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Table of Contents
FREY Municipal Software is a team of public sector market leaders with extensive firsthand experience in
our clients business. FMS has spent decades developing and refining applications to manage the core
public sector functions associated with Budgetary Finance, Payroll and Public Utility Billing and
administration. Our promise is to deliver a suite of "Perpetually Modernized Software Applications" that
will supercharge the successful management of the unique procedures found in thousands of community
municipal offices throughout the US.
BUCS® Budgetary Control System
BUCS® System features and modules ............................................................................................................ 4 Sample Screens ............................................................................................................................................ 15 Sample Reports ............................................................................................................................................ 16 Fund Accounting Software Is Different ....................................................................................................... 20
CHIPS® Payroll System
CHIPS® System features and modules ......................................................................................................... 23 Sample Screens ............................................................................................................................................ 29 Sample Reports ............................................................................................................................................ 30 Payroll Check Sample ................................................................................................................................... 33
CUBIC® Utility Billing and Control
CUBIC® System features and modules ......................................................................................................... 34 Sample Screens ............................................................................................................................................ 42 Sample Bill Formats ..................................................................................................................................... 43 Sample Reports ............................................................................................................................................ 46
Services
Customer Support/Training ......................................................................................................................... 52 Product Presentations and Demonstration ................................................................................................. 52 Pricing .......................................................................................................................................................... 53
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BUCS® Budgetary Control System Designed for Microsoft Windows®
The BUCS®, Budgetary Control System is a fully integrated, True Fund Based Accounting System designed to meet the specialized needs of government, nonprofit, and utility operations. The BUCS® system is an easy-to-use system, that simplifies your everyday task, streamlines processes, and provides control, insight, and security that helps save you time and money—all backed by a level of service you can depend on. BUCS® real-time processing environment allows records to be instantly updated with each transaction while performing all editing and cross-checking instantly to ensure accuracy. Standardized financial statements can be expanded and customized to complement the requirements of your operation and include features that enable internal and external queries using EXCEL® and Crystal Reports™. BUCS® is modular, allowing your organization to customize and build your system to meet your specific needs. General Ledger is the foundation of BUCS® upon which you will build your organization’s system based upon the number of concurrent users and features you require. Building your BUCS® System: As you evaluate each module's function, place the appropriate mark in the green box found next to the description of the module. For features that require you to select a quantity such as multi-user indicate the number of active users you will require with a number in the green Users box.
= Need =Don’t Need =Not Sure = Users Module Index
Accounts Payable Page 7 Cash Receipts Page 12 Fee Receipts Page 12 Accounts Receivable Page 11 Check Reconciliation Page 9 Fixed Assets Page 12 Advanced Allocations Page 6 Combining Reports Page 13 Requisition Control Page 10 A/P Positive Pay Page 9 Credit Card Tracker Page 9 Inventory Page 13 Accounts Payable ACH Page 7 Data Dictionary Page 13 Blank Check Stock Page 14 Budget Planning Page 6 Encumbrances Page 10 Electronic Filing Page 14 E-mail Account Page 14 Departments Page 14 Indiana Gateway Page 14
BUCS® General Ledger General Ledger is the foundation of the BUCS® system. It contains programs to establish and maintain the free-form twenty-nine digit alpha/numeric chart-of-accounts. Included are functions that allow posting,
analyzing, and reporting on all account activity. Extensive drill-down capabilities are found throughout the system. Tight budget controls are available, found only in a financial system designed for vigorous fiscal management. Special features like allocation posting are provided. A complete set of financial statements can be designed, grouped, and printed according to a user-defined timetable using the “Report Scheduler”. One can also export financial reports to EXCEL® for further refinements. All of these tasks are accomplished following the Generally Accepted Accounting Principles (GAAP), Financial Accounting Standard Board (FASB) and Government Accounting Standards Board (GASB) guidelines for fund accounting.
Favorites can be set up displaying user-specific commonly used processes, as well as defining a user
specified workflow for common processes
Import a Chart of Accounts from an Excel® template for streamlined implementation
Fund wizard; automatically generate a new fund based on an existing fund; generates the new fund its
chart of accounts and associated reports
Journal Entry Notes
Extensive Drill down capabilities throughout the system
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Preview reports, send to PDF, print or export to Excel®
Unlimited prior year reporting
Security by user, program, account numbers
Program preferences by user name
Amounts to 99 billion
Journal Entry reminders may be set up to ‘load’ entries at a specified time and on a reoccurring basis
Force balanced entries, settings/preferences
Force balanced Fund entries, settings/preferences
Automatically reverse entries comprised of a single or complex items
Validate Budget interactively
Unlimited Notes Available for Funds; Accounts; Projects & Investments, utilizing Follow up alert dates
and supporting image and document attachments
The investment manager allows for user-defined types for tracking stocks, CDs, bonds, etc.
