A full ERP system designed by Incode for government & public administration and utilities companies.
InVision is INCODE’s new suite of 32 bit Windows-based software applications. InVision provides a Microsoft Windows compliant user interface. InVision’s GUI makes navigation in the software almost second nature for experienced Windows users. The GUI makes use of pull down list boxes, radio buttons, combo boxes, tab controls and other user interface conventions familiar to Windows users. InVision’s GUI allows users to navigate the software with a mouse or keyboard. You are not forced to constantly move back and forth between the keyboard and the mouse. InVision also provides the option to utilize a client-server environment.
Exciting Features that will make Your Job Easier! Three examples of features available with InVision are: Drill-Down, Report Previewer, and Executive View features.
The Drill-Down feature provides the ability to simply click on a data item in a grid and drill down to the source document or data. An example of this capability is in the General Ledger Account Inquiry program. If you are displaying detailed transactions from a specified account on the screen, by simply clicking on a PO number in a transaction, InVision opens a window displaying the PO, which originated the transaction. The same can be done for vendor, check, journal entry, etc. You can easily drill down to source documents for any transaction. This Drill-Down function is available throughout all of the InVision applications.
Report Previewer provides new features that will save you time and money. Report Manager is a professional report previewer that allows the user to preview a report on the screen. You may easily move through the report using a scroll bar or page-up, page-down, go-to-end, and go-to-start navigation buttons. You may also choose a specific page number or use a text search feature to find specific text, account numbers, dollar amounts, etc. in a report. Report Manager provides the ability to choose fonts and font sizes, italicize, bold text, etc. When you have completed previewing the report you may choose to print it, or if your network software is configured properly, you may fax or e-mail the report to other users in the office or to remote sites over the Internet.
The most valuable new feature is Report Manager’s archiving capability. Reports you currently print and file for future reference may now be previewed, and then archived. The archive feature allows you to predefine a directory on the server where archived reports will be saved. When saving the report, Report Manager gives you the ability to easily index the report and save it to the appropriate folder. Think of all the paper, file folders, filing cabinets, and file rooms that will no longer be necessary. Simply preview the report, archive it, and if you ever want to see it again you can retrieve it with a few clicks of the mouse. Once the report is retrieved, Report Manager displays it on the screen in its original format and gives you the additional options to print, fax, or e-mail the report.
Executive View provides graphic representations of INCODE data to help with management decisions. Just click on the appropriate button and InVision displays predefined charts and graphs to help you with day-to-day decisions. InVision also provides the option to easily export data into Microsoft Excel.
Clients/Work Stations Being a true GUI product, InVision does not support ASCII (dumb) terminals. All clients/workstations must be PC’s running 32bit Operating Systems (Windows-98, Windows NT or Windows 2000). The minimum recommended workstation is a Pentium with 32mb of RAM, hard drive, and a color monitor supporting 1024 X 760 resolution. The preferred PC configuration is the fastest Pentium processor affordable with 96mb RAM running a Windows NT/2000 workstation.
File Servers The file server should be an Intel-based PC certified to run Windows NT. Please consult with your INCODE sales representative to discuss, which configuration will best meet the needs of your particular situation. INCODE is an IBM Business Partner and offers IBM’s high quality Netfinity file servers. The availability of operating system support and on-site hardware maintenance for file servers is essential to your operations. INCODE offers several levels of remote network and operating system support plans. The file servers may be placed under 24 hours per day, seven days per week on-site maintenance with IBM. Contact INCODE for help in configuring a server to meet your current and future needs.
Network Requirements All PC client/workstations must be connected to the file server in an Ethernet topology. Although 10MB cards and hubs are acceptable, 100mb network cards and 100mb switches are highly recommended. For more detailed information about network cards, hubs, and switches, please contact your INCODE sales representative.
INCODE’s Accounts Payable facilitates cash, accrual and modified accrual basis accounting. The system supports recurring items and user-defined templates that allow distribution to predefined accounts on either an amount or percentage basis. Items may be expensed to an unlimited number of accounts and funds. Also, items may optionally be identified as being subject to 1099 reporting. The Accounts Payable system will operate on a stand-alone basis or in conjunction with INCODE’s Requisition and Purchase Order system.
