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 General Ledger

1. Account Structure
   1. Completely variable account structure.
   2. Ability to resize existing account number.
   3. Ability to add an additional part to existing account numbers.
   4. Old accounts can be marked inactive so future entry is not allowed.
2. Merge Accounts
   1. Can be used to change an existing account's number.
   2. Combine (merge) multiple accounts into one.
   3. Merging accounts option may be beneficial in cleaning up old/dead accounts or freeing up account numbers.
3. Accounts
   1. Old accounts can be marked inactive. Entry is not allowed to an account marked "inactive". A range of accounts can be marked inactive.
   2. Account Browse
      1. Ability to search by account number or account description.
      2. Security filtering can be set so a user is limited to a range of accounts for browsing, entry, and printing.
      3. From the browse screen, the user may select a screen filter to browse a range of accounts. For example, you are able to see only one department, see only office supply accounts for all departments, etc.
      4. Ability to browse account balances as well as budget and encumbered figures.
      5. Ability to drill down to browse unlimited past general ledger transactions. Further ability to drill down to view the whole batch. (i.e. If a journal entry, you can view it in entirety.)
      6. Account balances are updated upon entry so they are always up to the moment.
4. Accounting Procedures
   1. Beginning of month
      1. Reset the accounting period that is defaulted on all entry screens.
   2. Daily Entry
      1. Enter invoices, payments, and journal entries to the assigned accounting period. The accounting period governs where the entry will hit general ledger.
   3. Month End
      1. Print any journals and month-end reports if desired. They can always be reprinted at any time.
      2. Post any recurring journal entries and payables.
   4. Year End
      1. After the regular month-end entries are complete and reports are run, the year-end option is one menu option. This will close out revenue and expense accounts into the fund balance account.
      2. A 13th month is available if desired, though entry can be done to any prior month if enabled.
      3. Year-end reports can be printed at any future time.
5. Reporting
   1. All Reports
      1. Can be easily customized, allowing an unlimited number of columns.
      2. Can be displayed on screen, printed, or exported to Excel.
      3. Reports are saved for all users, a specific user, or a group of users.
      4. User can save a list of reports, which can then be printed or exported to Excel and automatically emailed.
      5. Reports are laser printed and easy to read.
      6. User can define what figures will be placed in each column, including (but not limited to) current month, year-to-date, annual budget, monthly forecast, prior year, dollar or percent variance comparing two columns, etc.
      7. User can define the level breaks of any report.
   2. General Ledger Reports
      1. Can be printed for any range of G/L accounts for a selected range of time.
   3. A/P Reports
      1. Journals are available for A/P invoices, payments, purchase orders, and/or journal entries.
   4. Financial Statements
      1. Produces budget or income/expense statements, balance sheet, or trial balance.
      2. User selects a range of accounts and the amount columns to display such as: current month, year-to-date, annual budget, monthly forecast, prior year, dollar or percent variance, etc.
      3. Statement can be displayed at any level in the account number structure. The user can view a higher summary level, "drill-down" (with the simple right click of a mouse) to a more detailed level, or even "drill-down" to the transaction history.
      4. Contains user-defined format with the ability to filter amounts. i.e. User can display only those expense accounts with an increase of 20% over budget or display only those expense accounts exceeding $20,000.
6. Journal Entry
   1. Unlimited number of entries can be made on one screen.
   2. Entries allowed to multiple funds in the same journal entry as long as each entry balances.
   3. Ability to clone a prior journal entry. This is a time saver if you have similar journal entries every month. Simply clone a prior one, change amounts or whatever needs changed, and post.
   4. Enter recurring journal entries that repeat every so often. Then post them at month-end or however often they occur.
7. Importing
   1. Ability to import from any file as a journal entry batch. This is how we import from Payroll and Sales systems.
   2. Nice import from Protivity and export of chart of accounts directly into Protivity.
   3. If the file you are importing does not match your current chart of accounts, there is a cross-reference file to specify what code or old account# equals what SGA account#.