Prior Year may remain open for up to 11 months (closing will automatically reconcile closing balances
to opening balances for the current year)
Annual updates provided online; interim updates online
Backup options defined in settings/preferences, as well as automated backup, prompts for a critical
process such as check print and period closing
Follows GAAP, FASB & GASB guidelines for Fund Accounting
Free-form, twenty-nine digit alpha/numeric Chart of Accounts
Inactivate closed accounts status eliminates erroneous postings
Program preferences by user name
Reminders Types: General, Journal entry, Invoice, Cash Receipts
Analytics with Account Graphing, compare current to the prior year(s)
Unlimited Funds can be established and managed in BUCS®
Allocation of postings is a standard function
Recurring entries supported through a library of user-defined templates
Journal entries can be saved and posted at a later date/time
Extensive/Unlimited posting history
Archive postings
Tight budget controls, settings/user preferences
Appropriation Limit Tests set at Fund level (None, Warning, Halt), settings/preferences
Comprehensive budgetary process. Original Budget, Revisions/Amendments; Transfers; Carryover
Transfers supported interactively, as well as rich budget planning features (see budget planning module)
Process in current & future period
Complete set of financial statements
Powerful report generator for financial reports
User-defined formatting, totaling, sorting and selection of reports
User-defined roll-up reporting of all funds
Export financial reports to Excel®
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Report Scheduler, printed or send to Excel®; Excel® creates a single workbook file with multiple titled
report tabs in Excel® format to save or share with ease
Grant/Project Tracking
Grant reporting, Month-To-Date, Year-To-Date, Grant-to-Date
Suspended year-end closing
Prior Year Encumbrances automatically roll forward to General Ledger posting carryover budget transfer
entries
Automatic year-end closing entries without loss of detail.
Payables, Cash Receipts, Accounts Receivable, Payroll entries interface to General Ledger automatically
Graphical Analysis tools to generate Checking Account Analysis, Fund Account Analysis, Fund
Revenue/Expense Analysis, & Fund Budget Analysis
Multi-User Module (indicate the concurrent number of users you require for payroll administration)
If your organization's administration requires multiple persons to be active in the finance system simultaneously you will need to determine the number of active users you will require.
BUCS® is a true multi-user system, multiple users can access the finance system simultaneously
Features include record locking, operator logs, active users, and restricted access by user
Accounts Payable Module Integrates seamlessly with General Ledger. One of the Accounts Payable's most powerful functions is processing multi-fund invoices for payment. Invoice entry, source document scanning, check preparation,
encumbrance reconciliation, purchase order documents, and paid invoice history are a few of its features. Create recurring invoice formats for monthly items, such as leased equipment, to eliminate re-keying information. Accounts Payable maintains complete vendor data: including spending history, balances, 1099’s, invoice history, correspondence documents, user-defined notes, multiple remit-to addresses, and more. Cash and Accrual methods are supported by the fund. Utilize the Blank Check Stock module to print your checks for A/P.
Vendor Data stored
Vendor Spending History
Vendor balances
Vendor Email
Global vendor email options for batch email notifications
Default vendor account General Ledger account can be assigned
Vendors for E-Pay, Check, & ACH
Vendor Classes, user-defined, group types of vendors together- ex.: Utility Class; all utility services
Vendor graphing, graphs spending with a vendor for Current Year vs. Prior Year
From Vendor screen, access all information for the vendor (outstanding invoices, paid invoices, check
history, posting, encumbrances, PO’s) Extensive drill-down capability
Maintain all vendor payments online
Support Multiple Vendor Remit-To Addresses (one vendor can have multiple mailing addresses)
Supports one-time and temporary vendors
Add vendors “on the fly”; easily add a new vendor during invoice processing
Correspondence Documents, scan and attach images or documents to a record
User-defined note types
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Vendor Invoice scanning, attach to entered invoice for an electronic copy
Vendor Mailing Labels can be printed
1099 printing for current or prior year
Cash & Accrual Methods by Fund
Multi-fund invoices for payment
Invoice Entry
Source Document Scanning and attachment to record
Integrated with Microsoft’s Word® for Mail Merge and notification templates (user-defined)
Recurring invoice template library
Batch Loading of standard invoices
Duplicate invoice identification safeguard feature
Pay multiple invoices on a single check
Pay from multiple funds on a single check
Specify a separate check to be issued for an individual invoice
Chose to pay invoices by the due date, vendor name, vendor number, invoice number or user initials
Security for invoice processing, adding invoices, releasing invoices for payment, check print function
Electronic Payment Processing, process payments made online, auto withdrawn, etc.