InVision vendor inquiry provides static information for each vendor, invoice detail with drill-down capability, status, due date, check number, paid date, PO number, and detailed G/L distribution. A history may be maintained for a user-defined period of time. The system supports check writing from separate funds, a disbursement fund, or pooled cash.
A payment selection may be made automatically by due date or discount date or may be done manually. The one-time vendor feature streamlines processing for invoices from vendors that are not set up in the system.
The Accounts Payable system provides comprehensive analysis reports, claim registers, and prints 1099’s. This system supports interfaces to INCODE’s General Ledger, Requisition & Purchase Order, Check Reconciliation systems, and the Integrated Document Imaging system
The Miscellaneous Accounts Receivable module provides a comprehensive system for creating and maintaining all pertinent information necessary to record and track customer data and balances. Customer classes may be established for creating and accounting for different types of fees, such as ambulance, golf memberships, airport hanger rental, etc. The Accounts Receivable module is a component of the Customer Information System product suite that shares common contact and property files.
The system provides the ability to generate generic, user-defined invoices that are then passed as unpaid items to the Accounts Receivable system. It also, provides a detailed history for each account, including a detailed transaction history and aging balances. Perpetual or fixed length/amount contracts for recurring charge generation may be set up in the system. These recurring charges may be posted as unpaid items directly to the Accounts Receivable system for item and payment processing.
Open items may be posted directly to the Accounts Receivable system if there is no need for an invoice generation process. The system provides the ability to enter and, optionally, apply payments and credit memos on-line. Open items are kept on-line until paid, items can be purged based on a user-defined period of time. Finance charges may be calculated and posted on a monthly basis. On-line account inquiry may be accessed by account number or by customer name lookup. All customer information is displayed on paid and/or unpaid items in a summary or detail format.
Statement processing allows for various combinations of detail, from balance forward and summary formats to all transaction detail. These parameters are defined at the account level.
The system interfaces with INCODE’s General Ledger, Central Cash Collection, EMS Billing, Permits and Inspections, Cemetery Records, and Business License modules.
The Budget Preparation module allows for budget formats to be defined for work papers and reports at each level of your budget preparation process. During budget formulation, all object and revenue line items currently in use by the financial system are accessible by the budget subsystem. Projected budgets can be created by multiplying selected portions of the current budget or other specified budget, by a given percentage. The system also allows the user to develop budgets for funds with different fiscal years. The budget work sheet screen(s) display line items you can automatically adjust for the proposed budget column based on a fixed increase/decrease percentage. You can indicate whether the calculation should be done for selected cost centers only or for all cost centers for which this line item is budgeted. Multiple versions of the budget can be maintained for each cost center. Each version typically contains the base budget and various enhancements, or changes, at the line item level.
The Budget Preparation module provides automatic installation of your adopted budget. After final budget approval, all proposed budget versions are available for on-line inquiry during the next year. Budget allocation can be on a pro-rata basis, specific monthly spending plans where annual budgeted amounts are distributed to selected months, as well as a percentage distribution per month option. Access to budget screens can be controlled through system security.
Budget amounts can be amended at any time. All amendments to the final approved budget are input as transactions and maintained in a budget ledger file. Any files in other subsystems, or the primary financial system using budget data, will reflect these changes. The Budget Preparation System interfaces with the General Ledger and the Report Writer.
Standard Budget reports include budget work sheets for each budget. The format for budget work sheets includes one historical budget, an original budget, current budget and one proposed budget and are user defined. Projected budgets can be viewed through current financial statement formats. The user can create queries and/or reports using data from any of the fields within the Budget Preparation system. The report writer transfers this data in either ASCII or comma delimited format.
The Business License module provides the ability to issue and track various types of licenses and/or permits with user-defined rates and renewal periods. System allows for an unlimited number of license codes with both flat fee and parameter-driven fee calculations. Information includes business name and address, manager, owner name and address, taxpayer ID numbers, and contractor information.
The system can generate user-defined renewal letters with varying content based on aging of letters. The system also maintains a history of charges, payments, adjustments, and penalties for each license. The Business License module can also calculate discounts based on due dates.
The Business License module provides numerous standard reports with filter driven parameters allowing the user to target specific data. The Business License module is a component of the Customer Information System product suite which share common property and contact files. The Business License module is integrated with the General Ledger, Permits & Inspections and Central Cash Collection systems.
