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Utilit-e Insight

A full ERP system designed by Professional Computer Systems for utilities companies.
Questions about Utilit-e Insight? Call (800) 827-1151 and talk to a software expert now.

Utilit-e Insight is an accounting and financial information management system, designed specifically for the utility industry. Utilit-e Insight brings a new dimension to fund accounting and activity based cost accounting where transactions are integrated throughout the modules and entries are automatically posted where appropriate, forcing funds to be balanced. Since this product is capable of handling multi-company, multi-site organizations, it is in-turn a completely scalable product that can grow with your organization.

Accounts Payable

The Accounts Payable module gives you the tools your Utilities Organization needs to accurately track information relating to vendors and when invoices are due for payment. This Accounts Payable module is designed specifically for Utility companies, allowing you to track cost centers (sectors), work orders, and projects. The Accounts Payable module tracks vendor invoices, debit and credit memos, and writes checks in addition to recording manual checks, wire transfers, and voided checks.

Some of the features of the Accounts Payable module include:

  • Powerful data entry and inquiry - Vendor defaults allow you to reduce the time to enter data, allowing for several of the generic invoice information fields to be automatically populated. Invoices can be distributed to an unlimited number of Funds, General Ledger accounts, Sectors (departments), Work Orders, and Projects. The Accounts Payable module will automatically perform inter-fund balancing; meaning no manual balancing of entries is required.
  • Invoice Tracking - Invoices are tracked from the time of entry, through check disbursement, and ending with clearing the bank.
  • Comprehensive Reporting - some of the reports available in the Accounts Payable Module include:
    • Batch listing (summary and detail)
    • Account Distribution (summary and detail)
    • Remittance Advice
    • Unpaid Vouchers
    • Vouchers
    • Vender Balance by Period
    • And many more…
  • Vendor Information - The Accounts Payable module will store complete vendor information, including e-mail address, remittance addresses, and purchase order address. This information will be used in invoice entry. You are able to setup the Default Fund, Sector, General Ledger expense account, tax exempt, and 1099 on a vendor-by-vendor basis.
  • Additional Features
    • Multi-fund support
    • Void checks if needed
    • Export Accounts Payable information to a variety of formats including Comma-Separated Value, ASCII, Access, Excel, Word, and many others.
    • Record invoices for special equipment purchases with an automatic update of the Plant Assets module.
    • Post invoices to any current or future period
    • Import credit refund information from billing system to produce refund checks from Accounts Payable.
    • Unlimited invoice detail and unlimited Accounts Payable history.
    • Track vendor credits as open credits or as negative invoices.
    • Supports use tax accounting

Accounts Receivable

The Accounts Receivable module is designed primarily for “non-energy“ receivables, such as the sale of inventory, insurance charges to directors, property damage charges, billable wiring work, etc. The Accounts Receivable module will manage the preparation of invoices, acceptance of payments, and the computation of finance charges.