Multiple check options, including Blank Check stock option (Blank Check Stock Module)
Check preparation
Automatically updates postings to General Ledger associated with check run
Invoice History
Extensive Paid Invoice History
Fully integrated encumbrance system (Encumbrance Module)
Purchase Order Documents
Encumbrance reconciliation
User-Defined Voucher Report can be printed after the invoice report and/or after check registers
Bank Reconciliation Module It provides a convenient mechanism to reconcile bank accounts. It handles both checks and deposits. A “void” feature automatically reverses all accounting entries created when the voided check was prepared. It also
allows the examination of outstanding, cleared, and voided checks prior to purging reconciled checks from the file.
A convenient mechanism to automate the reconcile action of bank accounts
Handles checks, electronic payments, ACH transactions, deposits, interest, bank charges, and
adjustments.
Voided check with auto reversal of all associated accounting entries
Examination of outstanding cleared & voided checks
Interest earned and bank charges posted, posting J/E automatically
Complete Reconcile option
Easily reconcile bank statement by seeing all activity that has occurred
Multiple reporting options
Quickly view cleared/outstanding transaction during the reconciliation process
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Drill down to Source Document of any transaction
Bank Reconciliation is fully integrated with Accounts Payable, General Ledger, Cash Receipts, Fee
Receipts, A/R, CUBIC® (Utility Billing System), & CHIPS® (Payroll)
Supports a maximum 99 Checking Accounts, 1 per fund
Electronically import cleared checks and all paid items(Positive Pay module)
Multiple dates tracked for a check, check date, cleared date, void date
Check Void notes
Unlimited check history
Advanced Allocations Module The ability to process allocations is a standard part of General Ledger. However, some clients manage a large number of projects and/or grants that require pooled overhead to dynamically be distributed to those
operations. Advanced Allocations fulfills that need by dynamically analyzing activity in each operation and then distributes pooled accounts accordingly.
Supports advanced allocation methods required by some, not for profit organizations
Not required for Municipal Fund Accounting
Allocate Pooled expenses according to a predefined base
Establish allocation rules to calculate based on an expense ratio
Cost Pools are allocated based on a defined base
Automatic fund balancing of allocated amounts
Unlimited Allocations can be setup
Allocation Reports are archived
Budget Planning Module A powerful tool that simplifies the preparation of budgets, it allows the establishment of annual and/or period budgets based on current budget figures, last twelve months of actuals, zero-based, and/or specified
amounts. Once a draft has been created, it may be modified by a discrete line item or by object category. For example, it can be specified that all supply expense accounts should be increased by ten percent, all phone expense accounts are decreased by three percent, and all professional dues accounts be increased by five dollars. Budget Planning also offers a Cash Flow projection report by the fund. Once the plan has been approved, it can be transferred to General Ledger for implementation in one easy step. Integration, via ODBC, with Microsoft's EXCEL®, is also available.
Preparation of budgets can begin at any time without affecting the current budget
Allows for annual and period budgets ( Semi-Annual, Quarterly or Monthly)
Budget can be entered/calculated multiple methods including imported from Excel®, keyed in by
account, and calculated by a range of accounts
Can be based on current figures, last 12 month actual, zero-based, or specified amounts
Adjust plan amounts by percent/amount; increase/ decrease
Global budget increases or decreases by percent or amount
Budget notes can be added to individual line items
Up to 5 years of future budget projections can be stored
Future plans can be implemented as the starting point for next year’s budget
Maintains a history of budget entries and changes.
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All budget changes are tracked (posted)
The original budget, budget revisions/amendments, and budget transfers are tracked separately, along
with the total budget amount.
Budget Planning automatically updates to General Ledger when the user specifies
Integrated MS Excel® functions through ODBC
Budget Worksheets: print preview or Excel®
Numerous reports can be exported prior to the budget being validated
Cash Flow projection report by fund
Budget Analysis reports compare current/actual; previous/actual; new plan; and projected plans
Accounts Payable ACH Module Pay vendors via ACH rather than traditional checks. Greatly reduce your accounts payable workload, no printing checks stuffing envelopes or postage cost.
