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A Brief Overview Accounting Features - Version 2014 (Click the ‘Next Slide’ icon, ‘Previous Slide’ icon, or ‘Home’ icon to move from page to page. Press.

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Presentation on theme: "A Brief Overview Accounting Features - Version 2014 (Click the ‘Next Slide’ icon, ‘Previous Slide’ icon, or ‘Home’ icon to move from page to page. Press."— Presentation transcript:

1 A Brief Overview Accounting Features - Version 2014 (Click the ‘Next Slide’ icon, ‘Previous Slide’ icon, or ‘Home’ icon to move from page to page. Press ESC to exit)

2 Examples of RDS Advantage ® accounting features Click on the center button to move to the beginning. Press the ESC key to exit. See more details about RDS Advantage ® at and

3 Two Ways to Use RDS Applications: RDS Advantage ® applications are installed on your on- site server, and accessed by workstations on your network. Remote access can be used with Terminal Services, Remote Desktop or third party remote applications. Download updates from the RDS website. RDS Connect ® is hosted on a Tier III data center using Cloud technology. SaSS - Software as a Secure Service. All RDS Advantage ® applications and accounting are included. Data security, backup, updates, software and hardware administration are provided as a service. Use 32 and 64 bit Windows and Mac computers.

4 Maximum security and up-time – SaSS (software as a secure service) hosted on a Tier III data center Use Windows and Apple/Mac All that’s needed is an Internet connection Automatic daily backup of data Reduced hardware (IT) management costs Unlimited toll-free customer phone support System upgrades automatically installed Includes the powerful RDS Advantage features (Accounting, Check-In, Library, Scheduler, more-more-more) RDS Connect ® Your complete hosted-in-the-Cloud church management system Backed by 30 years of successful service to churches and not-for-profit organizations

5 General Ledger powerful enough for any size organization Commercial quality Payroll tailored for not-for-profit use All modules include recurring entries ACH electronic banking included in Contributions, Payables, Receivables and Payroll. Credit/Debit Cards. Remote Deposit Capture check deposit in one step Bank Reconciliation, integrated with bank cleared checks Prompt expert support & extensive annual upgrades Accounting may be structured for GAAP, FASB and/or OCBOA RDS Advantage ® Accounting is Complete Move into the future with these advanced fund- accounting capabilities of almost unlimited capacity. Six built-in secure audit trails. Compare these features:

6 Intuitive data entry leads you from step to step. Applications are selected by a click of the mouse or a keystroke. In addition to quick selection from menus, you can move directly from program to program using ‘GoTo.’ Accounting is flexible, full-featured, solid performing. Applications are integrated so that any data entered into the system once, does not have to be entered again some place else. General Ledger, Payables and Receivables, Payroll, Cash Disbursements, and Bank Reconciliation all interrelate. The Contribution system posts directly to General Ledger and Bank Reconciliation. The Receivable and Payroll applications can use the membership files so duplicate records are not needed. Edit and Post functions are under the full control of the administrator, and can be posted to an interface file or directly to the General Ledger. Controlled operator security is extensive, and audit trails provide easy audit and search.

7 Applications are accessed by ‘Maintenance,’ ‘Inquire,’ ‘Entry’ and ‘Print’ menu columns. Applications are consistently grouped by Maintenance, Inquiry, Print (report) and Entry programs. Data entry is intuitive and direct. Data entry fields check each entry for accuracy. You save time, gain accuracy, and have much more flexibility in processing and reporting financial transactions. Click on the ‘GoTo’ icon to move directly to any application. This allows you to leave open the application where you are to open another program. Click on Help for comprehen sive context- sensitive hypertext help. Easy to see... Easy to understand... Easy to use

8 Icons Provide Easy, Instant Actions The Icon toolbar puts the most often used functions at your fingertip The Icons displayed above are the same in all applications. EXIT icon, ESC key, and the X all exit to the previous window. MODE CHANGE icon permits instant change of mode (inquire, change, add, delete, etc.). Each user’s security can be controlled by mode. LOOKUP icon pops up a lookup window of the records for the field in which the lookup is made. Search for records on the basis of any information displayed. FIND NEXT moves you to the first, or next record in the database. The GOTO icon takes you directly to any application in the system - instantly. CLEAR FIELDS icon removes all entries in the data entry fields. HELP provides instant and easy access to hypertext help. Extensive glossary and ‘Tutorial’ helps are included. The WEB icon takes you directly to the RDS Advantage web site, where you can download files and other helpful information. Click the icon to select one or more persons to send an message. If there is a PHOTO for a family, couple or individual selected, the camera icon is black, and their photo can be displayed, printed or printed in a directory. When in an application, the icons that are unique for that application are displayed on the right side of the toolbar.

