MuniSoft

MuniSoft offers a full suite of applications developed specifically to meet the administrative, financial and management needs of local governments. Since the needs and requirements vary between provinces, MuniSoft has tailored the applications to meet the specific legislative requirements of each jurisdiction.

Accounts Payable

The MuniSoft Accounts Payable is a winning choice designed specifically with local government accounting needs in mind. It includes many popular features including a number of new features including rapid entry of invoices and purchase orders, electronic funds transfer, recurring batches, custom query option, multi-batch processing and more.

Optional Extensions

Optional extensions are available to enhance the feature set of the Utility Billing Program. These extensions include the following:

• Purchase Order Extension
• Reconcile Payments
• Multi-Batch Processing
• Custom Query Option
• Electronic Funds Transfer

Features and Benefits

• Features multi-level password protection to the menu item level (optional)
• Supports multiple AP codes where different bank accounts or money orders are used
• Convenient vendor numbering convention allows up to 15 alphanumeric characters
• Intuitive vendor lookups display information such as year-to-date purchases and payments processed for both the current and subsequent fiscal years
• Supports user-defined codes for vendors allowing for the selective retrieval of vendors by these codes
• Easily set up and remove “temporary” vendors
• Features user-defined expense codes that define the expense description and the General Ledger account distribution
• Ability to set up new vendors as well as change vendor information directly from the invoice entry screen
• Provides full support of GST accounting requirements including registered, non-registered, rebate or no rebate situations
• Supports purchase orders and features convenient lookup capabilities of vendor number, general ledger accounts, GST extraction criteria, etc.
• Features a very flexible invoice entry screen with lookup capabilities for vendor number, outstanding purchase orders, general ledger account numbers, GST extraction criteria, PST accrual, etc.
• Automatically apply purchase orders to invoices while entering the invoice information (optional)
• Automatic extraction of GST and PST accrual on invoice entry screen
• Supports unlimited GL distribution on each invoice
• Features the ability to combine invoices to reconcile the total payment to a statement
• Unique batch capabilities allows the user to reuse routine (recurring) payment transactions thus reducing time consuming routine keying
• Selectively choose which invoices are to be processed for payment based on the date payments are due
• Features duplicate invoice check to ensure invoices are not entered more than once
• Quick cheque feature allows the user to generate cheques before an invoice is issued
• Supports manual cheques with full audit control over cheque numbers and user-defined cheque formats including laser cheques
• Supports various cheque formats including standard stub over cheque and cheque over stub formats
• Selectively print cheques by AP code, due date and/or AP vendor number
• Features automatic posted cheque reversal which eliminates the need for reversing journal entries
• Features the ability to display posted detail such as general ledger distribution, posting date, post reference, due date, etc
• Provides the ability to summarize GST entries reducing the entries to the general ledger
• Accounts Payable reports including: * List of Accounts for Approval * Vendor List * Master Report * Mailing Labels * Ledger History * Outstanding Posted Invoices * Outstanding Purchase Orders * Committed Expenses Report * Vendor Remittance Details * Pay List by Fund * Cash Disbursements Journal
• Automatic interface to the Bank Reconciliation Module

Accounts Receivable

The MuniSoft Accounts Receivable is a winning choice designed specifically with local government accounting needs in mind. Popular features include recurring charges, in process items, delivery billing, statistical reporting, multi-batch processing and integration with the MuniSoft receipting module.

Optional Extensions

Optional extensions are available to enhance the feature set of the Accounts Receivable program. These extensions include the following:

• Multi-Batch Processing
• Pre-Authorized Payments

Features and Benefits

• Offers rapid “over the counter” invoice preparation
• Integrates with MuniSoft receipting programs for one-point entry of payments
• Supports routine “batch” billings on monthly, quarterly or annual frequencies
• Provides differing frequencies for the same customer
• Handles both flat charge and/or variable charge billings
• Features MuniSoft tax codes that when assigned to billing items eliminate the need to re-define tax rules such as tax rates, taxes applicable and GST rebates
• Features AR Codes that allow you to define separate accounting rules, aging periods, interest calculation rules and interest rates
• Supports multiple user-defined aging periods for accounts
• Supports varying interest payment terms, minimum charge and an interest charge threshold
• Offers customer information import (including name, address, phone number and email address) from MuniSoft products
• Offers an “In Process” feature that allows you to record items to be included in the “next invoice”
• Features paperless audit trails
• Can be used to rapidly enter multiple items to be billed or to record deliveries that are to be billed later
• Supports either cash or accrual accounting
• Features a “Reprint” option for unpaid invoices
• Reports: * Unpaid Items * Sales Statistics * Aged Account Analysis * Unpaid Accounts * Statements
• Benefits include: * Quick setup of accounts through the customer import option * Less time spent on manual calculations of interest, billing charges, payments, etc. * Reduced opportunity for calculation errors * Easy invoice generation en masse of individual basis * Less chance of revenue loss through missed billings * Improved collection of general accounts receivable * Improved capability to charge and collect interest on unpaid accounts * Better audit trail for charges and collections * Professional looking invoices and statements * Immediate access to account history and balance information * Ability to report and analyze billings