Follows rules for Automated Clearing House and NACHA file format
Prenote Test File integrate feature creates ACH test file for easily validating vendors banking data
Bank Institution dropdown, store and select commonly use Banks and associated Routing numbers
Vendor ACH start date stored
Notifications, email vendor, when ACH payment has been processed
Vendor Email notifications contain invoice number, invoice amount, invoice description, and date
ACH Payment automatically posts all journal entries
ACH Payment type “for Bank Reconciliation identification purposes”
Credit Card Tracker Module Streamlines and enhances the processing of credit card transactions. Charge slips are entered as invoices and marked as credit card transactions. When the statement arrives, all slips are presented online for
reconciliation. It provides a true picture of vendor activity and highlights the misuse of credit cards.
Streamlines & enhances the processing of credit card transactions
Charge receipts entered as invoices & marked as credit card transactions
Transactions can be entered as they occur/are submitted
Immediately impacts encumbrance and budget activity
Reconcile transactions that have already been entered that are included on your credit card statement
Detail activity is always available
Provides true spend picture by the vendor rather than credit card only
Positive Pay Module Positive Pay generates a file to transmit to your banking institution. This file contains the dates, check numbers, and amounts relative to each check item. The bank uses the data contained in this file to validate
each check as it attempts to clear your account. It prevents fraudulent alteration of your check amounts. Many banks are no longer absorbing the cost of altered checks. They are passing the responsibility on to the customer.
Fraud deterrent feature support often mandated by Banking institutions
Generates file to transmit to bank
Positive Pay file contains the date, check number & amounts; the date in this file is used to validate all
items as they attempt to clear your account, halting any exceptions for further examination.
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Encumbrance Processing-Purchase Order Module Encumbering reserves budgeted money for issued purchase orders or contracts. It is used by organizations that require the obligation of funds, typically governments and educational institutions. Expense items
affected by the encumbrance establish reserves that control overspending. These accounts are automatically updated when the actual invoices are processed. Reusable formats are available for recurring encumbrances to minimize rekeying.
Reserves budgeted money for issued PO’s or contracts
Accounts automatically updated when invoices are processed
Reusable formats for recurring encumbrances
Carryover encumbrances from previous years tracked as well as amounts liquidated, expenses from the
prior year
Track prior-year encumbrance individually
Encumbrance may involve any number of General Ledger accounts
A blanket vendor can be assigned to purchase orders allowing the vendor to be selected at invoice time
Multiple-Purchase Order formats, including customizable/user-defined with Crystal reports
Multiple Purchase Order documents can be printed
Purchase Order document can include any combination of encumbrances, requisitions (approval list),
and the remaining balance
The purchase order number can be automatically generated or over-ridden by user
Invoice entry automated, carries forward from encumbrance, only invoice specific info entered
Override encumbrance if expense exceeds encumbrance, Encumbrance tolerance levels, for invoices
that are more than the encumbered amount (user-defined exception by amount/percent)
Vendor may be added from encumbrance input screen, add vendor on the fly
Partial or Entire Encumbrance Liquidation supported
Automatically validates account numbers and available budget amounts.
Encumbrance Comment (Note) available for approval notes
An image can be attached to Encumbrance
Associated liquidating invoices for an Encumbrance easily viewed through drill-down
Requisition Control Module Working in conjunction with the Encumbrance and Accounts Payable modules, a requested purchase order is passed through the appropriate sign off levels and approved or rejected. The system automatically passes all
relevant information from step to step. It also obligates the funds affected by the issuance of a purchase order. All of the sign off levels are user-defined.
Works with Encumbrance Control
Requested PO is passed through appropriate sign off levels and approved or rejected
Multiple levels of approval by dollar amount
Passes all relevant information from step to step
Obligates the funds affected by the issuance of the original
Approval/Requisition history stored on each encumbrance
All sign off levels are user-defined
Rejected Encumbrances can be saved for reference
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Users automatically prompted when encumbrances need approval
Users also automatically prompted when encumbrances have been approved or rejected
Option to email users when they have encumbrances that they need to approve
Accounts Receivable Module This option provides complete multi-fund billing and receivable functions that automatically dovetail with General Ledger. Set up and maintain complete customer profiles. Standard (recurring) and miscellaneous
billing functions are enabled. An item list can be created to enhance the billing process. Balance Forward and Open Item processing methods are included. Invoicing, statement preparation, aging reports, and sales history reports are included. This option provides the tools to create, track, and report an organization’s miscellaneous billing needs. Invoices and statements can optionally be formatted using Crystal Reports™.
