Stock, Garber, and Associates, Inc. - Specializing in Fund and Corporate Accounting, Payroll HR, and related software systems.

  Corporate, Government, and Fund Accounting



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General Features


  • Works well with meeting the FASB reporting requirements
  • Works great with Y-Metro, Protivity, The Raiser's Edge, or any other third-party software
  • Heavy integration into Excel
  • Powerful financial report writer gives you nice standard reports and the ability to design your own with ease
  • Ability to "drill-down" from report writer to any level of your chart of accounts, including transaction history
  • Highly advanced budget package including graphs and budget detail
  • Security settings control viewing and entering data by any range of accounts
  • Simplified month-end and year-end closing
  • Allows entry to prior year, even after it's been closed, which auto-adjusts closing entries for you
  • Extensive help documentation and fast response for phone and e-mail support

Features in a Detailed Outline


General Ledger
Budgeting
Accounts Payable
Cash Disbursements
Purchase Order/Requisitions
Object Tracking
Revenue and Accounts Receivable

Security
Help Documentation

 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 for current year and 4 past years as well as budget and encumbered figures.
      5. Ability to drill down to browse unlimited past general ledger detail history with a right click on any account. 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 month that is defaulted on all entry screens.
    2. Daily Entry
      1. Enter invoices, paychecks, and journal entries to the assigned transaction month/year. The transaction month/year governs where the entry will hit general ledger.
    3. Month End
      1. Run month-end update option. This is for the purpose of holding the current month figures in a holding file. It also recalculates balances from the beginning of last year guaranteeing that all account balances are correct.
      2. Print any journals and month-end reports.
    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. Year-end reports can be printed at any future time.
    5. 13th Month - NO SUCH NEED!
      1. There is no such need for a 13th month. Journal entries can be made to last year.
      2. If a journal entry is made to last year, the computer will make any necessary closing entries.
      3. Year-end reports can be reprinted at any time.
  5. Reporting
    1. Print General Ledger Reports
      1. Can be printed for any range of G/L accounts for a selected range of time.
      2. Can be exported to Excel.
    2. Print A/P Reports
      1. Journals are available for A/P invoices, check registers, purchase orders, and/or journal entries.
      2. Ability to print in vendor number order or account number order in any range of dates or accounting periods.
    3. Print Financial Report Writer
      1. Each report can be completely user-defined and saved as such. User has the ability to select the range of accounts to print and the time period for up to four years prior.
      2. User can save a list of reports, which can then be printed or written to a PDF writer and automatically emailed. Reports are laser printed and easy to read.
      3. User can create a report selecting up to 18 columns of actual and/or budget figures to print.
      4. 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.
      5. User can define the level break of any report (any summary level- corp., branch, etc., or any detail level- major account, minor account, etc.)
      6. Report format is saved on the report drop-down menu.
    4. Online Financial Reporting
      1. User is able to build a financial statement on the screen. 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 (2, 3, or 4 years ago), dollar or percent variance, etc.
      2. Statement can be displayed at any component level of the account number. 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.
      3. 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.
      4. Statement can be printed, emailed, or exported to Excel. Once in Excel, it may also be used as an online financial query for balance sheet, budget, and income/expense statements as well as an account browse interface from which to "drill-down".
  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 previous journal entry. This is a time saver if you have standard journal entries every month. Simply clone a previous one, change amounts or whatever needs changed, and post.
    4. Ability to import data from outside systems (i.e. Payroll, Sales, etc.) as journal entries.
    5. If using SGA's payroll system, the journal entries are imported from the payroll system and A/P invoices pertaining to payroll are imported as well (into the A/P system).
  7. Importing
    1. Nice import from Protivity and export of chart of accounts directly into Protivity.
    2. Import from Y-Metro.
    3. Ability to import from any ASNA or AS/400 file, Excel spreadsheet, or text file as a journal entry batch. This is how we import from Payroll and Sales systems.
    4. 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#.

