AccuFund Accounting Suite

Accounting software for non-profits, municipalities and other government agencies is the specialty of AccuFund. The AccuFund Accounting Suite is powerful, flexible and affordable financial reporting and accounting software designed specifically for nonprofit organnizations, as well as towns, cities, counties, municipalities and government organizations.

Video Overview

Users applaud the simplicity of the Windows interface and the consistency throughout all of the non-profit and government accounting software modules.

Non-profit and government managers appreciate the reporting functionality and comprehensiveness of the accounting software applications. The Accounting Suite includes all of the software modules most organizations require, tightly integrated in one solution.

The total cost of ownership (TCO) of AccuFund is typically lower than competitors. This is accomplished by reasonably priced software, lower training costs (because of ease-of-use factors) and a small hardware foot print requiring a lower hardware investment and less ongoing management.

AccuFund for Non-Profits

AccuFund for Non-profits is a fund accounting suite designed specifically for non-profit organizations and is scalable to meet the needs of most accounting departments. AccuFund provides the simplicity of off-the shelf Windows products with the functionality required to effectively manage the complex FASB reporting requirements of these organizations. The AccuFund Accounting Suite includes a core system and a number of modules that may be added to customize the installation for a specific agency.

The AccuFund for Non-profits Core system includes:

• General Ledger
• Financial Reporting
• Budgeting Reporting
• Accounts Payable
• Cash Receipts
• Bank Reconciliation
• Forms and Reports Generator
• User Security System

AccuFund for Government

AccuFund for Government is an accounting suite designed specifically for government entities including municipalities, counties and special districts. AccuFund provides the simplicity of off-the shelf Windows products with the functionality required to effectively manage the complex GASB reporting requirements of these organizations.

AccuFund for Government Core system includes:

• General Ledger
• Financial Reporting
• Budget Reporting
• Accounts Payable
• Cash Receipts
• Bank Reconciliation
• Forms and Reports Designer
• User Security System

For municipalities, counties and special districts, AccuFund offers the following modules:

• Court Fines Management
• Business Licenses
• Real and Personal Property Tax Billing
• Fees, Taxes and Licenses
• Utility Billing
• Building Permits and Inspections

Add any of the following modules to complete the system:

• Accounts Receivable with Inventory and Responsible Party Billing
• Budget Development
• Payroll and Labor Distribution
• Employee Time Entry
• Grants Management
• Human Resources
• Fixed Assets
• Allocation Management
• Purchasing with Inventory
• Online Requisitions (requires Purchasing)
• Loan Management

Accounts Payable

The AccuFund Accounts Payable component provides vendor invoice management and check writing functions. The module supports multiple checking accounts, 1099 information, and user definable laser check stock including full check production. Invoices payable are tracked for each checking account, allowing the user to forecast cash requirements.

The Accounts Payable component’s use of standard Windows functionality and a single screen interface make it easy for the users to accomplish their tasks. The component may be set up to post the Accounts Payable offset in each fund, and will automatically create the Due To/Due From transactions.

A variety of invoice reports are available for managing your payables, each of which may be customized for an organization’s specific needs through the Reports/Forms Designer. A vendor’s history may be viewed from the vendor record in the organization file and an entire history of payments, voids, etc. are tracked for each invoice.

Invoices may be entered as received, with the system tracking due dates for cash management and check processing. All AccuFund components provide direct look up of required fields including vendors and account numbers. With proper security a user may add vendors and GL account numbers on the fly.

Each invoice may be distributed to multiple accounts. Invoices or parts of invoices may be distributed to accounts using stored percentage distribution tables.

Other Features

• Duplicate invoice entry is checked at the time of entry a warning message displayed if possible duplicate.
• 1099 information is tracked for each invoice including how much of the invoice is to be included on the 1099
• A vendor may be set to automatically pay each invoice on a separate check, or just an individual invoice may be marked to pay separately.
• It is easy to do a partial payment on an invoice, just mark it for payment and indicate how much of it is to be paid. The invoice continues to be visible in the open invoices window but with a “P” to indicate that it has been partially paid.
• The Organization file can track multiple addresses for a vendor. For the Accounts Payable component, it tracks a primary address and a “Pay To” address for vendors that want payments to go to a corporate office or bank lock box.
• Recurring invoices may be stored and selected for processing based on reference and type fields, giving the user options when selecting for processing.