Complete customer profiles
Unlimited Ship-To addresses designated for a customer
Unlimited customer history
A global customer email option
Unlimited customer notes for image attachment as well as follow up alerts
Customer Statement option
Customer class can be set up to group different types of customers
Customer Mailing Labels can be printed
G/L code predefined for billing and receipt entries
Multi fund billing and receivable functions, auto post in General Ledger
Standard (recurring) billing
Batch Billing can be set up to generate a bill for the entire batch at one time
Miscellaneous billing
Easily see which invoices haven’t been paid
Items set up for billing
The default price for an item can be defined as well as override amounts.
Invoice Reprint option
Multiple Invoice options, including customizable Crystal ReportsTM option
Credit memo options
Invoicing, statement preparation, aging reports, sales history reports
Payment Process: Select which invoice(s) to apply payments to
Payment reversal options
Over Payments easily maintained for applying to invoices in the future or automatically create a refund
check
Receipt & Billing Journals
Automatically updates the general ledger
Aging reports
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Cash Receipts Module This option enables swift and efficient entry of receipts with automatic balancing and a Cash Receipt Journal. This is especially useful when processing receipts that must be distributed to several revenue accounts and
different funds. The appropriate revenue and cash accounts are automatically validated, balanced, and posted to General Ledger.
Swift & efficient entry of receipts
Auto balancing
Cash receipts journal
Standard Receipt templates can be set up, saved in a library and selected from a dropdown
Cash Receipt History available
An image can be attached to a Cash Receipt
Data stored with miscellaneous cash receipt including (reference, description, batch id, check, deposit,
project, comment)
Appropriate cash accounts automatically updated/posted to General Ledger
Fee Receipts Module Prepares receipts and certificates for miscellaneous fees that are collected. Examples: building permits, pet licenses, business licenses, burning permits, park shelter rentals, event vendor licenses. Documents can be
user-defined/customized using Crystal Reports. Complete accounting, inquiries, and reports are also provided.
Database for maintaining “Client” records of renewable Certificates/licenses/permits
User-defined/designed certificates and receipts for fees collected
Documents are custom created via Crystal reports™
Complete accounting, inquiries, and reports
Fee Receipt templates are created for each type of receipt
User-defined fields on a template for specific needs
Images can be attached to the Fee Receipt
All journal entries are balanced and automatically posted
Names and addresses entered on fee receipt
Full History of all Fee Receipts processed
Fixed Assets Module Establishes and maintains the files for fixed asset data and accounting distributions. Items can be added on-the-fly while processing invoices. Calculate depreciation on depreciable items and create appropriate entries
for the general ledger. A facility is also available to calculate replacement cost for insurance purposes. Applicable reports and asset labels are produced.
Handles all asset information
Multiple Statuses and Classes available, including Active, Inactive, Damaged, Depreciated, Disposed of,
Donated, Missing, Retired, Sold, Traded-In, & Transferred, non-depreciable
Establish and maintain files for fixed asset data and accounting distributions
Fixed assets can be added on the fly during invoice processing for an asset item
Depreciation calculation; Straight Line and Declining Balance Depreciation methods
Depreciation History
Depreciation can be processed but the user determines if/when posted to General Ledger
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General Ledger entries posted for depreciation
Depreciation can be allocated to different funds/accounts
Last Depreciation Amount, Year-To-Date Depreciation, Depreciation-to-Date, & life used
Original Purchase information stored: purchase date, the purchase amount, asset life
Ability to scan image of a fixed asset as well as invoice associated with the purchase of a fixed asset
Unlimited Fixed Asset Notes, including follow-up reminders and scanning
Replacement cost calculation for insurance purposes
Reports and labels
User-defined Fixed Asset classifications
User-defined fields are available.
Combining Reports Module Used to create and maintain an alternate chart-of-accounts for reporting. This alternate account scheme enables different accounts to be assigned and accumulated under a common format. It is ideal for linking,
rolling up, and formatting numbers for reporting purposes. It also has the capability to produce GASB Statement 34, FASB 117, and other types of columnar reports.
Alternate chart of accounts for reporting
Ideal for linking, rolling up, and formatting numbers
GASB 34 & FASB 117 columnar type reports.