Budget Extension

The MuniSoft Budgeting Extension provides a user friendly alternative to quickly create budget scenarios by extracting information from the General Ledger and allowing the user to change the values. Scenarios can be printed and then exported to the General Ledger to facilitate the budget actual comparisons.

Features and Benefits

• Eliminates manual labor involved with creating a budget
• Eliminates need for using a spreadsheet to create a budget
• Provides automatic generation of a starting budget based on a variety of options: last year actual, last year actual + a percentage, last year budget, the higher amount of the two, or blank budget amounts
• Supports calculating all or a portion of the budget based on taxable assessment
• Allows you to create up to five different budget scenarios for comparison
• Allows you to enter or change individual budget amounts based on a set budget amount, a percentage change from last year, prorating the current year-to-date, or tax rate times the applicable taxable assessment
• Prints the working budget report, for either one selected scenario, or a comparison between two scenarios
• Allows for easy comparison between different versions of the budget
• Provides custom budget reports that match your financial statements so your council/board can immediately relate to the information
• Prints detailed reports including the final budget
• Allows you to create and print custom budget reports based on your custom financial statements
• Changes made in the financial statements can be made automatically in the custom budget reports
• Provides an option to export to Excel to allow for any other desired formatting
• Once a budget is approved, the GL Accounts are automatically updated with the budget amounts
• Budget amounts can be changed throughout the year, if necessary

Cashier & Receipting

A number of options are available to better facilitate collections in the local government office. These include the standard counter receipting function, multi cashiering option as well as other payment options such as Pre-Authorized Payments.

Features and Benefits

• Features a very user friendly design that uses common keyboard conventions, “hot keys”, drop down windows and extensive search capabilities for easy information retrieval and processing of routine procedures
• “Built in” safety features such as automatic internal backups during critical functions such as postings

Cemetery Administration

MuniSoft’s Cemetery Administration system was designed to handle more than the basic administrative requirements of most cemetery systems. This solution allows the administrator to record additional genealogical information that may be useful for handling inquiries and provides a number of useful reports that makes identifying available plots easier. The program is integrated with the MuniSoft administrative software so that plot sales can be recorded and receipts issued from the receipting system.

Features and Benefits

• Multi level security feature with password protection
• Supports multiple sets of cemetery records
• Enhanced print options with the ability to print to the screen or to a printer
• Searches by occupant name, owner name, plot, full description, map number or funeral home
• Lot information including description, cemetery type, plot/lot size, map ID number and remarks
• Occupant information including name, next of kin, date of birth, place of birth, date of death, place of death, marital status, sex, age, occupation, attending physician, cause of death
• Burial details including funeral home, permit number, placement, type of marker and special notes
• Owner information including name, mailing address and telephone number
• Lot transfer information including date of transfer and previous owner
• Deed information including date, receipt number, price, care fund portioning, terms, trustee, etc.
• Quick setup tables for common funeral homes, cemetery types, occupation types and causes of death
• Interface to mapping systems
• Supports sale of services such as cemetery openings and closings and other services
• Reports including: * Cemetery Activity * Plot Register * Occupant Register * Owner Register * Register of Deeds * Sale of Services * Unsold Plots * Custom Reports (optional)
• Benefits include: * More accurate records * Reduced time on administration * Better reporting capabilities * Quicker access to information * One comprehensive source of information

General Ledger

The WinGL general ledger is indeed a winning choice designed specifically with local government accounting needs in mind. It includes many popular features including a new more powerful custom report writer, custom query option, multi-batch processing, expanded budget capabilities, project accounting, fund accounting, allotments and more.