9 Complete integration of the database, which is a normalized relational database ‘Clockless’ Time Clock Entry Asset Inventory Credit/Debit Card Integration Remote Check Deposit

10 General Ledger: The ‘General’ Ledger is the final destination of the accounting functions and is responsible for reporting all transactions. It is a multi-enterprise system, so that any number of accounting entities may be tracked, each with its own separate files. An unlimited number of accounts and funds are supported. Choose either fund or ‘for profit,’ accrual or cash accounting methods, and twelve or thirteen accounting periods in a year. Process new year’s entries without having to close out the prior year. No need to close out each month. Financial statements include Revenue and Expense, Variance Reports, Balance Sheet, Statement of Changes, Supporting Schedules, and Financial Activity Statements. Multiple versions of Financial Statements can be formatted. Track different fiscal years for different funds. Different fiscal accounting periods can be used for different funds. Each user can customize Financial Statements to look the way they want. Recurring General Ledger entries can be posted repeatedly in exact or modified form, month after month. Choose 7, 10 or 14 digits for your chart of account numbers. Each fund can be operated on a different fiscal year. Maintain annual and/or monthly budgets for each accounting period. Track budgets and comparatives for multiple (unlimited) years. Department heads can print their own departmental financial statements

11 Chart of Accounts Building the chart of accounts is easy. You have control over every aspect of each account, including parenthesis display. There can be up to eight formats for each financial statement. The account number does not control or limit that account’s location in financial statements. The list of accounts may be printed in numeric, fund/department, or print format order. RDS personnel create your initial chart of accounts. Your list of accounts can be unlimited in size.

12 Customize Account Format - Multiple Year Budgets You have control over the length of the chart of account, the use and number of segments, and fund designations. All of this is defined in the General Ledger Control window below. The G/L control allows you to establish a set of up to three different fiscal year-ends for each default year. An unlimited number of budget years can be established, and budgets can be entered for each account either by year or by month. When accounting periods need to be established for new years, just click on the ‘Auto Create Periods’ icon and all accounting period dates are entered.

13 General Ledger Data Entry is Fast - Easy Up to 1000 entries may be included in each batch of entries before posting. There may be up to 999 batches. Before an entry can be ended, total debits must equal total credits. The net total of debits and credits are displayed at all times. Transaction date, accounting period, batch number, and system are entered one time for the entire batch of entries. Field lookups show G/L accounts and transaction types during data entry. Data entry errors are easily corrected for any entry. A transaction register is printed in entry or in General Ledger number sequence. This provides quick and easy finding of errors. Posted entries may be printed in both detail and summary form.

14 Trial Balance Capabilities Simple selections provide display and reporting of customized trial balance information. Report for any selected range of accounting periods Choose with or without budgets and comparatives. Choose to report for selected systems or all, and whether to include or exclude encumbrances. Choice of summary, detail, or both a summary and detail trial balance. Detail shows every transaction in an account; summary shows the total for the account. The report may be ordered by any segment of the General Ledger number (I.e., M (major), D (fund/department), S (sub-account) or C (cost). Reports may be ordered by sub-accounts by entering S-M-D or S-D-M. Click on the check boxes to total the amounts for each segment, such as major, fund/department, or sub-account. This is very helpful in fund accounting. Report selections may be given a name and saved for repeated use.

15 Financial Statement Reporting In one report selection window choose the financial statement report you want - for any period - for any fund or group of funds. Save the selections and type a description to run repeatedly. Print to any printer on the network, or export. Preview the report, then choose to print or not.... Life just got a whole lot easier. Vertical formatting of the Revenue and Expense Statements, Variance Reports, Financial Activity, Balance Sheet, Statement of Changes, and Supporting Schedules is user-definable - with complete flexibility. Printed statements show this year’s performance and budgets, this year’s and last year’s performance or both. Additional formats are available. The report is selective by date, format number, range of funds and whether consolidated or separate statements are desired.