Data Dictionary Module Provides a gateway for ODBC compliant applications to access the BUCS® Budgetary Control System data. This enables the performance of ad hoc inquiries, reports, and file transfers to other systems. Extract any field
and design reports using EXCEL, Crystal Reports, Word, Access, and other software products. It also provides the ability to publish financial reports in EXCEL and Adobe PDF formats.
Gateway to ODBC compliant applications
Ad hoc inquiries, reports, and file transfers
Extract data to Excel®, Crystal ReportsTM, Word®, Access®, etc.
Inventory Module Inventory for BUCS®, provides an integrated feature for establishing, tracking use, ordering, and reporting on the long list of consumable items every office utilizes in daily operations.
Unlimited inventory items
Average unit cost & last unit cost
Quantity on hand, on order, minimum stock, and reorder quantity
Supports tracking ordered items, received items, items used, and adjustments
Includes Stock Status Report
Includes reorder worksheet to see items that are below the minimum stock required
Includes an activity (history) report
Includes a Physical List to take an inventory of the items
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Blank Check Stock Module The Blank Check Stock Module for BUCS® provides a fully integrated feature enabling the complete printing of all your checks on the “blank” check stock! Control costs and eliminate waste as check changes can be made
and implemented immediately. No need to destroy volumes of unused check stock, or have new checks printed.
Utilize one check stock supply for numerous checking accounts
Digital signatures are supported
Single or multiple signature lines
Define all necessary bank information
Generates MICR character data line
Company Logo image and address lines, all data user-defined and configurable
Generate 100% complete check in a single printer pass
Eliminates fraud concerns associated with traditional blank checks lying around
Department Module The Departments Module enables the administrator or master user to set up department based user access in BUCS®, its data, documents, transactions, and reports. Not only does this shield one department's budget
and transactions from the eyes of another, but it also provides an enormous benefit in removing the clutter of all the other department's activity.
Assign a department code to encumbrances, purchase orders, invoices and journal entries
Assigning users to a department limits their view to only their department(s) transactions
Posting Analysis print can be based on the departments
Encumbrances and purchase orders can be printed based on department ranges
Users assigned to a Department(s) can enter only their department(s) PO’s and Encumbrances
E-mail Account A POP3 format email account is required to utilize the integrated E-notification features offered throughout FREY Municipal Software Applications. Not all users may have, or have access to a POP3 Email account. FREY
has established an independent POP3 Email server for our clients and now offers POP3 accounts directly to any client which would like an easy solution to the POP3 account requirement. Cost is a nominal $49.95 /year per account.
POP3 e-mail for A/P ACH e-mail notifications
Indiana Gateway Module Save time and avoid errors, the BUCS® “Indiana Gateway Module” gives Indiana counties, cities/towns, libraries, and special districts the power to create the text files for your Annual Financial Report and Budget,
eliminating the manual aggregation of data from multiple reports and physical keying of the mass of data into the Gateway annually.
Produces the Annual Financial report file
Produces the Budget file
Electronic Filing Module This module unlocks the many e-file options supported in the BUCS® system. Federal and State governments continue to embrace technology and develop more efficient methods for submitting data. Many e-file
options now exist and many more are sure to come! FREY Municipal Software supports many e-file options and will continue to expand its support of e-file options as they continue to grow in the municipal market.
Creation of the electronic 1099-MISC file and electronic filing form 1099-MISC
Ability to create sample/test files
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Sample Screens
History Graph Screen Invoice Control Screen
Primary Interface Layout
Invoice Entry Screen Bank Reconciliation Screen
Account Balances Screen
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Sample Reports All Reports Are Available in Presentation Format
Many Reports Are Also Available in Excel® Format
Chart-of-Accounts
Revenue
Expense
Budget vs. Actual
Fund
Balance Sheet
Trial Balance
Aged A/R
Fund Balance
Income Statement
Profit & Loss Statement
Budget Planning
Cash Flow Plans
Posting Journals
Encumbrances
Vendor Lists & Labels
Aged A/P
FASB 117 Reports
GASB 34 Reports
Other Columnar Reports
Customer Lists
A/R Invoices
A/R Statements
Fixed Assets
Combined Statements
Miscellaneous Reports
Balance Sheet
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Fund Report
Expense Report
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Revenue Report
Trial Balance Including Posting Journal
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Trial Balance
Fee Receipt and License Examples (BUCS® - Fee Receipts Module, document actual size 8.5” wide format)
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Fund Accounting Software Is Different Accounting systems fall into two basic categories: commercial/for-profit and fund/not-for-profit. Despite having many aspects in common, there are significant differences in the accounting procedures, management objectives, and reporting requirements between the two.
