Financial Suite

Get called a know-it-all – and like it. Highly-tuned features help you do it all, and do it right the first time through reliable delegation workflow, elimination of redundant tasks and uber-accurate automated processes. This precise and powerful suite offers no less than thirteen modules to masterfully conduct all the complexities of financial accounting. Select only the modules most relevant to your team – it grows as you grow.

Customer Benefits

Reliability, clarity and precision. Your finance system is the heart of your business. It needs to be right every time, all the time. Get the high-integrity you need and the audit trail to prove it. True integration means no more double entry and no more balancing problems. A change to data in one module automatically updates all other modules. In a word - SWEET. Delegate tasks while maintaining control. Account security lets the system control access and processes so you don’t have to. Set it and forget it.

Implementation

Smooth Implementation GUARANTEED. We love implementing – we’re professionals you can trust.

• Together we’ll build a plan that accounts for the history and type of data to transition, with a training plan that meets your needs.
• We are a team of experienced consultants who have worked in local government. We’ve been in your shoes, so we know how to help.
• Proven methodology that scales, a 4-step data conversion process ensures your data is set-up right and ready for go-live.
• We integrate with an extensive list of 3rd party systems – just ask and we will verify we integrate with your existing vendors.
• We can integrate your setup in as quickly as 6 weeks, depending on your organization and needs.

Security

Springbrook Software’s security tools provide a level of customization that our competitors simply cannot match. You get:

• Powerful, customizable security policies - easy to implement, even easier to manage.
• Security settings to be applied across the organization, to customized groups of employees or to individual users.
• Complete control over who has access to every element of the software, from granting general application access all the way down to disabling individual fields and buttons.
• Accountability assurance in cross-business processes through user-defined workflow steps.
• Secure yet flexible system where authorized users always have access from anywhere based on permissions and HTTPS connections, and software performance always meets your computing demands.

Accounts Payable

The Accounts Payable module is the management piece for vendor payment processing. In addition to vendor payment processing, total integration with all other modules allows for a complete analysis and online, real-time budget control. This powerful application can offer a paperless environment and create an efficient and effective solution to all of your Accounts Payable needs.

• Unlimited Recurring Invoice Entries
• Recurring functions for flat amounts or percentage
• Add Vendors on the fly
• Process payments through checks, vouchers, and/or warrants
• Editable 1099 information
• Rename and Merge options for vendors
• Electronic payments and notification to vendors
• User customizable invoice entry screens
• Unlimited Vendor History
• Unlimited Open Period System
• User-defined customizable fields
• Capability to produce a single check
• Automated encumbrance liquidation
• Hold payment at the vendor or invoice level
• Unlimited Historical Records
• QBE (Query by Example) Reporting and look-up
• Unlimited Detailed Audit Trail
• ODBC compliant
• Platform Independent
• All Reports can be Previewed on the Screen, Archived to PDF, or emailed
• Detailed Multi-Level Security System down to the Field Level
• All Reports can be modified by the user

Accounts Receivable

Accounts Payable Interface - Create Accounts Payable invoices automatically when you process Accounts Receivable refunds.

Cash Receipts Interface - Automatically record and track payments received on Accounts Receivable invoices.

General Ledger Interface - Track your Accounts Receivable invoices and create user-defined reports that cover everything from total fund balances to individual account histories.

Work Orders Interface - Automatically create and adjust Accounts Receivable invoices by processing a Work Orders billing batch.

Code/Contact Management Interface - Automatically create and update Accounts Receivable invoices by processing customer issues in the Code and Contact Management Module.

Utility Billing Interface - Write off your past due Utility Billing Accounts through the Collections Process and seamlessly transfer them to Accounts Receivable.

Project Management Interface - Attach Project Management task codes to your fees to track project data in the Accounts Receivable module.

Bank Reconciliation

Cash Receipts Interface - Track your deposits as they are transferred from your Cash Receipts accounts to your bank accounts.

Accounts Payable Interface - Easily reconcile and track Accounts Payable transactions.

Clearing House Interface - Quickly clear Clearing House ACH transactions.