16 Financial Activity Statement Provides Flexible Reporting The Financial Activity Statement prints up to three different columnar reports: 1) Beginning Month Balance, Month Receipts, Month Disbursements and Ending Balance 2) Beginning Year Balance, Year-to-date Receipts, Year-to-date Disbursements, and Ending Balance 3) Beginning Year Balance, Month Receipts, Month Disbursements, Year-to-date Receipts, Year-to-date Disbursements, and Ending Balance Each of these reports may be printed as consolidated, or selected by one or more funds/departments, and for any accounting period. Supporting schedules may be included, and any of the different formats that have been established may be selected. The report can be used with any other funds and any of the financial statement formats used with regular (I.e., Revenue and Expense and Balance Sheet) statements to break down the activity between receipts and disbursements. This statement is designed to effectively report the activity in the designated funds. It gives you the ability to have a “one-account” fund and still be able to see the beginning balance, receipts, disbursements and ending balance on financial statements.

17 Payables The Accounts Payable system may be used whether using cash or accrual methods of accounting. For cash and accrual basis users, the system tracks invoices by vendor, writes checks, updates bank reconciliation files, interfaces entries to General Ledger, and prints 1099’s. For accrual basis users, the system prints cash requirements, and allows the user to change or defer the payment due date. Commercial quality. Multi-company, multi- location processing. Separate G/L account interfaces by location. Can use encumbrances to report budget balances as though purchases were paid. Checks for duplicate payment of invoices. Interactive entry and editing of new payables. Vendor file maintenance and reporting. Payables can be paid through standard NACHA electronic banking. No additional software or fees are required.

18 You Determine Accounts Payable User Features Accounts Payable Control (below), lets you make major decisions about how you want the system to function. Location Maintenance (above), lets you assign chart of account numbers for each location.

19 Accounts Payable Data Entry As each entry is made, the system displays the name of the account. As amounts are entered, the total of entries made is displayed. As each window is filled with entries, the system displays the next page for additional entries. Recurring Payables can be used to process regular periodic payables. Process payables by EFT (electronic funds transfer) directly from your RDS Advantage system to the bank. In the Accounts Payable Control Maintenance, you can choose to have the system prompt you for Vendor Number or for Vendor Name during data entry. Transaction codes tell the system to accept a type of transaction and what entries to make in a vendor's file and in General Ledger.

20 Receivables The Accounts Receivable system is an accrual method of accounting, but can be used with cash basis books. Revenue is recorded when charged. Payments reduce the Accounts Receivable account. When using the Member Records module, the Accounts Receivable system can access names and addresses from the Member Records system as ‘customers,’ for example school patrons. Multiple locations are supported. There is interactive entry and editing of new receivables, including charges and cash sales. Process recurring charges that occur on a periodic basis. The Accounts Receivable Aged Trial Balance is printed on request, either for all customers or for selected customers

21 Receivable Features Late notices and delinquent Customer reports may be printed on request for the specified dates. These reports show all items due by customer. There is a complete audit trail on any invoice. Receivable checks can be scanned and deposits sent to bank electronically. The History Report provides for selection by transaction codes, for a range of dates and customers. Balance forward amounts may be printed. Payments may be applied to specific invoices or applied to the oldest invoice on a customer by customer basis. The current activity that has been fully applied may be purged to history. History is kept in detail and may or may not be purged at the user’s discretion. Finance charges may be automatically generated for each delinquent customer. The General Ledger distribution report shows detail allocation of each invoice. This information is retained and later reported in detail or summary form in the General Ledger through automatic interface to the General Ledger. Common information for batch number, location and accounting period are entered at the beginning of the Receivables entries.

22 Receivable Data Entry Batch numbers designate a group of entries. To see a list of previously entered batches, click on the Lookup button at the end of the batch entry field. Accounting periods for the entries can be the period end as established in G/L Control Maintenance, or any date within the period. Entries can be made by either customer name or customer number, depending upon the choice made in Control Maintenance. Transaction codes are used for Charges, Finance charges, Payments, Reverse charges, Cash refunds, and for Cash sales. With an optional check reader/imager, an image of each check can be automatically stored. Up to three lines of comments can be entered to explain the charge. Comments print on customer statements and the first 15 characters are included in the General Ledger description of the transaction. Recurring receivables can be entered and processed as entered, or modified during processing. Invoice numbers can be alpha or numeric.