Here is a generally accepted definition of fund accounting:
"A fund is defined as a fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions or limitations."
More simply stated, a not-for-profit organization is required to track its funds based on regulations, restrictions, and limitations. Each fund must be treated as a separate entity with its own general ledger, and individual revenue, expense, income, and balance sheet reports. The organization must also report on its funds in aggregate (combined form).
Attempting to use a commercial system for fund accounting is similar to using a wrench rather than a hammer to drive nails. The wrench will work, but it will be a slow, painful process.
Choosing a Fund Accounting Software Package requires careful matching of your organization's financial operations with the appropriate set of software capabilities at a price that makes sense.
In 1993, the Financial Accounting Standards Board (FASB) issued Standards 116 and 117 defining accounting procedures financial statements for Not-for-profit Organizations. In 1999, the Governmental Accounting Standards Board issued Statement 34 defining financial statements for State and Local Governments. These standards further defined the requirements for fund accounting by the type of agency. One should ensure that the fund accounting software they select addresses the accounting and reporting required of their organization.
To simplify the process, we've created the following list of questions to help you evaluate key product features before you make your purchase decision.
Is it a true fund accounting system or a commercial application with modifications? A quality fund accounting system must be developed from the ground up. If you're considering a commercial system with fund accounting "overlays," be leery of its capabilities. It may never quite accomplish what you need or may prove very cumbersome to adapt.
Is it a batch or real-time system? Real-time processing is necessary to check budgets, spending limits, etc. Non-profits benefit from real-time processing, because it is generally much faster, saving time and money by eliminating processing steps.
Does it offer large free-form account codes? Most fund accounting applications require additional groupings and breakdowns.
Handle both cash and accrual basis funds concurrently? Most fund operations require this ability. For example, a municipal utility fund needs to be on an accrual basis, but the general fund must be on a cash basis.
Can the system handle the number of funds required? A good fund accounting system should not have a limit on the number of funds.
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Does the software offer security? Program, account, department and user limits should regulate application access.
Can invoices be paid from multiple funds using a single check? Commercial and low-end fund accounting systems fail this test. It can drastically reduce the number of checks written, G/L entries, and subsequent balancing time. If the system makes extensive use of "Due-to" and "Due-from" accounts, be very suspicious of its design.
Can multiple checking accounts be used, if necessary? Some organizations need to be able to maintain multiple checking accounts.
Is Grant/Project tracking available? Grants and projects often require different reporting requirements and they must be reported for different periods. They also require reporting on a to-date basis for the life of the grant.
Does it encumber? This is a must for many government operations. And, if you encumber, the system should definitely have real-time processing.
Does the budget planning allow for global changes? Fund accounting operations tend to have a very large number of accounts. Global change capabilities allow the user to quickly create and change budgets with a minimum of input.
Do the available reports meet the needs of your fund accounting operation? All fund operations need revenue and expense reports in addition to the standard reports offered by commercial systems. They show comparisons between actual revenues and expenses versus budgets. If you are a Non-profit agency, can the system provide FASB 117 report formats? If you are a State or Local Government, does the system provide the GASB Statement 34 report formats? Are the reports "presentation" quality? That is, can they be prepared using optional font types and sizes?
What is the pricing model? Products are generally priced in one of three ways: one price, regardless of the number of users; a price based on the number of users concurrently accessing the system; or a price based on the number of users that will access the system. Enterprise software systems may be broken down into modules, which allow the client to purchase only the features required for the specific operation and its size.………………………………………………………………………….
Before making your choice, take a moment to evaluate the vendor:
? Did the vendor develop the software or is he a reseller? Resellers tend to lack strong application experience.
? How long has the vendor been providing fund accounting solutions? Remember that you are buying application expertise as well as a program. An extensive business background indicates a successful supplier.
? Is the software easy to implement? Expensive implementation cost indicates that the product may be complex and difficult to use.
? How extensive are the training requirements? Products that require extensive training are often cumbersome to use. Good software is intuitive and easy to learn.
? How often do they update the product? Major updates should be provided annually. Critical error fixes should be available promptly.
? Are the upgrades/new releases of the application offered as part of the support agreement or is there an additional charge? Beware of "hidden" charges.