Accounts Receivable

The Accounts Receivable component of the AccuFund Accounting Suite provides a complete receivable management system for an organization dependent on billing other organizations, agencies or individuals for all or part of its revenue.

The component may be configured for different types of billing depending on the specific needs of your organization. Entering an Inventory item automatically tracks inventory counts and the cost of goods sold through Accounts Receivable. Non-Stock items, services and other items can also be entered into an invoice. When configured to do client billing a client can be attached any line item so that the responsible party can review each individual’s services for proper payment.

Accounts Receivable includes a suite of standard report formats to give managers ready access to the status of expected revenue. The reports include user definable AR Invoice forms so that the specifically required information may be included.

Invoices are created though invoice entry. Each invoice may have unlimited items. Each item can be for items in inventory or a free-form description can be entered. If using inventory items, the sale price and accounting distribution may be defaulted from Inventory. The account distribution may also be manually entered. Each item may have multiple account distributions. Once an invoice is completed it may be printed directly from the entry screen or all unprinted invoices may be printed as a group. Cash receipts are applied to individual invoices on a FIFO basis, or the application of cash may be manually distributed. The standard aging report gives you a view of customer payment status along with days delinquent and telephone number for collection calls.

Allocations Module

The AccuFund Allocations module is a robust system for allocating expenses and revenues within an organization. Allocations will distribute balances in pooled or individual accounts out to other accounts based on dollar balances or other statistical information such as labor hours or occupancy. The module is frequently used in organizations that are grant based and must account for total costs for reimbursement purposes.

Features Include:

• Supports allocations based on approved rates for indirect and fringe benefits
• For endowment management purposes, it may use a unitized basis similar to mutual funds
• Allocations may be designed to be run multiple times during the month
• Allocations supports both actual and budget distributions, and may be tracked in a separate journal for reporting purposes
• Average daily balance calculations are available

Bank Reconciliation

The Bank Reconciliation component provides full reconciliation of all AccuFund bank accounts. All checks and deposits are combined in a single, simple to use system. Also provided in this component:

• Prior reconciliations can be kept indefinitely for review and reporting.
• Any fees or interest earned can be recorded at the time of reconciliation.
• You can mark a numerical range of checks to simplify the reconciliation of a large group of checks.
• Mark checks and deposits individually to visually see where you are in conjunction to the bank statement.

Budget Development

The Budget Development module gives the Budget Manger control of the budget process while allowing each budget user to enter their own budgets. For many organizations the annual budget process is painful because of the use of spreadsheets, lack of control inherent in them and the need to re-enter data into the financial system when the budget is complete. The AccuFund Budget Development module solves these problems by providing a complete solution integrated with the General Ledger for financial reporting.

Full reporting functionality is available, including exports to Excel for analysis. Once the budget is developed and approved, the budget is posted to the AccuFund General Ledger for financial reporting.

Features Include:

• Unlimited number of budget cycles during the budget process.
• Budget at any organizational level
• Users can view historical data and prior versions
• Subtotaling for account groups
• Budget may be distributed to periods using previous history, user defined tables or manually
• Note fields on every account for detail explanations
• Allows development of multiple budgets simultaneously, such as annual, grant and capital budget cycles

Business Licenses

The AccuFund Fees, Taxes and Licenses (FTL)component tracks fees collected, licenses issued and sales and other taxes collected. For licenses issued, FTL can assign certificate numbers automatically and determine amount to be collected. Fees and taxes collected includes all information required for reporting purposes. The AccuFund FTL component includes the functionality typically included in Sales Tax and Licensing modules in software products.

Cash Receipts

AccuFund Cash Receipts is the center point for receipts from all billing modules within the AccuFund Accounting Suite, including Accounts Receivable for non-profits and Utility Billing, Property Tax, Court Fines and Fees, Taxes and Licenses for government clients.