Some of the key features of the Accounts Receivables Module include: * Detailed Inquiry - In the Accounts Receivable you can perform an inquiry on any customer’s account. The ”drill-down“ features allow you to find the original source documents (invoices) for any transaction within an account. You are able to display or print original invoice payments, current open items, and a real-time account aging * Customer Defaults - By establishing a ”customer class“ code for each customer, you will enable default sales code, tax group, terms, salesperson, deposit bank account to be stored. This will drastically reduce the amount of data entry required to process each receivable.
* Invoice Generation - The Accounts Receivable module can create quotes to be given to a customer. These quotes are based on sales codes and prices, invtory prices, and sales tax. Once a quote is entered, the quote can be pulled into the invoice entry screen and maintained, then posted to create an invoice. * Credit Tracking - Within the Accounts Receivable module you can set credit limits for each customer. If a customer has reached their credit limit, the system will automatically and immediately flag their invoices. You are given the option of over-riding credit limits. * Account Relationships - The Accounts Receivable module allows you to setup both primary and secondary accounts. This allows you to associate several accounts under one customer, giving you an added degree of flexibility. * Recurring Invoices - This system fully supports recurring invoices. Each recurring invoice contains reference ID, customer and account number, terms, description, frequency of invoice, beginning date, ending date, salesperson, shipping instructions, notes, and all transactions detail. They can be setup to occur on a monthly, bi-monthly, quarterly, semiannual, and annual basis. * Tax Computations - The Accounts Receivable module is capable of tracking an unlimited number of taxing jurisdictions for an unlimited number of customers (i.e. the ability to handle federal, state, county, city and other local taxing authorities.) * Point-of-Sale - If your Utilities Organization performs the over-the-counter sale of goods, the Accounts Receivable module contains a Point-of-sale capability. This can be tied to a cash register with the functionality to finalize a sale, compute change, open the cash drawer, and print a receipt. * Invoice Entry - This module supports several different invoice types: Invoice on account, cash invoice, adjustment on account, cash adjustment and finance charges. When an invoice is entered sales commissions are automatically calculated. Invoices can be paid for by cash, check, or credit card. Upon entry, payment due dates are immediately calculated based on the invoice date and terms described within. Invoices can be created by converting a sales quote, and inventory values and cost of goods sold are automatically updated when this happens. * Customer Information - Some of the features of the customer control capabilites of this product include: * Set Customer status to active, inactive and on-hold. Payments, cash sales, and/or credits can only be entered to an account on-hold. * Flexible customer ID’s, up to 10 alpha-numeric. * New customers can be added during transaction entry. * Field to reference the customer ID used in the Utilit-e Connect application. * Allows multiple notes to be attached to the customer record, each invoice, payment document, and each transaction. * Finance charges can be calculated based on selected groups of accounts or customer classes. Finance charges can be calculated based on invoice date or invoice due date. * Additional Features: * Payments can be allocated across several outstanding invoices. * You are able to group accounts for reporting purposes. * Automatic generation of ”Due To“ and ”Due From“ entries if sales or payments involve more than one fund. * Automatic posting to General Ledger, Cash Manager, Inventory, Work Orders and Project Costing, when applicaple. * Unlimited history retention, including inactive customers. * Supports printing of open-item and balance-forward statements. Statements can be reprinted for previous periods. * Allows for the sale of serialized inventory, such as water heaters for example. * A wide variety of reports, including customer aging, invoices, statements, GL account distribution, sales by sales code, sales tax, and many others.

Capital Credits

The Capital Credits module gives you a solution to manage your membership activities. The Customer Credits module will manage member information such as: allocation records, general, estates, and early retirements. All financial transactions in this module are seamlessly integrated into the general ledger, resulting in the appropriate postings.

Some of the key features of the Capital Credits module include:

  • Patronage - The billing application will interface with this module, allowing patronage amounts to be automatically processed in Capital Credits. Tracking of Patronage & Allocation amounts is done by individual services. Reports are available for patronage in total and for each member.
  • Allocations - Allocations in the Capital Credits module are based on total dollars and not an allocation factor. Reports are available for allocations by year, allocation group, member account and location. Allocation information can be conveyed in one of three methods via allocation notices, printed on retirement check, or printed on billing statement. There is an unlimited number of allocation groups possible such as Distribution, G&T, and Transmission.
  • Retirements - Retirements can be performed at any time, as general, early, or estate retirements. The program has the ability to apply retirements to bad debts and/or billing accounts - in full or based on minimum or aged balance parameters.

Cash Manager

The Cash Manager module gives you all you need to manage your cash. The Cash Manager module is, in essence, a subsidiary ledger that maintains the transaction history for cash accounts you setup. Cash accounts can be checking or savings accounts; and other cash-like accounts (i.e. short or long-term investments). The Cash Manager module gives you a central repository for all the data that compiles your cash position. The Cash Manager module will automate the process of maintaining real-time cash account balances in total by bank account and across funds at the General Ledger level.

The Cash Manager module provides you with seamless integration to the Accounts Payable, Payroll, Accounts Receivable, and General Ledger modules. Since the Cash Management capabilities are so heavily integrated you will never have to manually enter or track cash transactions and accounts again. Additionally, the Cash Manager module supports an unlimited number of bank accounts or institutions. Bank accounts can be tracked by: account number, bank account name, status, bank name, address, last check number, or wire transfer number.

