divided between cost centers located in separate states.
  • Tax routines are available for all states.
  • Facilitates user maintenance of withholding tax tables.
  • Payroll expenses are separated into three categories:
    • Earnings add to gross pay
    • Deductions subtract from gross pay
    • Contributions are employer paid expenses that do not directly affect an employee’s pay
  • Earning code definitions for all types of earnings.
  • Automatic inclusion of “extra earnings” (not entered on an employee’s timecard) based on the employee group (union), and the cost center to which these earnings are charged.
  • Deduction code definition for all types of deductions.
  • Automatic inclusion of deductions based on the employee’s group (union), and the cost center to which the earnings are charged.
  • Easy definition of employee specific deductions such as garnishments, voluntary deductions, etc.
  • Deductions can be targeted for specific pay periods, e.g., the third payroll of the month.
  • Contribution code definition for all types of contributions.
  • Automatic inclusion of contributions based on the employee’s group (union), and the cost center to which the earnings are charged.
  • An employee’s time can be charged to a specified destination ledger at an hourly rate which represents the actual payroll cost, the average annual hourly rate for salaried employees, or a standard cost rate. The standard cost rate can be defined at the employee, employee group, grade, or class level.
  • Employees can be accessed by employee number or by keywords built from the employee’s name.
  • Department codes associate an employee to a department.
  • Timecard parameters facilitate the customization of the timecard entry programs to match the requirements of each customer.
  • Automatic generation of timecard transactions for “overhead” type employees.
  • Entry of “add pay” type transactions to cover employee bonuses, subsistence pay, etc.
  • For transportation operations, a method of entering operator work schedules which enables an operator sign-in worksheet from which timecard entries are generated automatically.
  • Absenteeism codes for tracking and categorizing time off.
  • User-defined selections for determining which employees are to be included in a payroll calculation process. For example, you can select employees who are being terminated, in order to calculate only the termination payments.
  • Manually computed payroll checks can be entered. The Payroll system accepts the manually computed contribution and deduction amounts, rather than adjusting federal withholding, and computes all other payroll expenses that are not manually computed. This method ensures that the sum of the employee’s check stubs balances with the year-end earnings (W2) statement.
  • Check distribution codes facilitate the distribution of payroll checks to employees.
  • Multiple payrolls can be processed for an employee on the same pay period ending date.
  • Complete validation of all payroll transactions before initiating the payroll computation process minimizes potential errors based on user entered data elements.
  • User-defined vacation accrual expense can be computed.
  • Contributions and deductions can automatically create invoices in the Accounts Payable module.
  • Payments can be made by either check or direct deposit, using an easily customized format for the checks or the remittance advice notice.
  • Ability to email direct deposit advice notices to employees
  • Direct deposit of an employee’s pay to more than one bank account.
  • Magnetic media reporting of direct deposits.
  • Offset entries can be generated to an employee’s “home” department when his hours are expensed to other destination ledgers.
  • Specialized processing for calculating accrued payroll entries to the General Ledger when a pay period spans more than one fiscal period.
  • On-line inquiry for employee benefits showing values accrued versus values taken, e.g., sick leave or vacation.
  • Multi-level On-line Inquiry of Employee Activity
  • Retroactive reporting capability is available for any payroll computation report.
  • W2 and 941 form content and layout is user-defined for both hard copy and magnetic media reporting.
  • Preprint option for employee timecards based on the last crew on which the employee worked, or on user-defined crew assignments.
  • User-defined criteria for purging payroll transactions.

Purchasing

  • Multi-company environment allows a purchase order to be written on one company and expensed to other companies.
  • A supplier file can be maintained that is independent of the Accounts Payable vendor file.
  • Sales tax, use tax, goods and services tax, and value added tax processing capability.
  • Maintains history, performance rating, demographic data and comments on each supplier.
  • Purchase orders can be built from line items on multiple requisitions.
  • Requisition line items can be divided between multiple purchase orders.
  • Multiple supplier quotations can be entered for each line item of a requisition.
  • Multi-level On-Line Requisition Inquiry
  • Change orders can be written for a purchase order.
  • Purchase orders can be generated sequentially by company or prefix.
  • “Quick pick” screen for issue of purchase order numbers by phone.
  • Extensive text capabilities for descriptions and notes to suppliers, purchasing agents, shippers and receivers.
  • “Blanket” type purchase order capability.
  • Standard clauses can be defined and appended to purchase orders.
  • Flexible purchase order print formats match the specific needs of each user.
  • User-defined payment control codes can be associated with purchase orders.
  • Purchase orders can be expedited by line item through the fabrication and delivery processes.
  • Commitments are generated to the Cost Accounting and Work Order modules when a purchase order is costed to either of those subledgers.
  • Commitments are automatically reconciled with actual costs when a purchase order is closed.
  • Encumbrances can be optionally generated to the General Ledger module.
  • Multi-level On-line Purchase Order Inquiry
  • Purge processes for deleting completed requisitions and purchase orders.

Receiving

  • Sequential assignment of receiver numbers.
  • User specification of destination module(s) determines whether the value of goods received is to be expensed to a particular module at time of receipt.
  • User-defined material price file for maintaining a price catalog for materials that are received in the Receiving module, but not matched with a Purchase Order from which a unit price can be extracted.
  • Status change entry screen for revising status of a previously posted receiver.
  • Flexible receiver entry screens meet the needs of specific users.
  • Previously posted purchase orders can be matched with delivery tickets.
  • Multi-level On-line Receiver Inquiry
  • Generates reconciliation entries at closure, if required.
  • Purge processes for deleting completed receivers.

Subcontracts

  • Multi-company environment allows a subcontract to be written on one company and expensed to one or more related companies.
  • Supplier file can be maintained that is independent of the Accounts Payable vendor file.
  • Subcontracts can be sequentially numbered by company or prefix.
  • Demographic data and comments are maintained for each supplier.
  • Flexible subcontract entry screens meet the needs of specific users.
  • Retention schedules can be created and associated with subcontracts.
  • Change orders can be written for a subcontract.
  • Standard contract clauses can be defined and appended to subcontracts.
  • Extensive text description capability for subcontract line items and change order line items.
  • Commitments can be generated to the Cost Accounting module when a subcontract is costed to that subledger.
  • Encumbrances can be generated to General Ledger.
  • Flexible subcontract print formats meet the specific needs of each user.
  • User-defined payment control codes can be appended to subcontracts to insure compliance with bonds, insurance, liens, etc.; additionally, these codes can control payments to subcontractors.
  • Subcontract payment requests can be generated with retention calculation and the subsequent automatic creation of accounts payable invoices.
  • Provides for the accrual of subcontractor billing not received, with automatic reversal.
  • Automatically reconciles the commitment with the actual cost when a subcontract is closed.
  • Multi-level On-line Subcontract Inquiry

Work Order

  • Format option codes provide ability to customize data entry screens and reports to match the needs of each customer or work order type.
  • User-defined cost types within a work order.
  • Actual cost and commitment maintenance.
  • Optional detail budgets.
  • Work order scheduling based on available manpower.
  • Ability to place inventoried items in a reserved or locked status for specific work order tasks.
  • Generation of time and materials or fixed price billing by work order.
  • Extensive on-line inquiry for tracking work order costs.
  • User-controlled automatic closing reconciliation.

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