 Budgeting

  1. 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. Ability to fix forecast at any point in the year.
    4. Allow calculation of budgets for a range of accounts rather than working with individual accounts.
    5. Can spread an annual budget (for a selected group of accounts) into monthly budget either evenly or on a percentage based on last year.
  2. Ability to maintain annual or monthly budgets by simply keying in the amount on the budget entry screen.
  3. Option to break down the monthly budget into even more detail. Has worksheet ability to calculate quantity, cost, and occurrence. i.e. A budget amount for salaries for an office staff could be broken down into components listing each individual person.
  4. Budgets may be entered for current year or up to 3 future years.
  5. Option to utilize multiple menu-option tools 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. Budget browse screen shows actual figures as well as budget figures for 4 past years, current year, and 3 future years as well as dollar or percent variance columns. User can hide or unhide displayed columns to his/her preference.
  7. Ability to click on any actual figure and drill down to view the G/L detailed history that makes up this number.
  8. Ability to browse years of budget figures for a range of account numbers summed together on one screen. i.e. All accounts in one department summed.
  9. Option to utilize graphs for visual aids.
  10. Ability to export the information displayed on the screen to Excel.
  11. Ability to export budget information for a range of accounts to Excel 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.)

 Accounts Payable

  1. 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 previous invoice for a vendor, make changes, and add the new invoice.
    6. Entry is allowed to last month, current month, or next month, while checking for invalid dates.
    7. Ability to enter an entire year (or more) of invoices as Recurring Invoices and each month post that month's entries. i.e. This might be helpful for a year's rental payments. At the beginning of the year, enter 12 invoices (for each accounting period), which encumbers the budget for the whole amount.
    8. Ability to set up a split code 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.
    9. Invoices may be deleted while still in batch. After invoices are posted as live, they must be voided rather than deleted.
  2. 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.

 Cash Disbursements

  1. Option for utilizing more than one cash account (per fund) for issuing checks.
  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. Creates computer-printed laser checks by using the following method:
    1. Tag selected invoices for payment.
    2. Create a check batch.
    3. Print checks. Reprint if necessary. Ability to restart printing in middle of print job.
    4. Post check batch.
  4. Ability to assign a manual check number to invoices upon entry or at a later time.
  5. Can print on preprinted check stock or blank check stock using a MICR toner cartridge.
  6. Credit, Debit, or Charge Card
    1. Ability to mark an invoice as a credit card payment. You can also use this for a debit or charge card.
    2. This is for the purpose of entering A/P invoices and checks to the purchasing vendor, but writing the check to the payment or credit card 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.
  7. Ability to create a positive pay file to send to the bank.
  8. Bank (Check) 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.

 Purchase Order/Requisitions

  1. Purchase Requisitions
    1. Enter requisitions according to a location/branch.
    2. Complete approval system.
      1. Requests and approvals can be automatically e-mailed.
      2. Print requisitions or export to Word.
      3. Approver table per branch.
      4. Additional approvers can be specified according to the purchase type.
      5. Easy to approve by simply checking the requests you wish to approve.
    3. Attach a file to each purchase requisition.
      1. Browse the attachment at any time. This allows you to go paperless!
    4. Security for location/branch incorporated.
    5. Browse, add, edit, delete, post, or print requisitions.
    6. Includes discounts and shipping/handling options.
    7. Add comments.
  2. Purchase Order
    1. Option to encumber budget money by utilizing purchase orders.
    2. Can choose to use with or without encumbrance.
    3. Invoices can be tied to a purchase order number for in-house control purposes.
    4. Option to print purchase orders upon entry or upon request at a later time.
    5. Includes entry, print, close, void, and browse.
    6. Includes open and closed P.O. journals on a daily and month-end basis.
    7. Option to browse open and/or closed P.O.'s for a selected vendor, as well as ability to browse all P.O.'s in number order.

 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 fields for objects or just a part of the object number.
  5. Online Financial Reporting
    1. User is able to build an object financial statement on the screen. User selects a range of objects and the amount columns to display such as: current month, year-to-date, annual budget, monthly forecast, prior year (2, 3, or 4 years ago), dollar or percent variance, etc.
    2. Statement can be displayed at any component level of the object number. 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 actual General Ledger history.
    3. Contains user-defined format with the ability to filter amounts.
    4. Statement can be printed, emailed, or exported to Excel.
  6. Includes full-blown budgeting with the ability to tie in with G/L accounts.

 Revenue and Accounts Receivable

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

 Security

  1. Security is set for every menu option for every user. It allows/disallows access to the option, and determines whether or not entry is allowed for that option.
  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. Security filtering 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, when users go to browse or print a report they only get reports for their branch or range of accounts.

 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.
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