Budgetary Accounting System
Financial Affairs Management
Managing the financial affairs of a school district requires effective tools, enabling you to make sound business decisions. Our Budgetary Accounting System provides you with these essential tools. The software runs on the PC Local Area Networks and IBM® AS/400. You can easily extract financial data into your favorite spreadsheet or database software for analysis and reporting. At most sites, the programs can be run on existing account numbers up to 29 digits in length. The account numbers may also be represented by a shorter ASN number. Up for five years of history is stored for each account – two years of monthly totals and three years of annual totals. The next month’s accounting activity can be entered before the current month is closed. Additionally, you have the option to close the month for the various funds at different times. Complete double-entry bookkeeping is provided. The system automatically makes the “second side” of these entries wherever possible, for example, to the Cash or Accounts Payable accounts. A wide variety of management reports are available, including: budget reports by department, building, responsibility area, funding source, or for the entire budget; expense and revenue journals; and cash receipts and disbursement journals. These reports are available on a current, monthly or year-to-date basis. The system includes integrated report writers for easy ad hoc reports or you can easily access the database with common PC database tools like Excel© and Access©.
Budget Preparation
The task of building your budget is a more manageable undertaking with Budgetary Accounting. You can begin construction of next year’s budget at any time during the current fiscal year. All historic information can be included on the reports along with the current year estimated amounts for the remainder of the fiscal year. Our Payroll Accounting System can be used to create budget requests for payroll amounts, which can then be transferred to Budget Preparation. Budget reports can be printed in a variety of formats to suit your organization’s needs. These reports will always reflect the latest modifications made to your projected budget.
Fiscal End of Year
Two fiscal years can be open at one time to ease timing problems at year-end, and funds may be closed individually if needed. Prior to the start of the new year, future transactions can be entered. After the new year begins, you can continue to make changes, corrections, and audit adjustments to the previous fiscal year. The previous year can be reclosed as needed for a period of several months until all closing and adjusting entries are finalized.
Highlights
- Handles up to 99 funds with account numbers up to 29 digits in length
- Allows access to account information using a shortened ASN number
- Stores up to five years of history for each account
- Maintains original budge appropriations and adjusted budget appropriations for comparison purposes
- Allows multiple months to be open at one time
- Provides a temporary vendor status and removal date for vendors being paid once or twice
- Prints 1099-MISC forms at calendar year end
- Provides full encumbrance processing with multi-fund capabilities
- Provides a warning for overdrawn accounts
- Allows computer generation of purchase orders
- Accommodates full accounts payable check processing, including check reconciliation and void check processing
- Provides a variety of on-line inquiry screens to quickly review the status of accounts, transactions, vendors, checks and purchase orders
- Generates a full complement of management reports on a current, monthly and year-to-date basis
- Features two integrated report writers
- Provides easy access to data for use with spreadsheet and database software
- Provides a trial balance worksheet for auditing purposes
- Allows the new and old fiscal years to process concurrently, yet independently
- Permits generation of system reports for the prior year
- Differentiates between current and prior year transactions for the same account number
- Creates downloadable files for Annual Financial Report (PDE-2057), Budget (PDE-2028), and “Your Schools, Your Money,” for submission to the Department of Education
- Interfaces with Weidenhammer Payroll Accounting, and Bidding & Purchasing systems
- Allows electronic fund transfer (EFT) payments
