Presentation on theme: "Donald R. Frey & Company, Inc."— Presentation transcript:
1 Donald R. Frey & Company, Inc. BUCS® Fund AccountingBUCS® is a User Friendly True Fund Accounting system specifically designed to support accounting, financial management, and reporting requirements of government and non-profit agencies…Donald R. Frey & Company, Inc.40 N. Grand Ave. Suite 303, Ft. Thomas, KY 41075Toll Free Phone (859)Fax (859)
2 BUCS® Government Fund Accounting Experienced: Fund Accounting Software Since 1974Proven: Microsoft Windows Format Since 1996Contemporary: Continually Improved With Bold New Features And Improved Usability On An Ongoing BasisOutstanding Support: Responsive And Knowledgeable Support Team. Answers When You Need ThemValue Priced: Pricing Designed To Meet The Needs Of A Wide Range Of Clients
3 BUCS® Government Fund Accounting True Fund Accounting Software Design, not a commercial system with an “overlay”Designed for Microsoft® Windows®, not a non- standard GUI (Graphical User Interface)True Government Accounting, Encumbering, Budget Controls, and GASB 34 Statement ReportingAward winningJournal of AccountancyCPA Technology Advisor PublicationNFC (Nonprofit Financial Center)
4 BUCS® Government Fund Accounting This presentation is organized by topic. You can click on an item in the topic list and you will be taken to that section. At the end of the topic, there is a return link that will return you to the menu. If you press the Page-Down or Enter key at that point, you will go to the next topic in the order they are presented.
5 BUCS® Overview & Options Click The Underlined Item To See DetailsFund Accounting is DifferentGeneral System FeaturesGeneral LedgerAccounts PayableCredit Card TrackerAccounts Payable ACHPositive Pay, Bank SecurityBank ReconciliationEncumbrancesCombining ReportsRequisition ControlAccounts ReceivableCash ReceiptsFee ReceiptingFixed AssetsAdvanced AllocationsBudget PlanningGASB 34 ReportsMulti-userODBC Interface
6 Government Fund Accounting is Different! It is not multi-company commercial accounting. It goes beyond commercial requirements both in form and function.Separate accounts are maintained for each fund. Commercial systems maintain separate revenue and expense accounts, but co-mingle balance sheet accounts. This is not permitted in fund accounting.Fund accounting reports measure performance against budgets and income versus expenses. Commercial system reports measure income versus expenses only.
7 Government Fund Accounting is Different! Governmental agencies operate on budgets established by law: You are not permitted to exceed budget limits without amendments that have been legislated. Fund accounting provides mechanisms, like encumbering, to monitor these requirements closely. Reports indicate when limits have been exceeded. These controls do not exist in commercial and many nonprofit accounting systems.GASB (Governmental Accounting Standards Board) Statement 34: Imposes additional standards that further differentiate government fund accounting from nonprofit fund accounting. These requirements define new classifications, especially on revenue reporting. They also require a different financial reporting model than required for nonprofits.
8 Government Fund Accounting is Different! Requires the functionality of a commercial accounting systemProvides additional functionality needed for nonprofit fund accountingRequires additional budget controls and reporting needs that go beyond those of commercial and nonprofit fund accounting systemsFor more information about fund accounting, visitClick Return to Go To The Options Menu
9 Powerful Security, by Menu Item and User Access Options Include:Full AccessView OnlyNo AccessAccess Limits by Account RangesLogin Name / Password ControlledPurchase Order Spending LimitsSystem Activity Logs
10 Main Menu BarPresents logical categories such as General Ledger, Accounts Payable. They are accessed by clicking on the item. Programs within the General Ledger then appear. The True Microsoft Windows design makes sense. It provides fast navigation and True Windows consistency. Learning how to use BUCS® is easy!