Cash Receipts allows you to apply cash, check and credit card payments for all types of receivables in one location. Credit card payments may include a convenience fee for transactions in which the credit card fee cannot legally be deducted from the amount due, such as with utility bills. Cash Receipts also allows you to enter any customer to get a list of all their outstanding items.

Miscellaneous cash receipts not related to a specific customer account, can simply be applied to a General Ledger account. These might include front counter pamphlet sales, emptying the soda machine or other miscellaneous cash items.

AccuFund Cash Receipts enables government entities and non-profit organizations to handle payment of all receivables and miscellaneous cash. You set up the organizations and individuals as customers, define the banks to which various receipts will be deposited and classify cash draws.

When creating a receipt for miscellaneous cash, Cash Receipts allows you to identify the bank and the account to which the amount is going and explain in the receipt’s description field what the cash is for, as well as identify the customer from whom the cash was received.

Two types of the cash receipt users are definable. They are “Back Office” and “Front Office”. For users receiving payments through the mail the “back office” allows the entry of the payment amount and then the application to various receivables. For users working at a counter the “front office” screen lets the user select the items to be paid and the total due is calculated. The user will then accept the cash, check or credit card payment.

To apply cash receipts to receivables, Cash receipts has a double-check icon that you click on for each receipt that is ready to be applied. When you click on “All,” the doublechecked receipts will be applied to the outstanding invoices, starting with the oldest. The order of the invoices to which the receipts will be applied can be changed to start with the newest. Invoices are listed in the lower ledger on the receipt screen so you are able to view them and see specifically which invoices will be credited. A/R credits can be created in Cash Receipts when a customer has pre-paid, over-paid or double-paid something by mistake. You can set up an A/R credit right on the cash receipt, which will distinguish the A/R credit from any cash credits that are also on the receipt.

Court Fines Management

Used by county, district and municipal courts, the AccuFund Court Fines module tracks citations issued by law enforcement and the associated accounting, dispensation and reporting. Court clerks can save enormous amounts of time and end the practice of writing citation data in docket books, as the entire process – from when a citation enters the court system to when it’s remitted and the funds are disbursed – is completely automated. The only handwriting you need to do is sign the citation.

With the Court Fines module, you can pull up information on a particular citation immediately and not waste several minutes searching files or thumbing through the docket books. Entry to both a computer program and the docket book is no longer necessary, as the sophisticated Court Fines module maintains and sorts all the citation data and provides an electronic version of the docket book.

Using the Court Fines module, every step in processing a citation is simplified. You also save the time once spent trying to catch up on all the paperwork. The Court Fines module further helps you save on storage space, as the large and heavy docket books become an obsolete tool.

Additional Features

• Violation types are user-definable and an unlimited number of violation types may be entered in the system.
• Bail bonds can also be posted and tracked.
  * All officials involved with the citation can be identified, such as the police officer, judge, defense attorney and prosecutor.
• Citations can be assigned one of four statuses: issued, bound over, adjudicated and dismissed.
• Citation history is kept up-to-date and reflects any changes.
• Images of the citations can be created via scanning and stored in the system.
• Citations include a notes section and date every note entered.

Custodial Checking

Custodial Checking, also known as Trustee Payee, gives an agency the ability to manage clients funds including:

• track funds received from social security and other agencies
• pay monthly bills for rent, utilities and other purposes
• provide a monthly statement of funds utilizes a single bank checking account to hold all funds
• for simplicity of reconciliation

Besides it major custodial functions, Custodial checking has a features that will benefit the trustee by simplifying management of the funds and reducing trh effort to maintian monthly activity. Recurring items such as rent can be set up as a recurring item and posted into accounts payable for payment.

Full financial reporting is provided including both individual client and consolidating financial position and financial activity reports.

If interest or fees are applied to balances, the AccuFund Allocations module can be utilized to calculate the expenses and income.

Endowment Management Suite

EMS is a suite of modules designed for the development office actively managing a large number of named endowments with active spending policies. The modules provide development officers with an integrated set of tools to track donors, their interests and distribution of funds.