An Integrated Document Imaging system is also available to provide storage of license documentation, applications, inspection results, and licenses.
The Central Cash Collection system provides centralized point-of-sale customer service utilizing a PC, automated cash drawer, and receipt validation printer at each workstation. The system provides an on-line account number validation for Incode’s Utility Customer Information System, Municipal Court, Business License, Permits & Inspections, Miscellaneous Accounts Receivable, and EMS Billing accounts. It facilitates detailed tracking of all cash transactions, improves cash drawer balancing, and provides detailed audit trails. Also, the system supports multiple payments for one account and one payment for multiple accounts. The Central Cash Collection system provides comprehensive account inquiry capability to improve customer service.
Receipt printing capabilities include options to print receipts, validate bills, and endorse checks for each transaction. Each transaction is printed on an internal journal tape. Receipts are immediately reflected in a customer’s utility accounts as “pending” and are not posted until daily receipts are balanced. Although pending utility receipts are not actually posted real-time, system inquiries, cut-off lists, etc. reflect the pending receipts. A detailed history of all receipts is maintained on-line, providing the capability to print reports for any range of dates for one or more types of transactions (utility payments, building permits, court fines, etc.).
An optional, user-defined report writer provides powerful query and report writer capabilities, including the capability to transfer data in third-party spreadsheet, word processing, and database formats.
Users may drill down to individual transactions in the cash collection system for source document data. Bar code scanners may optionally be attached to Cash Collection workstations to aid in the quick retrieval of utility account information.
INCODE’s Check Reconciliation system is an interactive set of programs that allow the user to reconcile monthly bank statements to General Ledger cash accounts. These programs allow the user to identify items to clear during the current month’s reconciliation in a batch, full screen, or individual item mode. The system can handle multiple cash accounts per fund. All other INCODE systems are automatically interfaced to the Check Reconciliation system so items are posted directly. The system also supports an ASCII interface of cleared items from your lending institution.
The system produces monthly reconciliation statements detailing the reconciled balance per last statement, cleared checks, deposits, interest, service charges, and miscellaneous items. The reconciliation statement also produces a new bank balance with a detail of outstanding items to prove the General Ledger cash account balance. Check registers may be produced for any range of dates and sorted by date, item number, or type of item.
Complaint Tracking/Code Enforcement is an exciting new product designed specifically as a citizen complaint tracking system for municipal governments. Complaint Tracking/Code Enforcement tracks incoming calls, actions taken in the process of resolving an incident, and prints letters. Additionally, statistical data is stored to provide valuable information for department heads, administrators, and elected officials.
Complaint Tracking/Code Enforcement shares a common Contact File and Property File with other Incode Customer Service applications, including: Utility CIS, Service Orders, Miscellaneous Accounts Receivable, Building Permits & Inspections, and Business License. This allows Incode cliental who already have our customer service applications to view all areas of contact between the City and its citizens on one screen.
Every call from a citizen may be tracked in Complaint Tracking/Code Enforcement as an “incident”. Actions taken to resolve the incident are tracked as “tasks”. An incident may have an unlimited number of tasks associated with it through the resolution process. A resolution can be as simple as logging a complaint and closing the incident, or as complicated as tracking an incident through several departments, various tasks, creating letters, scheduling future tasks, and eventually closing the incident. With Complaint Tracking/Code Enforcement, nothing falls through the cracks. All appropriate personnel stay on top of citizen requests and complaints.
Since Complaint Tracking/Code Enforcement features comprehensive “contact” and “property” databases, complaints are easily associated to the appropriate citizen or piece of property within the city without having to re-enter contact and property information. If you want to know how many complaints you have received from a citizen during the last three months, or how many complaints you have received about the bush on the corner of 8th & Main, or how many citizens have logged opinions against the sales tax increase, Complaint Tracking/Code Enforcement has the answer with a few clicks of the mouse.
Information systems are meaningless if the information you are seeking is difficult to obtain. With Complaint Tracking/Code Enforcement, you are provided with numerous standard reports. Each report offers user-defined parameters that help you obtain the information you need from the system. In addition to standard reports, you can access Complaint Tracking/Code Enforcement’s database using an ODBC interface. This allows you to create spreadsheets or queries with third-party software packages such as Microsoft ExcelTM, AccessTM, and Lotus 123TM. Your ability to create reports, graphs, and queries is limited only by your imagination.