11 Powerful Help SystemsOn-line Manual For Help In A True Microsoft Windows HTML Format Remote Help Allows Our Support Staff To Instantly Assist Via The Internet Annual Releases Make Your System State-of-the-Art Interim Updates Keeps Your System Error Free Newsletters Inform You Of The Latest Events And Improvements Annual User Conference Provides Training And Networking Opportunities
12 BUCS® Reports For All Needs Print Preview For All ReportsAdd your Agencies Logo to Reports.Page Selection And Number Of Copies OptionsCustomizable Reports Using System Report ParametersProportional Space Fonts Generate Great Looking Reports!Export Financial Reports To Microsoft Excel OptionBundle Reports Using the Report SchedulerIndustry Standard Open Database Connectivity provides easy open access to your data.Roll Up Available For Uniform Columnar ReportingGASB 34 And FASB117 Reporting Formats Available
13 Powerful, Easy-to-use, Reliable Software BUCS HIGHLIGHTSPowerful Multi-user Options29 Alpha/Numeric Free Form Account FormatODBC Open Database ConnectivityUnlimited FundsWindows Online HelpPop-up CalendarsSpelling CheckerExtensive Error Checking/WarningFunds Validation ControlGrant Tracking & ReportingProject TrackingCredit Card TrackingComplex Allocations ProcessingUnlimited Prior Period ReportingExtensive Security/Access ControlsExtensive Drill Down CapabilitiesRCG Rapid Chart GeneratorReal Time (Instant Updating)International Accounting FeaturesMultiple Checking AccountsMultiple Fund Invoices Same CheckFlex/Roll ReportingExtensive Account HistoryComplete User ID Audit TrailsAutomatic PostingCash And/Or Accrual BasisLaser Check PrintingPowerful Document ImagingProportional Space ReportsExport Reports To ExcelGASB Statement 34 ReportingPowerful, Easy-to-use, Reliable Software
14 Service & Support Daily… Annual… Toll-Free 800 Number: User Survey: Fast attention, no long waits…Remote Help Desk, Live Desk Top Assistance:Instant Answers…24 Hour Fax/Messaging:Jump started assistance…Internet Software Updates:Regular improvements, with electronic notification, no need to wait until the next release…Annual…User Survey:Your input defines future enhancementsMajor Software Updates:More than just bug fixes…New Documentation:Updated manuals every yearUser Newsletters:Keep you up-to-date on industry and technology activityUser Conference:Recurrent training and peer networkingClick Return to Go To The Options Menu
15 General LedgerChart-of-Accounts: Up to 29 Positions, Alpha/NumericRapid Chart Generation: Import Chart via Text Editors, etc.Funds: Unlimited Number, Classes, TypesGrant Tracking: Multi-year TrackingAllocations: Distribute pooled itemsProject Tracking: Follow Projects as Sub FundsInterface: For Posting Entries From Other ApplicationsCash/Accrual: Methods availableDrill Down: View Journal Entry SourcesInvestments: Tracking ReportsPosting: Entry, Auto Reversals, Analysis, Journals, ArchivingReports: Revenue, Expense, Fund, Balance Sheet, Trial Balance, Income, User DefinedFormatting: Export Financial Reports To ExcelReport Parameters: Unlimited User Definable ReportsReport Scheduler: Prepares Selected Groups of ReportsReporting: Unlimited Prior Period ReportingYear End: Delayed Closing, up to Twelve MonthsBudget Planning: Optional planning toolsTrue MS Windows: Since 1997Real Time provides the speed and control needed for fund accounting.