Optional Extensions

Optional extensions that enhance the feature set of the WinGL software now include:

• Multi-Batch Processing
• Budgeting Extension
• Custom Query Option
• Project Costing
• Security Extension

Features and Benefits

• Features multi-level password protection down to the menu item level
• User friendly design ensures quick results and easy data recovery from multiple backups
• Accommodates multiple ledgers with or without the consolidation of financial reports
• Supports Fund Accounting and budgeting by fund
• Quick and easy setup of fund accounts and fund reports
• Ability to copy general ledger accounts between ledgers for quick setup of new financial records
• Features flexible general ledger account numbering convention up to 25 alphanumeric characters, 40 character GL descripiton and start and end year for the account
• Flexible support for various GL account masks and non-ledger accounts for statistical reporting
• Supports tax codes that define common tax rules that can be assigned to specific GL accounts resulting in quicker data entry and fewer keying errors
• Allows processing for an entire year before closing the previous year (two full fiscal years)
• Flexible data entry screens that allow the users to move backward through entry screens for in screen editing
• Intelligent data entry fields remember default information from previous entries
• Unique batch processing capabilities allows users to re-use routine journal entries in recurring batches thus reducing time consuming data entry
• Features on screen running totals for debits and credits during transaction entry
• Supports default allocations and re-allocation of expenses. Allows the user to define allocations to different general ledger accounts on a percentage basis for a specified period
• Ability to view posted batches and the details of each batch
• Unique “Un-post” option allow users to reverse posted entries, make necessary corrections and re-post the batch
• New easy-to-use custom report generator that supports drag and drop editing, the ability to expand and suppress report details and includes pre-defined templates for quickly creating new reports
• Integrated with other MuniSoft sub-ledgers and modules such as Accounts Payable, Accounts Receivable, Payroll, Tax, Utility Billing, etc.
• Ability to preview reports before printing
• General ledger reports including: * Chart of Accounts * Trial Balance * General Ledger * Balance Sheet * Income Statement * Budgetary Control * Budgetary Worksheet
• Custom Reports such as: * Custom Financial Statements * Statement of Revenues and Expenditures * Decentralized Reports * Month to Date Expenses * Fund Reports * Budgetary Control Reports * Equipment Maintenance Schedules
• Maintain the 6 years history as required by CCRA (or more if desired)
• Year-end routine that automatically clears accounts and posts to the surplus account or to an account other than surplus

Hail Roll Processing

MuniSoft’s Hail Roll Processing module provides all the functionality needed for Rural Municipalities to administer their local Hail Insurance program in partnership with Saskatchewan Municipal Hail.

Features and Benefits

• Features a very user friendly design that uses common keyboard conventions, “Hot Keys”, drop down lists and extensive search capabilities for easy information retrieval and processing of routine procedures
• “Built in” safety features such as automatic internal backups during critical functions such as postings etc.

Handheld Meter Reading

MuniSoft’s Utility Billing system can be setup to integrate directly with various meter reading collection options provided by industry leaders in this field. Whether Neptune, Sensus, EZ Route, etc., MuniSoft has a solution to import those readings directly into your utility billing system.

Features and Benefits

• Features a very user friendly design that uses common keyboard conventions, “hot keys”, drop down windows and extensive search capabilities for easy information retrieval and processing of routine procedures

Payroll

MuniSoft offers and supports a number of payroll alternatives depending on the specific payroll needs of your office. All payroll systems offered by MuniSoft interface with MuniSoft financial systems. MuniSoft’s most popular option is Paymate.

Features and Benefits

• Easy to use features and user support including pull down menus, context sensitive Help, pick lists for data entry fields and on-line
• Maintain full control over payroll functions in house and have access to information when you need it
• Password protection and secured access to sensitive payroll information
• Features multiple pay rates and multiple cheque formats
• Supports standard pay frequencies
• Supports multiple pay cards and time sheets per period
• User defined payroll calendar
• Quick cheque processing capability
• Interface with MuniSoft General Ledger
• Supports multiple companies
• Flexible multiple pay rates, pay periods and pay groups
• Multiple user defined cheque formats
• Ability to pay or accrue vacation
• Ability to tax vacation pay as accrued
• Record relevant personnel information including training, education, reviews and increments, skills, benefits information as well as other miscellaneous notes
• Optional job costing with extended version (Acclaim) allows users to charge employee time to different cost centers, projects or GL accounts
• Electronic Funds Transfer (EFT) eliminates the need to print and mail cheques. Funds are deposited electronically using standard secure transmission
• Reports: * Payroll Reports * Payroll Journal * Employee Labels * Employee History * Pay Slips and/or cheques * Cheque Register * Bank Deposit and Register (Acclaim Version) * General Ledger Report * T4, T4A, ROE * Statutory Holiday Report * Earnings/Deduction/Benefits Analysis * Employee Master List and Profile * Employee Telephone List * Employee Pay History
• Benefits include: * Quick setup * Less time spent on manual calculations * Less time spent on T4’s and manual reports * Automated calculation of deductions and benefits * Improved management reporting * Ability to analyze payroll history * Better access to personnel information * Flexible payroll processing

Pre-Authorized Payments

A number of options are available to better facilitate collections in the local government office. These include options such as Pre-Authorized Payments.