23 RDS Advantage ® Payroll System The Payroll system handles multi-company and multi-state payrolls. Federal, State, and local tax schedules are supported as well as cumulative year-to-date information for payroll check stubs, W2’s, 941’s, etc. The system processes hourly and/or salaried payroll, which may be run combined or separately. Only annual tax tables are needed and any payroll period will be calculated from them. Personal leave and vacation time are calculated by prior year, earned for this year, accrued to date, used, and time remaining. Completely user-defined personal leave and vacation policies are established through the use of controls. The employee record contains all needed information, including multiple different hourly rates of pay, base pay amount, fifteen types of pay adjustments for each employee, in addition to tax withholdings, along with last review, last raise, and amount of raise. Workers receiving 1099’s may be entered and paid through the payroll system. Payroll costs can be tracked for the same person to multiple jobs or cost centers for each pay period. Reports are printed showing the break-down of labor costs by cost centers, hours and dollars. ACH bank Direct Deposit payroll to employees’ bank accounts is included. Payment adjustments can be changed by percentage amounts. Password protected Notebook free-form text entries can be made for employee reviews, reprimands, commendations and other confidential information. Employees can check in/out and their time automatically entered in payroll processing.

24 You Control How Payroll Functions Every aspect of the Payroll system is under your control. Payroll can be based on either check date or payroll period ending date. Click on the icon for a control window, as shown at the right, to control how W-2’s and 1099’s print. Process Direct Deposit payroll directly from your RDS Advantage system. Recurring Payroll makes it possible to have multiple ‘batches’ of payroll entries ready to process. Optional Biometric Time Clock interfaces with Payroll to use fingerprint time clocks. Recurring Payroll function speeds payroll processing.

25 Complete Employee Maintenance Complete employee setup in one place.

26 Cash Disbursements The Cash Disbursements system is used to generate and track reimbursement and other checks when 1099’s are not required, and it is not desired to include in the vendor history. This provides a fast and easy way to generate checks and maintain an audit trail for entries. This system is not used when 1099’s or vendor history records are desired. When they are, use the Accounts Payable system. Check and/or batch hash totals may be required at the user’s option. Comments may be printed on the check stub in three user-selected formats. Address labels may be automatically printed for checks generated if desired. Up to five General Ledger accounts may be entered for each check. Entries to General Ledger are posted in summary to the bank account and in detail to all other accounts.

27 Bank Reconciliation Bank Reconciliation offers the option to print a list of checks and deposits by date or number. Checks can be cleared by group or individually, and you can then print lists of outstanding or cleared checks or deposits. Bank Reconciliation Group Check/Deposit Maintenance Electronic access to bank cleared check file with reconciliation program. Use your electronic banking account to merge into bank reconciliation. Each bank account is established in Bank Maintenance. Supports ‘Positive Pay.’

28 Customer Support Are you tired of being put on hold when you call for customer support? Have you heard enough voice mail requests to ‘punch 2 for help?’ Have you listened to enough recorded promotions about how good the software is -- while you wait? Have you heard all the recorded music you want to hear?... Only to finally be connected to someone who doesn’t have the answer to your question? If so, then.... You will like RDS Advantage ® Support RDS Advantage support people are professionals, made up of dedicated people with extensive church and accounting experience. Our goal is that your call will be answered by an expert who will be able to give you the help you need right then. We have voice mail, but our goal is that you will seldom, if ever, have to use it. The result of every call is written down, so that we have a record of your previous calls and our response. This facilitates our help in future calls.

29 RDS Advantage FasTrack Conversion © FasTrack Conversion © provides a smooth transition from your old application to RDS Advantage ®. The purpose is to simplify changing from one database management and accounting system to RDS Advantage, provide economy of time and money, and assure rapid implementation and use of new applications. FasTrack Conversion is accomplished by services provided by RDS who converts existing data from the old application to RDS Advantage, prepares your chart of accounts, customizes financial statements for your needs, trains, and does other accounting setup.  Upon licensing, the RDS Advantage ® system is immediately installed on your computer(s) and tested.  RDS converts your existing database, customizes financial statements the way you want them, prepares your chart of accounts and does other accounting setup. The converted database and accounting information is copied into your system.  RDS provides five days of comprehensive staff training. You are now ready for full use of the system and all its applications.

30 On behalf of the RDS team, we thank you for reviewing this overview of RDS Advantage ® Accounting. We believe you will find it to be a premier system. RDS Advantage, Inc N. Broadway, Suite 120 Oklahoma City, Oklahoma Phone Fax Web For more details about RDS Advantage ® see or contact us at: These applications will support the most demanding needs of large and small users, and the customer support is outstanding.

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