The Contact and Property Consoles allow tracking of pertinent information relating to individuals, entities, and properties within your city. These modules formulate the base of INCODE’s Customer Relationship Management system (Utility CIS, Complaint Tracking/Code Enforcement, Building Permits & Inspections, Business License, and Accounts Receivable) by allowing for a central data repository for all related applications.
This application allows for tracking of all information relating to individuals and entities within your city. The customer is able to determine what general information (such as address, phone number, and employer) to store. Additionally, because the CRM systems are integrated, all pertinent information from the other modules is available. If you desire to see more detailed information regarding a specific account or property related to a given contact, the interaction between applications allows “one step” access to the complete account or property record.
The Property Console is your answer for storage and retrieval of data concerning properties such as premises, streets, intersections, and alleys. General information such as addition, block, and legal description can be stored, and the interface with the INCODE CRM modules, allows easy access to information regarding any accounts associated with a particular property. Information regarding Contacts for specific properties, such as name, relationship, and percent ownership can also be easily maintained. Because each property has a unique identifier, interfacing to your City’s GIS system is simplified.
The EMS Billing system provides the ability to capture data and associated charges pertaining to ambulance runs. Information on each run includes data pertaining to the responsible party, employer, and the person being transported. User-defined codes may be set up for various charges related to ambulance runs. Invoices may then be created and printed by the EMS Billing system. EMS billing charges are then posted to INCODE’s Miscellaneous Accounts Receivable system, which may be utilized to create monthly statements for EMS Billing customers and which provides an interface to INCODE’s Central Cash Collection. The EMS Billing system captures the information required to print the HCFA 1500 form. INCODE also has the ability to capture data in export file that can be directly imported in to third party electronic claim submission applications. These interfaces are developed on a time and material basis.
Integrated Document Imaging is available that allows documents related to EMS billing runs to be scanned and linked to EMS billing records for easy retrieval at a later date.
The system tracks assets for multiple funds, departments and locations. It handles, but is not limited to improvements, fixed and personal property. The system has on-line inquiry for each asset with the ability to lookup assets based on fund, department, type of asset and/or asset id number. This inquiry includes all basic asset information, as well as, historical depreciation figures. The system tracks assets by a city tag number, and/or original serial number.
The depreciation process allows the city to run preliminary versions of the depreciation calculation report, calculate depreciation for a single asset, calculate depreciation for a range of assets, funds and/or range of departments and print depreciation calculation report in department or type of asset sequence.
Reporting is extremely flexible, allowing for a wide variety of master file reports. For example, report on only newly acquired assets during a period, report only on assets disposed of during a period, including: departmental and fund totals for posting to the General Ledger or provide Departmental, Type of Asset and Fund Level Sub-Totals. Standard reports exist to assist in a physical check of all assets. Additional standard reports exist which provide detail data regarding each asset. The system has the ability to generate asset tags.
The system provides many methods of depreciation, including, but not limited to Straight Line, Declining Balance, Double Declining Balance and Modified Accelerated Cost Recovery. The Fixed Asset system interfaces with General Ledger and the Integrated Document Imaging system.
The INCODE Forms Printing Solution is composed of two modules which work together to provide a one-step forms printing solution. These modules may be used to print payroll and accounts payable checks as well as purchase orders and other forms. The modules may also be used separately.
The Forms Overlay product allows you to save in the area of printing costs by producing your own professional looking documents, such as payroll and accounts payable checks. You can choose from any of the standard, pre-formatted forms or produce a customized form to meet your specific needs. Your documents can incorporate logos and any other pertinent information. MICR coding can also be printed directly to your checks through the use of magnetic toner. The Forms Overlay module easily interfaces with your existing INCODE system(s).
The Secure Signatures module provides for increased efficiency by allowing signatures of authorized personnel to be printed directly onto documents such as payroll and accounts payable checks and purchase orders. In order to maintain a desired level of accountability in check disbursement, the Secure Signatures product allows for several signatures on a single form when multiple authorizations are necessary. The required signatures are simply scanned, prepared for printing, encrypted, saved, and retrieved when required for approval. Security exists to prevent unauthorized use of signatures. The Secure Signatures product can be configured to use checks created through the use of INCODE’s Forms Overlay module or pre-printed checks from the vendor of your choice.