Payroll Interface - Automatically create and clear checks from the payroll module.

Budgeting

General Ledger Interface - Automatically update the General Ledger Budeting information when you update current and future budgets in the Extended Budgeting Module.

Payroll Budgeting Interface - Incorporate Payroll Budgeting figures in your Extended Budgeting projections to provide additional accuracy and detail.

MS Excel Interface - Easily manipulate exported data in MS Excel and import back into Springbrook in order to maximize efficiency.

Building Permits

Accounts Payable Interface - Quickly issue Building Permit refunds through the Accounts Payable module.

Customer Records Interface - Update and track your existing customer permit records directly from the Building Permits module.

Cash Receipts Interface - Give your Cash Receipts clerks the power to quickly create and maintain building applications and permits.

General Ledger Interface -Track your Building Permits accounts and create customized, user-defined reports that meet the needs of everyone in your organization.

Property Records Interface - Attach your permits to specific properties to maintain a detailed record of local lot history.

MS Excel Interface - Quickly export, edit and import valuation table data when updating unit costs at the end of the year.

User Schedule Interface - Use the visual scheduling interface to get an instant, easy-to-understand overview of scheduled appointments and future availability.

MS Outlook Interface - Automatically generate emails that allow the recipients to update their MS Outlook Calendars with BP inspection appointments by simply clicking a hyperlink.

Online Building Permits Interface - Reduce your administrative costs by providing online permit application and payment options to the general public.

Licenses and Permits Interface - Maintain and report on contractor business licenses directly from the Building Permits module.

Cash Management & POS

The Central Cashiering/POS module provides secure management and tight operational controls over payment collection and processing. This robust application centralizes all payment collection for maximum productivity and control. Along with full keyboard input and direct interfaces to cash drawers and receipt printers, your front office will truly excel in efficiency.

• Truly integrated cash management
• POS option for Cash Drawer-Receipt Printers
• BAR code and scanning capability
• Multiple stations/users
• Drill downs on individual lines
• Real-time integration with all Springbrook applications
• Multiple payment methods for a single receipt
• Multiple Receipts per single transaction
• Unlimited Historical Records
• QBE (Query by Example) Reporting and look-up
• Unlimited Detailed Audit Trail
• ODBC compliant
• Platform Independent
• All Reports can be Previewed on the Screen, Archived to PDF, or emailed
• Detailed Multi-Level Security System down to the Field Level
• All Reports can be modified by the user

Code & Contact Management

Customer Information System is a centralized and integrated Cash Receipts-based collection of applications designed to simplify CIS management and increase efficiency.

Generate Invoices - Automatically generate an Accounts Receivable invoice when you resolve an issue that results in a fee assessment.

Track Customer Issues - Ensure accountability to your constituents by attaching your issues to existing customer accounts.

Maintain Property Records - Track and report on problem properties by attaching issues to specific city lots.

Track Internal User Issues - Use the powerful issue tracking features to develop detailed internal organizational histories.

Generate Service Requests - Automatically generate a Utility Billing service request when you process an issue that requires a technician’s attention.

Generate Estimates - Automatically generate a Work Order estimate when you complete an issue step that requires a work order.

Fixed Assets

General Ledger Interface - Track all of the financial information associated with your assets and create user-defined reports that cover everything from fleet depreciation to individual asset installation dates.

Accounts Payable Interface - Automatically create new fixed assets from Accounts Payable invoices.

Purchase Orders Interface - Automatically create new fixed assets from invoices generated when the related Purchase Order is processed.

Work Orders Interface - Automatically update existing fixed assets when improvement Work Orders are completed.

Work Orders Interface - Automatically create new fixed assets when new construction Work Orders are completed.

General Ledger

Project Management Interface - Specify General Ledger accounts as project driven in order to require users to attach a Project Management project to any activity associated with the accounts.

Application Interface - Track and report on all of your module-specific financial information from a central location.

Extended Budgeting Interface - Automatically update the General Ledger budgeting information when you update current and future budgets in the Extended Budgeting module.