Brokerage Import

The Brokerage Import module of EMS provides the ability to automate the recording of brokerage transactions. Some of the features of this module include:

• Uses the receipt instruments to define what information is to be collected. This provides you with the ability to collect all information from your external broker.

• Supports all common interface formats including fixed field, comma delimited and spreadsheet formats.

• Unlimited imports can be defined. Create a different import for each broker managing your portfolios.

Contact Management

The Contact Management module of EMS manages all your communication with donors for existing and prospective funds. Track recipient grant performance requirements and associated distributions. In addition you can:

• Assign projects to staff members with priorities and due dates.
• Track the amount of time required to finish the various assigned tasks.
• Real time update of activities performed.
• Dynamically displays the funds, donors and associated telephone numbers for activities being recorded.
• Create your own project, task and activity reports.
• Quickly review where you are.

Distribution Import

The Distribution Import module of EMS works much like Brokerage Import to allow the user to import distribution activity. Great for conversions or building history from your accounting system without the time required for manual entry.

Endowment Distributions

The Endowment Distribution module of EMS manages all fund distributions. Some of the features of this module include:

• Design your own distribution instruments, collect the information you want.
• Unlimited notes and other information can be recorded with each distribution.
• Unlimited number of donors can be attached to the distribution.
• Define posting rules to be used when recording information into your accounting system. Use this feature to hide the accounting complexities so non-accountants can be responsible for data entry.
• Automatically integrates into your accounting system for check processing and recording of the associated general ledger entries.

Endowment Receipts

The Endowment Receipt module of EMS manages all fund receipts. Some of the features of this module include:

• Design your own receipt instruments so you can collect the information you want.
• Unlimited notes and other information can be recorded with each receipt.
• Define posting rules to be used when recording information into your accounting system. Use this feature to hide the accounting complexities so non-accountants can be responsible for data entry.
• Automatically integrates into your accounting system for posting to General Ledger.

Endowment Server

The Endowment Server module of EMS provides access to your accounting system to record and/or extract endowment information. When used in conjunction with the Advanced Printer Control system, it facilitates the printing of endowment checks and acknowledgment letters. By using the original check file generated by your accounting system, and merging in additional donor information, a personalized professional set of forms is produced.

These forms have all the flexibility provided by the Advanced Printer Control with the power of your EMS database.

Export to Excel

The Export to Excel module of EMS creates Excel files based on your needs. You define the data to be sent and the format, then use a reporting interface to select the data to be included and name of the file.

Fees, Taxes and Licenses

The AccuFund Fees, Taxes and Licenses (FTL)component tracks fees collected, licenses issued and sales and other taxes collected. For licenses issued, FTL can assign certificate numbers automatically and determine amount to be collected. Fees and taxes collected includes all information required for reporting purposes. The AccuFund FTL component includes the functionality typically included in Sales Tax and Licensing modules in software products.

Financial Reporting

The financial report writer component allows you to produce any specialized financial presentation required by your board or granting agency. Other features of this component:

• Define custom headings, columns and rows.
• Include graphical elements, images, lines, etc. in produced report.
• Include year-to-date, period-to-date or any other desired information.
• Produced reports can be saved into a spreadsheet for further analysis.
• Column results can be color-coded. For example: Credit balances could be shown in red, debit balances in green.

Fixed Assets

The AccuFund Fixed Assets module was developed specifically for the requirements of non-profit and government organizations. Fixed Assets tracks both depreciable and non-depreciable assets and supports unlimted user-definble fields for unique rpeorting requirements.

Features Include:

• Run trial depreciation schedules prior to General Ledger posting.
• Each asset can have multiple components useful in government infrastructure reporting and non-profit leasehold and complex equipment tracking.
• Fixed Assets is directly linked with Accounts Payable reducing multiple entry issues.
• As a tightly integrated module, it posts directly to the General Ledger for acquisition, depreciation and disposition entries
• Define unlimited fields for special tracking needs
• Add date stamped and categorized notes for maintenance and other purposes.