The General Ledger/Budgetary system facilitates comprehensive multi-fund accounting for municipal governments and meets GAAFR and GAAP standards. It provides detailed accounting and budget history for a user-defined number of years, with drill-down functionality and audit trail for detail records.
INCODE’s General Ledger supports up to a three-character fund number and a fifteen character, user-defined account number. Optional line-item security is available for inquiry, posting, and budget purposes. The system automatically generates all “due to” and “due from” entries on interfund transactions.
Pooled-cash accounting is automated by the system. The General Ledger allows up to sixteen accounting periods to be open at a time. It provides for recurring journal entries, “template” features that facilitate posting to predefined sets of accounts on either an amount or percentage basis, and automated reversing entry dates. Journal notes may be attached to journal entries to be printed out with detail listings and audit reports.
On-line inquiry by single accounts or user-defined groups of accounts includes current account balance, monthly activity, total activity, original and current budget amounts, encumbered amounts, and the ability to display all detail transactions. The detail transactions can then be filtered by source, date range, dollar amount, and entry type. This information is available for the current fiscal year and any prior fiscal year.
The General Ledger provides powerful inquiry capabilities through pre-defined query and report programs as well as user defined query and report writer capabilities. Detail listing and audit reports generate a complete audit trail for any range of dates and accounts. Installation of the system includes formatting all financial reports according to the customer’s requirements
INCODE is pleased to announce our latest application, Human Resources Information System (HRIS). This module will be interfaced with the Payroll Module, Integrated Document Imaging and with the General Ledger for budgetary proposes. The design of this application includes five major modules which may be purchased separately, or in conjunction. These modules are:
Position Control allows the city to define all positions, which exist, and then associate employees with those positions or classify the position as vacant. Included with this is support for job sharing, employee sharing and mass entry of positions (i.e.: entering eight maintenance positions at one time). This component is integrated with Payroll and the General Ledger Budgeting module.
Applicant Tracking enables the city to monitor an applicant throughout the application process. This component tracks interviews, drug testing, certifications and education levels among other things. When an applicant becomes an employee, the appropriate information is transferred to the Employee Tracking component. If an applicant is not employed, rejection notifications are generated through an interface with Microsoft Word.
Employee Tracking is the component which augments INCODE’s existing Payroll module, allowing the city to better monitor, FMLA leave, injuries, personnel actions performance reviews and other information. Personnel actions taken in the HRIS module will be set aside for approval by payroll prior to making the modification to the Payroll record.
COBRA Billing provides an automated method of billing for COBRA benefits being provided to former employees. This module maintains the transaction history and associated receivables from former employees.
Cafeteria Plan Administration will provide an automated method for cities to manage their own cafeteria plan. This module will track employee contributions and withdrawals from their individual plan accounts, and aid with year end processing.
All components will be interfaced with Microsoft Office applications including Word, Excel and Outlook. This interface will allow the City to generate letters and forms through Word Templates. HRIS will be e-mail enabled.
The Inventory Control system is a comprehensive set of programs designed to maintain control of inventory items in an unlimited number of locations. The system manages inventory levels for purchasing and maintains historical usage amounts. On-line inquiry provides the ability to display all items with multiple years of history and displays current period transactions. Lookups may be executed by part name, part number, or partial part number. The system maintains totals by manufacturer with options to report by vendor. Inventory item costs are based on a weighted average cost. Real-time reserves of quantity-on-hand are supported.
Numerous reports are provided, including Stock Status, Valuation, Price List, Detail Report, Audit Report, Physical Check List, Monthly Sales Report, and Code File List.
An optional user-defined report writer provides powerful query and report writer capabilities, including the capability to transfer data in third-party spreadsheet, word processing, and database formats.
The Inventory Control system interfaces with INCODE’s General Ledger system and the Integrated Document Imaging system.
INCODE’s Municipal Court System has incorporated many user-selected options to allow the Court to tailor the system to its needs. Master files are used to reduce the need to re-enter often-used information, codes, persons, and vehicles. Some features include docket numbers which can be manually entered, automatically entered by the system, or the citation number can be automatically used as the docket number. The system does not allow the same docket number or citation number to be used more than once. Citation books can be tracked by date and officer issued to.