Work Orders Interface - Specify General Ledger accounts as work order driven in order to require users to attach a work order to any activity associated with the accounts.

Reporting Tools Interface - Quickly build fully customized, user-defined financial reports that meet\ the needs of every department in your organization.

Human Resources

The Employee Information System is a Payroll-based collection of applications that can meet the employee informational needs of organizations large and small.

Track Internal and External Applicant - Follow the application, evaluation and hiring process for both internal and external applicants.

Provide Online HR - Use this online self-service feature to reduce costs by empowering employees to take an active role in maintaining their own information.

Provide Benefit Enrollment Tools - Give employees the tools to take control of their benefits enrollment.

Integrate Payroll Data - Improve information tracking and efficiency with Human Resources module that is seamlessly integrated with Payroll employee records.

Manage Training and Certification

Import Certifications - Quickly import applicant certifications when open positions are filled.

Provide Self-Service Tools - Use flexible Human resources module features to create, update and compare your employee training and certification histories.

Compare Histories - Empower employees to take control of training and certification renewals by providing important dates and deadlines.

Inventory Control

Accounts Payable Interface - Automatically create Inventory Control transactions and update item inventory totals when you process Accounts Payable invoices.

Purchase Orders Interface - Automatically add items to inventory when you process a Purchase Orders module Receiving batch.

Work Orders Interface - Attach work orders to your Inventory Control transactions to track work order materials expenses in real-time.

General Ledger Interface - Track your Inventory Control expenses and crate customized, user-defined reports that meet the needs of everyone in your organization.

Purchase Orders Interface - Automatically create requisitions and purchase orders to maintain your desired inventory levels.

Project Management Interface - Attached Project Management task codes to your Inventory Control transactions to stay on top of special project costs.

Bids and Quotes Interface - Attach an Inventory Control item to a Bids and Quotes bid in order to track vendor bidding history.

Licenses & Misc. Permits

Cash Receipts Interface - Give your Cash Reciepts clerks the power to quickly create and renew licenses and permits.

Building Permits Interface - Quickly update Building Permit module contractor licensing information without leaving the Licenses and Permit module.

Customer Records Interface - Update and track your existing customer records directly from the Licenses and Permits module.

Property Records Interface - Attach your permits to specific properties to maintain a detailed record of local lot history.

Genera Ledger Interface Track your Licenses and Permits accounts and crate customized, user-defined reports that meet the needs of everyone in your organization.

Parking Tickets

Cash Receipts Interface - Receive and track payments on Parking Tickets citations through the Cash Receipts module.

General Ledger Interface - Track your Parking Tickets revenue and collections processes in real-time.

Handheld Unit Interface - Easily import parking ticket data into the Springbrook system from a variety of handheld ticketing devices.

Payroll

The Employee Information System is a Payroll-based collection of applications that can meet the employee informational needs of organizations large and small.

Generate Checks - Automatically create and clear Bank Reconciliation checks by processing Payroll computer checks.

Generate ACH Transactions - Use the direct deposit features to automatically generate Clearing House ACH transactions when processing Payroll checks.

Create Custom Reports - Track all financial information associated with employee pay records and create user-defined reports that cover things such as pay history and workers’ compensation contributions.

Track Human Resource Data - Improve information tracking and efficiency with a Human Resources module that is seamlessly integrated with Payroll employee records.

Track Labor Costs on Special Projects - Attach Project Management task codes to Payroll transactions to stay on top of labor costs related to special projects.

Provide Remote Time Entry - Streamline the Payroll process by entering and approving time cards before your Payroll Clerk even gets involved.

Track Labor Costs on Work Orders - Attach work orders to your Payroll transactions to track work order labor expenses in real-time.

Generate Invoices - Automatically generate Accounts Payable invoices when processing payroll deductions.

Project Management

The Project Management module is designed to monitor costs, budgets and requirements for an unlimited number of projects and grants. This module allows agencies to be proactive in the project management arena by tracking all aspects and stages of project and grant activity. Unique multi-level tasking allows users to define each project in as much detail as desired.

Track Project Costs - Attach Project Management task codes to your Accounts Payable invoices to track project costs in real-time.