General Ledger

The General Ledger is the repository for all financial information in the AccuFund system. Some of the features of this module include:

• Create any account structure that matches your requirements.
• Classify your accounts so that you can easily produce your FASB, GASB, and other financial statements.
• Manage all multi-fund, multi-fiscal period activity.
• Automate your year-end processes.
• Track all budget, actual, encumbrance and memo journal entries.
• Keep an unlimited number of years of information on-line. You can also enter transactions to any year and date you wish.

Grants Management

Tracking grant activity is a critical task for many non-profits and government agencies. Frequently this is accomplished through multiple spreadsheets and ad hoc databases stored on individual user’s computers. This causes redundant data entry, concern for reliability and possibility of loss if not backed up routinely.

The AccuFund Grants Management component is a central database for storing all data related to grants received in the organization. AccuFund Grants Management is integrated with the General Ledger system so all financial data is current and immediately available.

AccuFund Grants Management has the following functionality available as delivered. The component is fully customizable giving each organization the ability to define the system to meet their specific requirements.

Features Include:

• Grant Status - approval status, awarding agency, begining, ending and extension dates
• Grant Budget - last revision date, amount, indirect and fringe rate and a history of all changes
• Grant Reporting - history of all submissions - required date and when actually sent, plus the ability to attach an image of the report for reference
• Grant Tasks - Define each required task, staff assigned and status
• Financial Query - Get inception-to-date financial data summarized to match the grant reporting categories with the _Quick Reports_function and export to MS Excel

Human Resources

The Human Resoures module provides the payroll and human resources staff with a flexible tool to track non-payroll information about the organization’s employees. The ýtool boxý approach to the module gives the staff the ability to define the system exactly as they need it without many extraneous fields as displayed in some systems.

Features Include:

• Each HR item includes user definable fields to specify the required information
• Each item can be defined to maintain a history of changes including the field changed and value, user, date and time of each change
• Items can be defined to track multiple instances such as multiple degrees or dates of re-certification
• All items available for use in the Payroll module
• HR Items are organized into categories to make it easier to find specific items
• Reporting is available for the module through the AccuFund Report/Forms Designer toallow custom reporting
• In the AccuFund Profesional Edition, user security is available down to the item level

Loan Tracking Software

The Loan Tracking software module by AccuFund is a complete loan servicing system for organizations managing revolving loan funds. The software is highly configurable to match each organization’s specific loan programs.

Features Include:

• User-definable loan types
• 360 day vs. 365 day interest
• Fixed payment and fixed principal loans
• Additional disbursements after loan start
• Automatically calculates last payment balloons
• Allows loan and interest holidays
• Unlimited user definable additional fees for guarantees, late fees, escrow, tenant fees and more.
• Prints coupon books, monthly invoices and statements

Tracking of multiple loans per customer

Payroll and Labor Distribution

The Payroll Software module provides the functionality required by government agencies and nonprofit organizations. Many commercial payroll software systems fall short when evaluated for government and nonprofit requirements. The AccuFund payroll software module meets and exceeds these needs.

Features Include:

• WYSIWYG payroll entry - the payroll staff sees the whole check and all taxes and deductions on the same screen immediately as the time entry is being done; no guessing about what will happen when the checks are printed.
• Distribute time to an unlimited number of projects, departments or cost centers.
• Employer expenses can be set to follow the labor out to the departments or projects where the employees worked.
• Calculate an unlimited number of accruals for sick, vacation, personal. Each may be based on the calendar year, fiscal year or employee anniversary date and may be printed on the check stub.
• With the optional Emplyee Time entry module, allow employees to enter their time and supervisors to approve it on line.
• Unlimited number of deductions, each of which may be pre or post tax.
• Direct deposit to multiple banks and allow a remainder to be paid by check.

Purchasing/Inventory

The Purchasing and Inventory component is designed to manage your purchasing and in-house inventory needs. The system will track inventory and non-inventory purchasing, inventory levels, and departmental issues. If your organization also sells stock items, the inventory add-on is available from the Accounts Receivable component. Additional features of this component are:

• Integrated with the forms designer so that you can make the invoices look the way you want them.
• Real time update of stock levels from purchasing, receiving, departmental issue.