Multiple violations may be entered on a single citation. The fees/costs/fine can be increased or decreased without affecting other citations with the same violation. The system tracks juveniles, minors and adults by flagging the case at the time of entry. A complaint form can be printed for each violation on each citation entered. Certain violations can be flagged to not print a complaint. The complaint form for each violation is user-defined. A user-defined letter/subpoena can be produced automatically to send to the parent/guardian of juvenile offenders.
The Master Name file holds information on all persons in the court system. Once a person is added, they can be attached to multiple citations without re-entering their personal information.
The system can receive payment in full or partial payments. Bonds can be posted and forfeited or applied to pay fees/costs/fines. Credit can be applied to a case for various types of community service or jail time. Cases can be set for pre-trial, hearings, trials by judge, or trials by jury and a case docket printed for each pending court session or prior court sessions. Fees can be added automatically based on status.
InCourt produces the conviction report to the State (Texas & Missouri format for mag. media reporting). Dockets can be run to show previous violations. Outstanding bonds list, bonds posted, bonds Forfeited/Refunded/ Applied or transferred. Disposed of bond listing by Forfeited/Refunded/Applied or transferred. Import juror database from County/City voter records. Maintain Juror information - address, exempt status, voter registration numbers and create jury pools and clear previous pools.
Diskette reporting to MSB (Texas). Diskette reporting to OMNIBASE (Texas). State conviction reporting for Texas, Missouri, New Mexico, Kansas and Oklahoma.
An integrated document imaging system is also available.
Payroll/Personnel is an exception type payroll process, which generates standard hours/salary/deduction/benefits records automatically. It supports an unlimited number of deduction codes, such as health insurance, retirement, child support, etc. Also, this system provides multiple pay rates per employee.
Expenses in this system may be distributed up to eighteen funds, departments, and account numbers on a predefined percentage basis.
Payroll/Personnel also provides user-maintained tax tables for both federal and state taxes. The system properly accounts for cafeteria-plan deductions and supports direct deposit (ACH) payroll for all or selected employees. Payroll/Personnel provides detailed tracking of up to nine user-defined leave categories and maintains detailed on line history for each employee for a user-defined number of years.
Comprehensive reports generated by the Payroll/Personnel system include EEO-4, Employment Commission, 941, Workers Compensation, deductions, leave reports, W-2’s, 941A’s, retirement reports, etc. The system supports submission of federal and state required reports on magnetic media.
The Payroll/Personnel system may be interfaced to INCODE’s General Ledger, Accounts Payable, Integrated Document Imaging, Project Accounting and Check Reconciliation systems.
The Permits and Inspections system provides the ability to maintain detailed information on building and other types of permits and to manage the complete inspection process. This includes providing licensing and insurance information for contractors, inspection scheduling, and printing certificates and permits. The Permits and Inspection system may be interfaced with INCODE’s Accounts Receivable system to allow for billing of permit and inspection fees. Data captured for each permit may include permit number, type, physical location, name, mailing address, description, operator, building code, contractor, Accounts Receivable account number, estimated value, total square feet, fee charged, number of units, permit date, expiration date, and whether public or private. Inspection information includes up to ten phases, with status, inspector, date, and time for each phase. Various phases for inspections may be scheduled and printed out in a report format. Inspection sheets may also be printed. Fees may be generated for each inspection phase. The Permits & Inspections System is a component of the Customer Information System product suite which share common property and contact files.
As permits are entered into the system, expiration dates for contractor’s license, bonds, worker’s compensation, and insurance are checked. The system prints permits and certificates of occupancy. Numerous reports are provided, including a Permit Report, Contractor Report, Location Report, Contractor License Expiration Report, Contractor Insurance Expiration Report, Inspection History Report, and the Department of Commerce C404 Report. An optional, user-defined report writer provides powerful query and report writer capabilities, including the capability to transfer data in third-party spreadsheet, word processing, and database formats.
An Integrated Document Imaging system is also available. All information, applications, plans, etc., may be scanned and linked to individual permits and inspections.
INCODE’s Project Accounting system is designed to allow tracking of projects or grants across multiple fiscal years. This includes setting up project budgets and tracking activity for up to eight fiscal years.