Fixed Assets

The Fixed Assets module is intended for non-utility plant assets, such as office furniture, office equipment, trucks, and buildings. The main functions of the Fixed Assets module are to keep a record of this information, calculate depreciation, and calculate depreciation of utility plant on a group or GL account basis. The Plant Assets module will separately handle the construction and retirement of utility assets, such as poles, wire and meters.

Some of the key features and benefits of this product include:

  • Fixed Assets Management - The Fixed Assets module boasts comprehensive recording, tracking and analyzing functions for fixed assets. This will help you gain control to make better decisions
  • Fixed Assets - Tangible assets (i.e. office furniture, equipment, etc.) and purchase information are tracked.
  • Asset Defaults - Every asset in the system is assigned a “class ID” which acts as a template to automatically populate the Fund, Sector, GL Account, and Project fields.
  • Additional features of the Transportation module include:
    • Asset Group Code easily creates and defines custom asset groups
    • Calculates depreciation of general plant assets based on straight-line depreciation and seamlessly integrates with General Ledger, Transportation and Project Costing.
    • Ability to calculate depreciation of utility plant based on General Ledger account balance.
    • Several reports present the precise data needed for making fast, accurate decisions examples of reports include: asset balance, asset master listing, asset summary, and asset class maintenance.
    • Allows multiple notes to be added to the asset, asset class, and depreciation batch.
    • Application allows the depreciation to be calculated if a new asset was entered after depreciation was calculated for the month.
    • Tracks depreciation information such as salvage received, retired date, estimated salvage, cost basis, depreciation basis, remaining basis, remaining life, and estimated next month depreciation.
    • Reports can be selected by class, group, and asset codes, either individually or as a range of assets.

General Ledger

The General Ledger module is the center of the entire Insight system. The General Ledger gives you the ability to enter one-time journal entries, recurring journal entries, as well as produce financial statements. Every module within Insight is tightly integrated to the General Ledger; meaning when transactions are posted the data is shared with the General Ledger.

This system has a flexible Chart of Accounts, with three levels of account breakdown. The top level is fund, the second is sector (i.e. a field defined by you for divisions, cost centers, office sites, etc.), and the third is the General Ledger account number. This allows your Utility organization to create a tailor-made chart of accounts, adhering perfectly to your operations.

Additional features of the General Ledger module include:

  • Auto Balancing of Multiple Funds - The General Ledger will maintain multiple fund balances, and create balancing entries for all account balances, cash, and accounts payable for each fund.
  • Flexible to fit any Utility Business - The General Ledger in Utilit-e Insight can be setup for companies, divisions, operating entities, accounts, projects, and work orders; making it perfect for any Utilities Organization
  • Transaction Flexibility - Transactions can be entered in batches/groups or individually, with the option to set them as recurring or reversing. All batches can be posted immediately or held for later posting.
  • Searching and Inquiries - Extensive inquiries and searches can be performed within the General Ledger.
  • Budgeting - Budget entries are posted as individual transactions, allowing you to track approved budgets and budget changes.
  • Reporting - Using Crystal reports the General Ledger can generate reports for viewing, printing, or e-mailing.
  • Automatic Year-end Closing - The General Ledger automatically generates the year-end closing entries when the last month of the fiscal year closes

Global Information

Establishes the structure for Insight including the chart of accounts, policies, and the relationship between the Fund, the Sector, and the General Ledger.

Insight Reports

PCS uses Crystal Reports to produce a variety of standard reports. You are able to define customized report criteria and save the parameters.

Inventory

The Inventory module tracks the receipt and issuance of inventory from a warehouse or multiple warehouses. The Inventory module is your Utility organization’s complete solution to all of your inventory control needs. Inventory items can be allocated to General Ledger maintenance accounts, Work Orders, or Projects. The Inventory module can also track Rural Utilities Service assembly units.