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 Budgeting

1. Store multiple budget types for maintaining multiple budget scenarios, such as original budget, forecast, fixed forecast, etc.
2. Multiple ways to do budget entry
   1. Maintain annual or monthly budgets by simply keying in the amount directly on the budget entry screen or break down into more detail using components.
   2. User-defined entry screens for entering budget detail.
   3. Columns of entry are user-defined including formulated columns to compute budgets.
   4. Budget detail can be entered on a monthly or annual basis. If annual you can distribute the monthly budgets in various ways.
   5. Start with a template for budgeting common types of accounts, including Generic, Membership, Payroll, Programs, and Program Income.
   6. Entry screens are defined for a range of accounts.
3. Actuals / Budgets screen
   1. Viewing actuals and budgets as well as doing budget entry for a chart of account is all done from the same screen.
   2. Presents a grid of monthly actuals and budgets in a user-defined view for an unlimited number of years.
   3. Allows the user to specify what columns they want to see and in what order.
   4. User-defined variances and formulas.
   5. Double-click on any actual figure to drill down to the G/L transactions that makes up this number.
   6. Browse years of actual and budget figures for a range of account numbers summed together on one screen. i.e. All accounts in one department summed.
   7. Option to utilize graphs for visual aids.
   8. Print or export to Excel whatever is displayed at any moment.
4. Global Budget Tools
   1. Can calculate percentage increase, trend based on past years, and average percentage increase.
   2. Can be used for calculating the budget amount for an account based on a percentage of a group of other accounts. (For example, FICA and/or workmen's comp expenses are calculated based on a percentage of salary expense.)
   3. Allow calculation of budgets for a range of accounts rather than working with individual accounts.
   4. Can spread an annual budget (for a selected group of accounts) into monthly budget either evenly or on a percentage based on last year.
5. Formulas for calculating next year's budget and hold in a worksheet until you have selected a budgeted calculation. i.e. Calculate a 2% increase over previous year's actual amount. Then calculate a 3-year trend and compare to the previous calculation.
6. Ability to import budgets so that it can be worked on outside of the system and then imported back in. i.e. This feature is very beneficial for a branch manager when they want to work on the budget at home and then bring it back into the system.)

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 Accounts Payable

1. Vendors
   1. Search by name or vendor number.
   2. Inactivating a vendor disallows future entry but holds all history.
   3. Ability to categorize vendors by vendor type.
   4. Option for electronic payments (EFT).
   5. A/P vendor history displays both invoice and payment information, regardless of payment type: computer printed checks, manual checks, automatic bank drafts, or EFT vendor payments.
   6. Easy voiding of invoices.
2. Invoice Entry
   1. Invoices are entered into a batch. Multiple users may enter invoices into the same batch or individual batches. Batches can be posted at any time: weekly, daily, or several times a day.
   2. Invoices can be tied to a purchase order.
   3. Checks budget remaining. Option to allow, warn, or stop entry if budget is exceeded for this account.
   4. Search ability for vendors, account number, etc.
   5. Ability to clone a prior invoice for a vendor, make changes, and add the new invoice.
   6. Optional warning if the invoice number already exists for this vendor, to avoid duplication of entry.
   7. Entry to any month is allowed, past, present, or future, depending on settings.
   8. Enter Recurring Invoices as well as payments that repeat every so often. Then post them at month-end or however often they occur.
   9. Ability to set up a predefined split for an invoice that is always split between account numbers. i.e. You may set up a split named TEL for a telephone bill that is always split with the same % split among an unlimited number of accounts. When entering the invoice, you simply enter the whole amount, enter the split's name (TEL) and the computer calculates the % split amount for the account numbers. The split can then be changed on the fly.
   10. Invoices may be deleted while still in batch. After invoices are posted as live, they must be voided rather than deleted.
   11. Ability to mark an invoice “On Hold” to temporarily stop payment.
   12. Import invoice and payment information from any file.
3. 1099 Reporting
   1. System contains tool for analyzing vendor payments at end of the year and printing 1099-MISC forms.
   2. Examples of filters are:
      1. Display vendor total payment, amount tagged for 1099, and amount not tagged for 1099.
      2. Display vendors with/without W9 on file.
      3. Display vendors paid over user-designated dollar amount and no W9 on file, etc.
   3. Option to print 1099-MISC forms on either preprinted forms or blank paper.
   4. Generates file for transmittal to the IRS.