Attach Projects to Receipts - Attach Project Management task codes to your receipts to stay on top of special project costs.

Track Material Costs - Attach Project Management task codes to your Inventory Control transactions to stay on top of special project costs.

Ensure Project/Accounts Relationships - Specify General Ledger accounts as project driven in order to require users to attach a Project Management project to any activity associated with the accounts.

Track Labor Costs - Attach Project Management Task codes to Payroll transactions to stay on top of labor costs related to special projects.

Bill Purchase Orders - Attach Project Management task codes to purchase orders and requisitions to bill Purchase Order information to special projects.

Bill Work Orders - Attach Project Management task codes to work orders and estimates to associate a project with any transactions on the work order.

Track Outstanding Invoices - Attach Project Management task codes to your fees to track project data and outstanding receivables in the Accounts Receivable module.

Purchase Orders

Purchase Orders/Requisitions features:

• True Encumbrance Accounting
• Electronic Approval Levels
• Automated Year-End Rollover
• Interfaces to AP, Inventory and Project Management/Job Costing
• Unlimited PO History
• All Reports modifiable by the user

Special Assessments

Customer Records Interface - Easily update and track your customer assessment history.

Cash Receipts Interface - Receive payments on Special Assessments module assessments through the Cash Receipts module.

Property Records Interface - Create an individual lot assessment history that follows property through ownership transfers.

Utility Billing Interface - Provide the public with assessment information through the utility billing process.

Utility Billing

The Customer Information System is a centralized and integrated Cash Receipts-based collection of applications designed to simplify CIS management and increase efficiency.

Automatically Generate Collections - Attach an Accounts Receivable account to a Utility Billing fee code to automatically debit the account when the fee is assessed.

Refund Through Accounts Payable - Automatically generate Accounts Payable invoices when processing Utility Billing refunds.

Receive Payments - Quickly and Easily process Utility Billing payments and deposits.

Process New and Final Billings - Use the Clearing House direct debit features to quickly and easily process new and final billing transactions on Utility Billing accounts.

Generate Recurring Work Orders - Automatically trigger a work order at any point in the Utility Billing service request process.

Generate Service Requests - Automatically generate a Utility billing service request when you process an issue that requires a technician’s attention.

Receive Payments Online - Provide your customers with 24-hour web-based access to online billing and payment services.

Import/Export Meter Read Data - Seemlessly export read sequences to a handheld device and then import meter read data for processing.

Track Customer/Property Records - Update and track your customer and property details directly from the Utility Billing module.

Certify Citizen Addresses - Confirm citizen addresses are correct and take advantage of USPS bulk postage discounts.

Track Financial Data - Track Utility Billing financial information by attaching General Ledger accounts to fee codes and service rates.

Work Orders

The Work Orders module allows organizations to employ a centralized system for tracking and managing work orders. The comprehensive maintenance interface allows for detailed analysis of labor, equipment, materials and services information.

Track Project Costs - Attach work orders to your Accounts Payable invoices to track work order expenses in real-time.

Generate Invoices from Customer Issues - Automatically generate a Work Orders estimate when you complete an issue step that is associated with a recurring work order.

Create Fixed Assets - Automatically create new fixed assets when new construction Work Orders are completed.

Track Material Costs - Attach work orders to yoru Inventory Control transactions to track work order materials expenses in real-time.

Ensure Work Order/Account Relationships - Specify General Ledger accounts as work order driven in order to require users to attach a work order to any activity associated with accounts.

Bill Special Projects - Attach Project Management task codes to work orders and estimates to associate a project with any transactions on the work order.

Track Labor Costs - Attach work orders to your payroll transactions to track work order labor expenses in real-time.

Associate Purchase Orders - Ensure that your invoiced purchase orders are assigned properly by attaching work orders to your purchase orders before processing.

Generate Receivables Invoices - Automatically create and adjust Accounts Receivable invoices by processing a Work Orders billing batch.

Work Orders from Utility Service Requests - Automatically trigger a recurring work order with you complete a Utility Billing service request.