Some of the key features and benefits of the Inventory module include:

  • Seamless Integration - Inventory transactions result in the automatic update of one or more of the following (applicable) modules: Purchase Order and Accounts Payable, Work Orders, Accounts Receivable, Project Costing, Transportation, and General Ledger.
  • Extensive Tracking - The Inventory module allows you to maintain many types of inventory, such as: construction inventory, resale inventory, truck parts and supplies, expensed items, etc.
  • Physical Inventory - Physical inventory counts can be entered into the Inventory module. This will then result in the updating of inventory quantities and values and the creation adjusting General Ledger journal entries. Inventory allows for cycle counts of selected inventory items as well as an annual physical count.
  • Reporting - Some of the reports available via the Inventory module are: stock levels, balance report, sales prices, reorder points, detailed batch and transaction reports, warehouse quantities, and physical inventory count sheets, as well as many more.
  • Negative Inventory - Each inventory item has the option of going negative, or being prevented from going negative. You many need to use this feature to resolve timing issues, resulting from issuing the materials before the receipt has been processed.
  • Additional Features:
    • Inventory item numbers may be defined with up to 20 alpha/numeric characters.
    • Inventory items can be issued directly to work orders
    • Multiple warehouses, and bins within warehouses can be setup
    • Fully tracks purchase date, cost, and vendor catalog number per purchase, with integration to the Purchase Order module.
    • Assembly units used in conjunction with the Work Order module are maintained in the Inventory module.
    • Serial numbered tracking supported
    • Track and report on the quantity of inventory items, allowing you to prevent an item from falling below a reorder point.
    • Automatically updates inventory quantities and value from Purchase Order receipts.

Payroll

The Payroll module provides a comprehensive and flexible labor and payroll application, which supports a wide variety of earning types, deductions, benefits, taxes, and employer-paid expenses. In this module payroll checks can be distributed using a paper check or by direct deposit. To provide flexibility, all payroll expenses can be allocated to general ledger accounts, work orders, projects, and transportation units where employees record their time. This module fully supports many payroll requirements, such as: multiple pay rates, multiple special pay types, unlimited deductions, multiple user-defined benefit accruals, 401(k) and other pension withholdings, etc. Additionally, the Payroll module allows you to allocate company benefits to direct labor accounts, work orders, and projects. This module will also calculate and print W-2 forms automatically.

Some of the features and benefits of the Payroll module include:

  • Time Sheets - The Payroll module features twelve different time sheet entry fields, that allow you to develop a customized time sheet entry screen, that will collect the information you need for your utility. Time Sheet entry fields can be hidden, enables, or skipped completely. Additionally, the Payroll module allows you to import Time Sheets from external files.
  • Real-Time Posting - Payroll entries are processed in real-time, thereby ensuring your Payroll is always current.
  • Direct Deposit - Up to five different bank/account combinations may be assigned for each employee’s distribution via an industry standard, National Automated Clearinghouse Association (NACHA) compliant file for transmission to the client’s processing bank.
  • Benefit Tracking - The Payroll module allows you to setup flexible time-off benefits.

Plant Assets

The Plant Assets module tracks your plant assets. Plant assets consist of items such as poles, wires and meters. The Plant Asset module is fully compliant to the RUS Continuing Property Record (CPR) System. The Plant Assets module will automatically update its records from the Work Order closing process. Entries to increase or decrease plant items can also be made directly in the Plant Assets module.

The key features and benefits of the Plant Assets Module include:

  • Asset Defaults - Every asset in the system is assigned a “class ID” which acts as a template to automatically populate the Fund, Sector, GL Account, and Project fields.
  • Standard Cost Calculation - The Plant Asset module can calculate the standard cost of installing or retiring each plant asset. Calculated costs can be based on labor, materials, equipment, direct charges, and overheads. Standard costs calculated for a plant asset are used as the basis for how costs are added to plant assets during the work order closing process.
  • Additional Features:
    • Quick print option during entry of a plant record, inquiry and detail posting.
    • Automatic updating of plant balances with information from Work Orders.
    • Inquiry screen to view unlimited number of months of history stored in the module.
    • Integration of inventory items to both the install and retirement standard cost to allow quick updating as material price changes.
    • Provides the ability to copy the components for the standard cost of an install of a plant record to the components of the retirement of the same plant record.
    • Ability to update special equipment purchases directly from Accounts Payable.
    • Ability to depreciate plant assets on a group basis from the Fixed Assets module.
    • Ability to track plant in multiple states.