16 Powerful Account Controller Search by account number.Key a portion of the name or number to speed the search.Filter by type.Switch functions by pressing the appropriate button.Search KeySearch ByFilterFunctions
17 Account Balance Screens Provide Vital Information Tabs: Account History, Graph, Postings for detailsDrill Down at your fingertipsArrow keys move you to the next/previous accountBUCS Intuitive design leads you through the processCurrent BalancesRecent HistoryFuture Periods
18 History Graph Range statistics provide valuable trend information Graph compares prior and current year account history
19 Posting Details Most Recent Order Double Click Item For Details Unlimited Posting HistoryClick Source Document for Image
20 Powerful Interactive Posting Standard entries are available for repeated useAuto reversing is available to reverse groups of entriesAllocationsAmountsPercentages
21 Posting Journal Analysis A powerful tool to scan accounts, entries, and print selected journals.Drill Down to Details!Analysis displays complete account information.Double Click the transaction to Drill Down to detailsDrill Down For Source Document or Journal Entry details
22 Drill Down to Details Just Double Click the Line Item Click Return to Go To The Options Menu
23 Accounts PayableVital Contact Information, Including Embedded AbilityUser Definable Vendor ClassesSpending ControlsSpecial Notes With Follow-up Dates and AlertsMultiple Remit-To AddressesImage Invoice Source DocumentsSpending History TrackingUnlimited Paid Invoice History With Drill DownsUnlimited Check HistoryPurchase Order Preparation with Custom FormattingOptional EncumberingOptional Requisition Approval ProcessingOptional Interfaces To MS WORD, ODBCOptional ACH (Automated Clearing House) Electronic PaymentsOptional Positive-Pay For Bank SecurityInterface Available For The CUBIC Utility Billing System For Processing Refunds
24 Important information at the touch of a Tab! Accounts Payable VendorsImportant information at the touch of a Tab!
25 Notes Are Available By User Defined Types Notes Are Available By User Defined Types. Alarms can be attached to notes by follow-up date.Notes Can Have Text, Microsoft WORD® Documents, And Images Attached To Them
26 Vendor Calls About Payment Status… Paid Invoices key displays paid invoices, the most recent date at the top of the list. This eliminates long searches.Outstanding Invoices key displays outstanding invoices. Double click on the invoice and details are displayed.Drill Down to Details!
28 Paid Invoice Source Document Image May Be Viewed, Printed, Incorporated In a Letter…
29 The P.O. Document Screen Has the Ability to Prepare P.O. Documents P.O. documents can be customized using the optional Crystal Reports feature
30 Invoice Processing is Managed by a Powerful Control Window Search OptionsList of Selected InvoicesInvoice FiltersFunction Selections
31 Accounts Payable Invoice Entry Real Time Processing Instantly Checks Budget LimitsUp to Sixty Accounts Per InvoiceStandard Invoice Formats for Recurring Items and Allocations
32 Release Invoices For Payment Selection by due date or individuallySelected invoices are displayed in the tableInvoices in the table further filtered for releaseSelect buttons make the process fast and easy
33 Accounts Payable Check Preparation Funds Availability Report: User controllable, verifies that budget line items are not being overspent and the Bank account has adequate funds.Check Register: Details Invoices, including expense items, etc.Checks:Multiple Checking AccountsOptional ACH PaymentsUp to fourteen invoices per checkMultiple funds on same check (Very Important)Laser and impact printer optionsClick Return to Go To The Options Menu
34 Optional CC-Tracker Click Return to Go To The Options Menu This module streamlines and enhances the processing of credit card transactions. It was developed to improve the handling of and control of company credit card transactions.Typically, in the past, credit card charge tickets would be placed in a file to await the receipt of credit card statements. Processing would then occur. When the statement was processed, the expenses were assigned to the appropriate accounts. However, the credit card company appeared as the vendor. This disguised who was the ultimate vendor used in the transaction. This presents problems when one is tracking vendor spending.Placing credit card purchase slips in a file also presents an awkward processing procedure. With CC-Tracker, the charge slips are entered as invoices and are associated with the appropriate credit card, such as Visa.When the statement arrives, a list is presented showing the entered charge slips. It works in a very similar manner to bank reconciliation. With the expanded use of credit cards by companies, this is a very valuable processing and control tool.Click Return to Go To The Options Menu