Real and Personal Property Tax Billing

Designed for government entities such as municipalities and school districts, the AccuFund Property Tax Billing module allows the user to manage tax assessments for many different types of property, which are categorized as either real (land, buildings) or personal (automobiles, motorcycles, trailers).

Property Tax Billing allows you to download data from county, state or assessors’ records and maintain extensive information on properties and customers. Property tax payments are posted directly to a customer and can be integrated with utility billing. Tax payment activity is linked to customer information in the database, so you can ensure your records are correct. Most importantly, total data entry time is cut in half, allowing you to expedite delivery of tax bills.

The AccuFund Property Tax Billing module has an open format, which allows you to convert easily from another system, make alpha-numeric inputs and add data fields on-the-fly. Multiple assessments can be performed according to various tax values and tax years. Unlimited calculations are possible without performing additional programming, which means you can create calculations that are unique to your entity, such as surcharges and penalties.

A complete online history of tax activity can be maintained and linked to the customer database for the AccuFund Accounting Suite. As a result, you can perform all interest or penalties calculations on past year activity as well as current year.

Property Tax Billing can produce a report on any transaction or activity, and all the data in the database can be included. Quick Reports convert what is on the screen to a report or export, sorted by any column. The Reports button runs any defined report for properties, tax activities and customers.

The Report/Forms Designer enables you to create customized statements, full-size 8 ½ x 11 letters , Set up detailed information for each property tax item.

The Tax Activity Screen lets the user see each step of the billing process beginning with estimated , through initial billing and to final billing.

Reports/Forms Designer

The AccuFund Forms/Reports Designer provides users with the capability to add and/or redesign reports in the AccuFund Accounting Suite. Gone is the frustration of working around canned reports and the Forms/Reports Designer using a template. A client uses the templates as a starting point. Each template has a view into the database, giving the user a list of fields and all the necessary links between the tables in which the relevant data is stored. Some accounting software vendors give you access to the data through third party report writers,but the user needs to define the relationships between files. This is beyond many peoples’ level of commitment; they just want the information, not to become a programmer.

The Forms/Report Designer is a graphical tool, allowing fields to be picked off a list forms that never quite give you the information for which you are looking, but is always split between several reports. Each AccuFund component has report and form templates that are specific to it. AccuFund gives each organization the ability to design check forms, purchase orders, receipts and reports the way it wants them. With a limited understanding of database and design concepts similar to advanced features in your spreadsheet product, a user can add and modify reports in each component of the system.

Requisition Management

The AccuFund Requisition Management module provides an organization with online electronic processing of requisitions from original requester through multiple approval stages to the Purchasing department for ordering. Requisition Management is linked with the Purchasing and Inventory modules.

• Multiple approval levels
• Users may originate in multiple approval trees
• Approvers may have approvals in multiple trees
• On approval or decline, comments may be added to Requisition
• History maintained of all actions
• Requisitions approved at top level may automatically create Purchase Orders or be left in Ready to Order folder
• Multiple requisitions may be combined in Purchasing

User Security System

The AccuFund Accounting Suite Professional Edition is designed for larger organizations with more users within the accounting office, as well as outside, accessing the system. With more employees working in AccuFund, additional security will be required. A functional addition to the Professional Edition is the availability of the Expense Control component that will check available funds and can limit entry for accounts that are over budget.

Utility Billing

The Utility Billing system is designed to manage all your utility billing needs. This complete system tracks your billing by service location to facilitate customer changes. An unlimited number of meters, charges and location notes can be attached to any service location. Charges are individually tracked for proper application of customer payments. In addition you can:

• Define late and other fees to be automatically calculated and generated.
• Define your own statements. Forms can contain logos and other graphical elements.
• Real time update of all payments and adjustments.
• Create your own activity and receipt reports.
• Quickly review the status of any customer and associated loan balances.
• Automatic interface into your accounting system.