Features and Benefits

• Provides for convenient monthly payment of taxes and utilities
• Enter bank information once for each owner
• Ratepayers can elect which tax or utility accounts are to be paid
• Contains over a dozen safety checks to prevent errors in processing
• Uses direct, secure transmission to process the bank transit file. (Requires separate arrangements with your bank.)
• Allows for one time or ongoing overides of system calculated amounts. Make changes by roll number/bill card number or name
• Includes many ease-of-use features includiing sign up or removal on the fly
• Merges with existing Tax and Utility roll screens and processing menus
• Tax payment amounts are calculated three times each year: at the start of the year, after the levy and on the last payment (to clean up any rounding errors)
• Tax notices inform the rate payer of the new payment amount
• Utility accounts may be recalculated monthly, quarterly or annually
• Separate processes control generating, editing, transmitting and posting the file
• Reports: * Generate prepayments items reports in summary or detail * Prepayments posting audit trails report in summary or detail
• Benefits include: * Eliminate collection problems * Reduced volume of receipts * Improves municipal cash flow * Used in the recommended fashion, it reduces discount expense * Electronic funds transfer transaction fees are usually less then comparable fees for cheques * Many municipalities are being asked for more payment options; this may well represent an opportunity to provide better service especially to distant ratepayers

Public Works

MuniSoft PubWorks is an activity-based cost accounting system used for managing municipal infrastructure and municipal resources such as equipment, employees and materials. Unique to PubWorks is its user-friendly and highly efficient data entry process that makes using this management accounting system practical. Clients find that on average it takes only one minute per employee per day to maintain the system.

Simplicity does not come at the expense of features and functionality. This solution is suitable for, and can be tailored to, large and small municipalities alike. PubWorks is a practical, affordable and user-friendly solution that provides results!

Tailor the solution to meet your needs by viewing the detailed information below:

PubWorks

PubWorks is designed around the principle of employees providing labour and using materials and equipment at various locations in the municipality. PubWorks seamlessly ties this information together creating a wealth of historical information that can be used for analysis and future planning.

PubWorks – 3150

PubWorks – 3150 is designed to specifically meet the requirements set out by PSAB (Bulletin 3150, Accounting for Tangible Capital Assets). This asset management solution provides a standardized format for recording asset information, updating the asset registry and the ability to depreciate assets and provide asset reports. This user friendly software is an affordable solution for municipalities wanting to quickly achieve the requirements set out by PSAB.

Fleet Manager

Fleet Manager enables managers to monitor equipment usage and stay on top of preventative maintenance programs, equipment servicing and repair, monitor costs and optimize capital replacement.

Service Manager

Service Manager provides a practical approach to managing service requests, allocating resources, prioritizing work, monitoring performance and planning. View a printer-friendly version of PubWorks – Service Manager.

GIS Interface

PubWorks GIS Interface allows you to graphically represent the cost of infrastructure maintenance and service on a map with the symbology that is most appropriate to you and your organization. This method of information representation can be very effective when attempting to communicate your operation’s performance to elected officials, governmental managers and the public.

Tax and Assessment

MuniSoft’s premiere tax system offers industry leading features that make administration simpler, queries faster and citizen service easier. This tax system has been designed specifically in interface with the province’s various assessment and taxation agencies. Features like tax analysis tools, full featured assessment processing, and cashiering/counter receipting, allow your office to serve citizens more effectively and efficiently.

Optional Extensions

Optional Extensions are available to enhance the feature set of the Tax and Assessment program:

• Pre-Authorized Payments
• Property Inquiry
• Mapping and GIS Integration
• Multi-Batch Processing
• Tax Inquiry
• Condominium Processing

Features and Benefits

• Features a very user friendly design that uses common keyboard conventions, “hot keys”, drop down lists and extensive search capabilities for easy information retrieval and processing of routine procedures

• “Built in” safety features such as automatic internal backups during critical functions such as postings, etc.

• Automatic assessment import and setup from common assessment systems

• Features an unlimited number of assessment classes and support of provincial assessment codes

• Features assessment download comparisons and integrity check on assessment imports

• Automatic ownership changes for multiple parcels

• Features interim tax billing capabilities

• Ability to charge interest daily, monthly or annually

• Ability to record and display arrears by year for up to seven periods (by jurisdiction)

• Search for resident information by owner name or number, roll number, field card number or civic address, ratepayer, tenant name or number

• Ability to print custom letters such as audit confirmations and payment reminder letters

• Features transaction types that define routine journal entry criteria such as posting details, GL account, etc., greatly reducing the time to complete routine journal entries

• Automatically records history of any changes made to property information such as ownership changes, changes of assessed value, etc.