The interface with INCODE’s General Ledger, Purchase Order, Accounts Payable, and Payroll system enable project activity to be posted automatically as expenses associated with the project are incurred. Setup and maintenance functions allow the user to record general information associated with each project, define line items for the project, and enter special notes. Also, the project status, detailed descriptions, general notes, and funding/ reimbursement transactions can be recorded.
The user has the option of assigning a Master Project code to each project. You can run reports for groups of projects related to a specified Master Project. The reports produce summary information on activity and total expenses for the entire group of projects.
A Project Budget feature is provided to specify project budgets for up to eight fiscal years, and to track activity posted against these budgets. The system maintains a detailed history of activity for each line item associated with a project, and provides summary reports and on-screen displays of this transaction history for each project.
Several summary and detailed reports are provided for the analysis of project activity. These reports include the Project Report, Line Item Report, G/L Account Analysis Report, Budget Report and the Detail Report.Purchase Orders and Requisitions
The paperless requisition system supports up to six user-defined approval levels. Each level may be defined with thresholds for dollar amounts within and over budget. The requisition system interfaces with Microsoft Exchange for e-mail notification during the approval process. Comments made within e-mail notification are captured in the PO notes. Users may be restricted to specific General Ledger accounts and/or groups of General Ledger accounts during the requisition data input process. As each item is entered, the available budget is validated against the appropriate budget year and displayed on a line-item basis or category within a department/fund basis.
The Purchase Order system provides complete encumbrance accounting, and includes printing or reprinting of PO forms; partial or full liquidation of encumbrances; and analysis of open, closed, or voided PO’s. Each PO may be distributed to any combination of eighty funds and accounts. As invoices are received against PO’s, receipts may be recorded as complete, partial, voided, etc. A one-step process is provided for instances when PO’s are issued after invoices are already received.
The system properly accounts for amounts encumbered in the previous year and expensed in the current year. The system supports recurring PO’s, blanket PO’s, and user defined “templates” that facilitate distribution to predefined accounts. Powerful inquiry capabilities are provided throughout the system.
Several “standard” forms exist for printing purchase orders. Or, customers may have custom print programs developed for use with their existing forms
INCODE’s comprehensive Utility Customer Information System is designed to provide automated billing and collections of multiple services for municipal governments. Services may include water, electricity, gas, sanitation, sewer, demand meters, security lights, as well as others. The system provides powerful inquiry capabilities using drop-down lists, pre-defined reports, as well as user-defined query and report writing capabilities. User-defined comment codes and fields may be created. The fields can be defined to prompt “pop-up” warning windows that appear during inquiry, maintenance, payment posting, etc. The Utility Billing System is a primary component of the Customer Information System product suite which share common property and contact files.
Features/capabilities in the system include: a bad debt system, contracts, average monthly payment, payment arrangements, detailed transaction and consumption history for a user-defined number of years, history of all service orders performed at the service address, option for interest on deposits, option for deposit refunds based on credit history, letter of credit and cosigner deposit tracking features, meter inventory system, user-defined proration of turn on’s and off’s, ACH bank draft capability, printing of refund checks, bad check tracking, and more. Unlimited notes related to each occupant or service address may be kept on-line. Service Orders are a component of the Utility CIS system and need not be purchased separately. The system may be interfaced to INCODE’sCentral Cash Collection, General Ledger systems, and third party Automated Meter Reading systems. Complete data conversion services are available from INCODE.
The Utility Service Order Management system (a component of the Utility CIS Module) provides the capability to generate service orders with job dates, type of work order, department, worker, priority level, requester, and utility service address, if applicable. Upon completion of utility-related service orders, such as meter change outs, turn-ons, turn-offs, etc., the Utility Customer Information System is automatically updated. The system tracks the status of all service orders and provides detailed statistical analysis capabilities. A warning message is displayed if the user attempts to create a service order for an account with an outstanding service order pending.
An icon is displayed on each window in the Utility Customer Information System that provides the option to inquire, create, or complete a service order. The Service Order Console displays all Service Orders, with the ability to filter display by department, employee, date range, type of Service Order, and status.
The system is fully integrated with INCODE’s Utility Customer Information System. Histories of all utility account-related service orders are displayed in each customer’s account in the Utility Billing inquiry program.
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