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 Cash Disbursements

1. Option for utilizing more than one cash account (per fund) for issuing payments.
2. Option for setting up a master Accounts Payable fund where payments are made through the master fund with each coinciding fund feeding the master fund its share. The computer auto-generates the due-to and due-from entries between funds.
3. Payment Process
   1. Tag selected invoices for payment.
   2. Enter payment information.
   3. Print checks; reprint if necessary; restart printing in middle of print job.
   4. Create EFT file if necessary for transmittal to the bank.
   5. Post payment batch.
4. Ability to pay invoices upon entry or at a later time.
5. Ability to track bank drafts by assigning an EFT number to the vendor payment.
6. Print on preprinted check stock or blank check stock using a MICR toner cartridge.
7. Check forms are completely customizable.
8. Option for computer-printed signatures, with a set dollar threshold that requires a manual signature.
9. Payment Cards
   1. Ability to mark an invoice with a payment card, which is used for a credit card, pay card, debit card, or charge card.
   2. This is for the purpose of entering A/P invoices and payments to the purchasing vendor, but issuing the payment to a separate vendor.
   3. This way all history remains in the purchasing vendor when browsing history, but you can also see it when browsing the payment vendor, like a credit card statement.
10. Ability to create a positive pay file to send to the bank.
11. Easy voiding of checks with option to reopen the invoices, avoiding reentry of the invoices. All necessary accounting for the void is automatically handled.
12. Bank Reconciliation
    1. Ability to manually mark checks returned from the bank for reconciliation purposes.
    2. Option to import a data file of returned checks from the bank.

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 Purchase Order

1. Enter purchase orders under a branch.
2. Complete approval system.
   1. Requests and approvals can be automatically emailed.
   2. Print or export requisitions to Word.
   3. Approver tables are set per branch.
   4. Conditional approvers can be added for specific account ranges.
3. Attach a file to each purchase order.
1. Browse the attachment at any time. This allows you to be paperless!
4. Security for branch incorporated.
5. Browse, add, edit, delete, post, or close purchase orders.
6. Option to encumber budget money by utilizing purchase orders.
7. Can choose to use with or without encumbrance.
8. Invoices can be tied to a purchase order number for in-house control purposes.
9. Includes reports for open and closed P.O. journals.
10. Option to browse open and/or closed P.O.'s for a selected vendor, as well as ability to browse all P.O.'s and filter them to find the one you're looking for.

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 Object Tracking

1. Used for tracking grants, projects, fixed assets, work orders, and other. Can be used for a very wide range of objects.
2. Completely user-defined object structure.
3. Option to tie or not tie to General Ledger.
   1. If tied to G/L, in entry, can enter an account that gives you object(s) or an object that gives you account(s).
4. Ability to create user-defined columns for objects or just a part of the object number.

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 Asset Management

1. Automated tracking of acquisitions and disposals.
2. The various information to be recorded for an asset is defined by the user.
3. Assets can be linked to any vendor invoice related to the purchase of the asset.
4. Allows for the entry of both depreciable and non-depreciable assets.
5. Includes asset label printing for inventory purposes.
6. Ease of entry when adding multiple quantities of the same asset.
7. G/L expense accounts are defined by asset type.
8. Automated posting of monthly depreciation to the general ledger.
9. Ability to move/track assets for inventory and general ledger.

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 Accounts Receivable

1. Includes a list of payors within a subsidiary.
2. Contains both invoice and receipt entry.

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 Standard Features

1. Generic Report Writer
   1. Create reports from any data source inside or outside of SGA data.
   2. Connect to any data source that supports an OLEDB connection, whether it be SQL Server, iSeries, Access, an Excel spreadsheet, etc.
2. Create dashboards, which are simply multiple reports open on the same screen in smaller windows.
3. Move columns in the order you prefer simply by dragging them.
4. Sort columns simply by clicking on the column header within a grid.
5. Print or export any grid to Excel is always available.

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 Security

1. Security is set for every menu option on a user and/or group basis.
2. Each user has a user name and password to sign on to the system.
3. User preferences (Each user can set his/her own preferences for screen colors, font sizes, etc.)
4. Account restrictions can be set so a user is limited to a range of G/L accounts for browsing, entry, and printing. A major benefit to this is users only get their branch or range of accounts when running reports.

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 Help Documentation

1. Help is available for any option by pressing F1.
2. Includes a table of contents, topic index, and complete word search.
3. Links to related topics within help context provide additional information.
4. Help illustrations give step-by-step instructions in picture form.