• Owner/tenant database can be automatically created from the assessment download and revised allowing the user to add information such as owner type, owner status and phone numbers

• Common owner/renter database eliminates the need to update resident information in taxes, utilities, voters lists, mailing labels, etc. and features the ability to record notes specific to the resident

• Search capability for property information based on roll number, owner name, owner number, legal description and civic address

• Generate mailing labels, custom letters and mail merge to industry standard word processors from the owner/tenant database

• Full counter receipting capabilities featuring multiple cashiering, integrated general, tax and utiilty receipting, automatic pro rata processing, ability to revise, void, display or reprint receipts

• Search capabilities for receipts by roll number, civic address, owner name or owner number

• Convenient balancing controls

• Tax receipting features including counter receipts, automatic distribution options and manual override on receipt distribution

• Extensive property information can be viewed from one point of entry including:

  • ledger history
  • notes
  • levy details
  • parcel history
  • extended legal descriptions
  • owner information
  • title information
  • assessment details
  • mortgage information
  • local improvements information
  • building permits issued
  • tax lien information
  • public/separate school split
  • post-dated cheque notation
  • tax arrears notation
  • additional parcel information

• Full range of reports and forms including:

  • Assessment Listing
  • Assessment Notices
  • Tax Notices
  • Payment Reminders
  • Audit Confirmations
  • Custom Letters
  • Local Improvements
  • Mortgage Portfolio
  • Tax Roll
  • Unpaid Taxes
  • Owner Information
  • Voters List
  • Mailing Labels
  • Mail Merge
  • Receipts Journal
  • General Journal
  • Tax Roll Audit Summary

Utility Billing

MuniSoft’s Utility Billing system offers the flexibility necessary to handle multi-tiered rate structures for water and sewer, hydro, gas and other utilities. The billing accounts can be easily created “automatically” by using information from the assessment roll to quickly set up such things as billing information, name, address, legal description, etc. Meter readings can be easily input either manually or from automated data collection systems. Statistical reports provide consumption and billing summaries by charge and rates.

Optional Extensions

Optional extensions are available to enhance the feature set of the Utility Billing Program. These extensions include the following:

• Handheld Meter Reading Interface
• Pre-Authorized Payments

Features and Benefits

• Features a very user friendly design that uses common keyboard conventions, “hot keys”, drop down windows and extensive search capabilities for easy information retrieval and processing of routine procedures
• “Built in” safety features such as automatic internal backups during critical functions such as postings
• Automatic utility roll setup from the tax and assessment roll ensures consistent information format between taxes and utilities and eliminates duplication
• Accommodates an unlimited number of utility rates including metered rates, flat rates and the ability to “link” rates together
• Accommodates both demand and consumption meters for water, gas and electrical billings
• Features multiple search capability by name, location, route or walksheet sequence number
• Integrated with counter receipting, tax and assessment roll, owner/renter database and general ledger
• Ability to charge interest and provide discounts on utility charges with the option to override the charges or discounts on an individual basis upon receipt of payment
• Automatically records history of any changes made to property information such as occupant changes, meter changes, rate changes, etc.
• Features automatic estimate billing capabilities based on historical consumption or on user defined minimums
• “Find Errors” feature will flag billings that are outside of a user defined tolerance, disconnected, negative consumption, etc., right at the time of entering the readings
• Batch balancing capability allows the user to balance meter readings to manual records such as meter books and/or electronic meter reading devices
• Interface to the exclusive MuniSoft meter reading system or to industry standard electronic reading devices (optional)
• Extensive billing information can be viewed from one point of entry including: * service address and legal description * assessment roll number and occupant * meter deposit date, amount and receipt * meter serial number, size and location * route number, last reading date/details * billing consumption history * utility charges and breakdown by utility * balance outstanding * date of last payment
• Full counter receipting capabilities featuring multiple cashiering, integrated general, tax and utility receipting, automatic pro rata processing, ability to revise, void, display or reprint receipts
• Search capabilities for receipts by roll number, civic address, owner name or owner number
• Convenient balancing controls
• Full range of reports and forms including: * Occupant Listing – renters/owners * Mailing Labels * Mail Merge * Utility Rates Listing * Usage Statistics * Custom Letters * Billing Master * Ledger Master * Meter Deposit Information * Unpaid Accounts – Aged Analysis * Unpaid Accounts – Charges Analysis * Walksheet * Receipts Journal * General Journal * Utility Notices * Past Due Notices