35 Optional Vendor ACH Payments Many agencies are now making payments using ACH (Automated Clearing House) electronic remittances. ACH eliminates checks and speeds processing. Because payments are made electronically, postage and other mailing related costs are eliminated. Major savings!The optional Bank Reconciliation module automatically handles ACH payment typesClick Return to Go To The Options Menu
36 Optional Positive PayThis module allows the user to create a database containing check numbers, dates, and amounts which will be transmitted to their host bank.When checks are processed by the bank, they are compared to the database to verify that the checks have not been altered. This prevents individuals from altering check amounts.In the past, banks protected users from altered checks. Banks are now pressing clients to use Positive-Pay as a means to protect the interests of both the client and bank. This has become a prominent requirement with many of our clients.Click Return to Go To The Options Menu
37 Optional Bank Reconciliation Module Handles the complex process of Voids in fund accounting, automatically reversing all associated entries. Eliminates errors and saves valuable time.Clears ChecksReconciles DepositsProcesses ACH TransactionsReconciles Bank ChargesProcesses Interest TransactionsProcesses AdjustmentsAccounts For Damaged ChecksVoids Checks & Reverses All EntriesClick Return to Go To The Options Menu
38 Optional Encumbrance Processing Most government budgets are enacted by law. The disbursing agency, by law, is required to stay within the budgets passed by the governing body. Encumbering reserves budgeted funds to pay for items on a purchase order. This process is designed to prevent overspending.BUCS real-time processing of encumbrances provides tight controls over this process in an efficient and painless manner. It sets up and liquidates encumbrances automatically, resolving liquidated versus expended issues and other important accounting considerations.Optional Requisition Control Available: Electronically controls the approval process and Purchase Order Preparation.
39 BUCS can automatically assign a P. O BUCS can automatically assign a P.O. Number… A description, due date, and P.O. Amount are then enteredBUCS instantly checks the availability of budgeted funds, by line item.Optional Encumbrance controls can be set to warn or disallow P.O. processing, if budgets will be exceeded. The system can also be set to ignore the test.Sixty accounts and/or funds can be on a single P.O.Optional Requisition Control is available to monitor spending. It checks spending limits by a user login. If the user enters a P.O. above their set limit, the program will signal the condition. A list of those authorized for the larger spending limit will be displayed. The P.O. can then be electronically routed to one of those individuals for approval.Click Return to Go To The Options Menu
40 Optional Combining Reports Used to produce consolidated financial reports including the GASB 34 for governmental agencies as well as the FASB 116 and 117 reports for nonprofit organizations.Allows for additional grouping of accounts based on a Combining Account number assigned to each chart of account number. Additional layers of grouping are available by defining Fund Classes and Fund Types.Fund Classes allow groupings for Governmental agencies for such things as General/Governmental Type Funds, Grant Funds & Enterprise Funds. While Non Profit organizations might use these to designate Restricted and Non Restricted type funds.Allows for four different layers of reporting based on Combining Account Number, Fund, Fund Type & Fund Class.By utilizing the GASB 34 type of Combining Report, a report can be designed to display a column summarizing each Fund Type with a Total column at the end.
41 Sample GASB Report Statement of Net Assets Click Return to Go To The Options Menu
42 Optional Requisition Control Module Works in conjunction with Encumbrances and Accounts PayableRequest is electronically passed through sign-off levels, based on the submitter, their account access privileges and their authorized spending limits. Amounts are checked against budgets.All relevant information is electronically passed from step-to-stepEncumbers funds when issuing the purchase orderSystem automatically notifies all parties of request status and/or need for approval by and BUCS alert message.