Project Costing

The Project Costing module allows you to perform activity-based accounting, and properly establish a Project Costing accounting system. Projects within the Project Costing modular defined as an identifiable piece of work for which costs (and revenues) are to be tracked. An unlimited number of tasks (further breakdowns of a project) can be attached to a project. This module features many inquiries and reports, allowing you to judge the profitability of a project.

Some of the features and benefits of this project include:

  • Project Tracking - You are able to track any activity within a project by setting up tasks. Tasks are sub-categories of a project, and a project may consist of one or many tasks. A task field allows you to format any task to fit your needs. Tasks must then be marked as pending, in progress, or complete by your staff members. Projects can be grouped and classified for compliance to reporting requirements.
  • Cost (and Revenue) Tracking - Projects and their associated tasks can be posted in any applicable module, including the General Ledger, Payroll, Accounts Payable, and Inventory modules. When a transaction is posted in any module, project costs are automatically updated, eliminating manual and duplicate data entry.
  • Additional Features:
    • Projects can be associated with a miscellaneous A/R customer.
    • Budgeted amounts can be entered on a per project and task basis. This allows you to compare actual amounts to budgeted amounts.
    • Projects can be setup for a defined time period, or can carry forward from year to year.
    • Original transactions are stored for inactive projects, allowing historical reporting.
    • Reports include project lists, project charges (cost and revenue), profit/loss statement per project, and others.
    • Complete activity-based costing functionality via user defined project/task designations.

Purchasing

The Purchase Order (PO) module will handle the ordering and receipt of both inventory and non-inventory items. Additionally the Purchase Order (PO) module can generate price quotes and requisitions, with the ability to turn an accepted quote into a purchase order. The PO module will fully automate the entire purchasing process including requisitions, quotes, blanket orders, purchase orders, receipts, and back orders. All orders can be easily e-mailed, mailed, or faxed to your vendors. On the back-end, when the goods are received the Purchase Order module will update your inventory and generate and Accounts Payable invoice.

Some of the features and benefits of the Purchase Order module include:

  • Powerful Quoting - The powerful quote generation capabilities of the Purchase Order module allow you to quote prices of material from multiple vendors. This allows you to make informed decisions about which vendors to use, by comparing price quotes from different vendors. Approved quotes from vendors can be automatically converted into purchase orders.
  • Requisition Control - The Purchase Order module allows your staff to enter requests for material or services. This then allows your purchasing manager to approve purchases, with greater control than ever before felt.
  • Notes - Each Purchase Order line item can have a note of unlimited length attached to it. Additionally, entire Purchase Orders can have notes attached to them too.
  • Additional Features
    • Supports back order tracking.
    • Purchase an item in a unit of measure different from the inventory unit of measure, and automatically convert upon receipt of the item.
    • Record receipt of a PO on an item-by-item basis.
    • Purchase order form is a Crystal Report file, allowing you to easily modify it to your requirements.
    • Unlimited PO detail and distribution detail.
    • Supports multiple ship-to addresses for a bill-to address.
    • Real-time updating of POs and receipts.

Transportation

The Transportation module tracks expenses and usage of vehicles, with the ability to allocate expenses to where the vehicles were used. In the allocation process, the system will automatically update the General Ledger, Departments and Accounts, Work Orders, and Projects. Usage can be stored in miles or hours, and can be automatically updated from the Payroll module’s time sheets. The Transportation module can also be updated from Accounts Payable voucher entry, Payroll entries (for time spent servicing vehicles) and Inventory items issued for the maintenance of vehicles. Vehicle analysis reports showing detailed information, such as cost per mile or hour assisting management in monitoring vehicle expense and determining when a vehicle should be replaced, are available.

Some of the key features and benefits of the Transportation module include:

  • Comprehensive Cost Collection - By interfacing with the Payroll, Accounts Payable, and Inventory modules, the Transportation module can automatically update itself when a transaction (with a truck number) is posted in any of the aforementioned modules
  • Depreciation - As depreciation is calculated monthly in the Fixed Assets module, the depreciation expense per vehicle is automatically updated to the Transportation module.
  • Cost Control - The Transportation module will collect and store costs associated to operating vehicles and equipment. Some of these costs that are collected and stored are: the cost of fuel, oil, depreciation, repairs, license costs, and other operation costs. Cost reporting can be performed on a period-to-date, year-to-date or life-to-date basis. To provide you with even more information, vehicles and equipment can be analyzed on a cost per hour or mile basis (for the periods selected).
  • Additional Features
    • Unlimited number of expense categories can be maintained on a vehicle.
    • Ability to track multiple transportation clearing accounts within the module such as service pickups, large trucks, and power operated equipment.
    • Tracks mileage, hours of use, or both.
    • Ability to attach fixed expenses such as depreciation or insurance costs to each vehicle.
    • Costs not attributable to one specific vehicle can be treated as overhead and allocated across all vehicles.
    • Track manufacturer information such as model, year and manufacturer number.
    • Track purchase information about a vehicle.

Unclaimed Property

This module allows you to efficiently and automatically handle unclaimed payments.

Work Order

The Work Order module allows you to generate work orders intended for jobs constructing or retiring capitalized plant assets, such as poles and wire. The Work Order module follows the RUS work order procedure system. Work orders are closed on an as needed basis, and as they are closed, costs are moved from the work in progress account to the plant account. The Word Order module is designed to handle the detailed accounting needs required by RUS.
Some of the key features and benefits of the Work Order module include:

  • Comprehensive Cost Collection - Any transactions (with a work order number) entered in the Payroll, Accounts Payable, Inventory and Transportation module, result in the automatic updating of the Work Order Module. Since the Work Order module is updated the instant a transaction takes place, the Work Order module will always accurately reflect your work order costs at any point in time.
  • Cost Tracking - To allow you to define how costs are categorized, you are able to assign categories to each cost transaction posted to a work order. Some of the common categories include: labor, material, and overhead. You are also able to define Work in progress accounts in the chart of accounts. This will require the entry of a work order for certain accounts, and will never allow a work order to be entered for other accounts; thereby optimizing data entry accuracy
  • Audit Control - A strong audit trail is compiled because the Work Order module tracks all costs posted to work orders back to their original entry.
  • Work Order Data - Each work order carries a number of properties useful for inquiry and reporting, such as type of work order, RUS loan and 219 codes, start completed- closed dates, customer name, etc.
  • Staking Sheets - Assemblies, being an integral part of the work order process, can consist of one or many inventory items (and can create or many plant asset items). From the assemblies associated with a work order staking sheet, a material pick list can be generated and can be used to relieve inventory. A detailed list of plant assets to be installed or retired can also be seen once the staking sheet has been entered.
  • Reporting - Some of the reports available in the Work Order module include:
    • work order listing
    • open work order listing
    • account distribution
    • category summary
    • material pick list
    • tabulation of record units
    • distribution and unitization of plant
    • cost of removal summary
    • RUS-submitable Form 219
    • and several others.
  • Work Order Close - During the work order closing process you are able to unitize costs posted to multiple construction work in progress accounts or retirement work in progress accounts
  • Additional Features of the Work Order module include:
    • Work orders can consist of one or many staking sheets.
    • Produces RUS-approved Form 219.
    • RUS codes track Form 219 inventory number, RUS 740C, loan ID’s and budget codes.
    • Work orders can be identified by tax ID or school district for property tax reporting.
    • Relieve inventory directly from work order pick list screen.
    • Supports blanket work orders.
    • Able to integrate with MultiSpeak staking applications.
    • Produces miles of line reports necessary for property tax reporting for some states.
    • Compliments a utility staking and engineering application.

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