43 Requisition Control Requirements Encumbrance Option: Commits FundsAccounts Payable Option : Creates Purchase OrdersRequisition Control Option : Authorization ProcessClick Return to Go To The Options Menu
44 Optional Billing/Accounts Receivable Module Complete Multi-fund SolutionIdeal For Miscellaneous Billing RequirementsStandard And Recurring InvoicingOption To Format Using Crystal ReportsBalance Forward And Open Item Methods AvailableStatement PreparationAccounts Receivable Aging ReportsCustomer Sales HistoryCustomer Information Data Base, Including Powerful Notes With WORD Documents, Images, And More…Click Return to Go To The Options Menu
45 Optional Cash Receipts Module Convenient method of entering a variety of ReceiptsEliminates offset posting to cash accountsReport, detailing entries by date and/or Batch IDClick Return to Go To The Options Menu
46 Optional Fee Receipting Module Requires:ODBC OptionData Dictionary OptionCrystal ReportsReceives payments for permits, licenses, etc.Posts Receipts ImmediatelyPrepares Receipt Document (user option, user definable)Prepares Certificates (user option, user definable)Produces Reports of receipts by type, amount totals, etc.Creates database of important receipt informationClick Return to Go To The Options Menu
47 Optional Fixed Assets Module Maintains Asset Data & Accounting DistributionsArchives Invoice Documents and Asset PhotosCalculates Depreciation & Posts Entries to The General LedgerCalculates Replacement Costs For InsuranceAssets Can Be Split Across Multiple FundsApplicable Reports & Labels also ProducedClick Return to Go To The Options Menu
48 Optional Advanced Allocations The BUCS General Ledger provides the ability to process simple allocations. One can distribute a pooled account to various accounts by amount or percentage.The Advanced module allows the user to dynamically express percentages in the flow of pooled accounts to individual expense accounts. An example of this might be the accumulation of overhead expenses into a pooled account that will be distributed to various project and/or grants.The allocation amounts are determined by the total salary expenses incurred for each project or grant. A percentage breakdown is determined for each project and the pooled accounts are distributed using the percentages. These allocations may or may not cross funds.The Advanced Allocations module automatically resolves the complex interfund balancing. Clients who manage many projects and/or grants will find this to be invaluable. Those who need such a tool will readily recognize its usefulness.Click Return to Go To The Options Menu
49 Optional Budget Planning Module Generate Base Budgets Using Historical DataAlter Budgets Using Global ChangesBudgets: Monthly, Quarterly, Semiannual Or Annual BasisAccounts: Mass Changed By Percentages And / Or DollarsCash Flow Projections Based On BudgetsOptional Templates For Export/Import With ExcelClick Return to Go To The Options Menu
50 Optional GASB 34 Reports Module Normalizes accounts into a common format for summary reportingFund Class & Type: Automatic creation of groupings for GASB 34, FASB 117, and other report formatsColumnar reporting formatsProportional Space fonts for enhanced appearanceOptionally Export Reports to ExcelClick Return to Go To The Options Menu
51 Optional Multi-userBased on the number of concurrent users required. Concurrent means the number of individuals using BUCS simultaneously.Provides record and file locking security, password protection and management of access privileges.Tracks who is currently on the system and what process they are using.Maintains a log of users, date/time of use and the processes they used.Click Return to Go To The Options Menu
52 Optional ODBC GatewayODBC provides the power and versatility of a relational data base and report writer without cost and complexity.ODBC (Open Data Base Connectivity) Allows One To Connect Multiple Dissimilar Databases, Making Them Appear And Operate As OneOther Software Can Easily Access BUCS DataA “Gateway” To All ODBC Compliant ApplicationsData Dictionaries For Important Files In BUCSAllows Ad Hoc Inquiries, Reporting, File Transfers To Other SystemsODBC Applications Include WORD, EXCEL, Crystal Reports And Many Other Compliant OfferingsClick Return to Go To The Options Menu
53 BUCS® Government Fund Accounting Donald R. Frey & Company Inc.40 N. Grand Ave., Suite 303Ft. Thomas, KY 41075Toll FreeTelephone (859)Fax (859)This presentation highlights some of the powerful, state-of-the-art features which have set BUCS® apart from the others since Please contact our sales representative at for additional information or to place an order.