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? Is the documentation high quality, and available on-line and in printed format? Many companies do not provide extensive application manuals, which are complex and expensive to produce and maintain.
? Can the vendor provide you with a list of customer references to check? Look for long-time customers. They demonstrate product stability and customer loyalty.
? Does the vendor support the software with a qualified staff that understands your specialized accounting needs? The question to ask is about the availability and quality of support. When you need assistance, you need a prompt competent response. This is a fact which can only be confirmed by speaking to some current client references.
Is This Software Right For You?
Before you make your selection, see a product demonstration and always check references.
To make the right decision on a fund accounting software system for your organization, you need to look closely at both the products and the vendors in this market. Understand what's available, and what meets the needs of your organization.
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CHIPS® Payroll System Designed for Microsoft Windows® CHIPS® is an easy to use fully integrated payroll system designed to sync perfectly with the BUCS® Budgetary Control System. Allocating your payroll expenses has never been so easy, plus enjoy seamless payroll-related journal entries and payroll-related accounts payable items.
Building your CHIPS® System: As you evaluate each module's function, place the appropriate mark in the green box found next to the description of the module. For features that require you to select a quantity such as multi-user indicate the number of active users you will have with the appropriate number in the green Users box.
= Need =Don’t Need =Not Sure = Users
Module Index
Application Package Page 23 Magnetic Media Filing Page 26 ACH Direct Deposit Page 26 Check Reconciliation Page 26 Data Dictionary Page 26 Positive Pay Page 27
Time Clock Interface Page 27 Web Services Page 27 Retirement Interface Page 28
Blank Check Print Page 28 E-Mail Account Page 28 ACA Reporting Page 28
Payroll Module
This core module (Required) provides the facilities to maintain extensive employee records, federal, state, and local tax rates, plus other deductions. It calculates the payroll, prepares the checks, and the
necessary tax and deduction reports. It maintains individual notes with alarms, learned skills, year-to-date totals, emergency contact information, and more. CHIPS® allows you to scan in employee photos and easily display key employee dates such as reviews. Deductions may be made either before or after-tax calculations and can be calculated on a percentage of the gross or as a set dollar amount. Each employee may have as many as 30 permanent deductions as well as 3 temporary deductions added during the payroll process. Additional earnings may be taxable or nontaxable. Meals, tips, and workman’s compensation are also accommodated. The payroll process is quick, allowing the automatic updating of standard employees. The check printing can display vacation, personal, holiday, sick, and comp time, plus all breakdown and summary information if desired. Tax tables are easily modified, eliminating the vast majority of program maintenance. A seamless interface to the BUCS® fund accounting system is included.
User Preferences and Favorites can be set up for easy standardized payroll workflow control
Many municipal government-specific payroll functions are provided
Maintain extensive employee records
Employee Statuses include Applicant, Active, Inactive, Leave of Absence, Terminated, and Retired
Attach images and documents to employee records
Review Dates and reminders can be set and tracked
Full Employee Change History is tracked; any change to an employee record is logged with date-time
& initials of who made the change; log shows before and after change data
Employee Classes include: Full Time, Part Time, Seasonal, & Temporary
User-Defined Employee Categories can also be established
Unlimited user-defined pay type categories, and up to six at a time per employee, in addition to the
3 standards (regular, overtime, special)
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User-Defined Pay types can be set up to use a pay factor based on the regular rate
Pay Rate History stored, showing each time an employee pay rate has been changed
History of Off time Used and accrued directly on the employee screen
Easily view hours due and hours paid for each off-time category
Up to 30 permanent deductions per employee
Easily inactivate a Deduction/Earning on an employee, without having to delete the
deduction/earning
Set Effective date ranges for deduction/earning to automatically manage beginning and ending
Declining Balance type deductions, allow the user to set a total amount to take out, and pay the
period amount, once total has all been taken out, the deduction is no longer is taken
Individual notes with alarms
Attach employee correspondence and images to employee notes
Create and attach Microsoft Word® Documents to employee notes
Create and attach mail-merge Word® documents to employee notes
Attach Images and documents to employee notes.
Note alerts & Follow Up Note alerts
Learned skills employee record tab supports the tracking of continuing education requirements
Track Employee Skills including Training level, follow updates, certificate dates, and certificate
renewal dates
Attach certification documents to employee skills record
Extensive Drill downs for employee records/history
Unlimited check history, easily drill down to see the detail of specific payroll information as well as
distributions
Easily view Current YTD as well as any Previous YTD totals directly on employee screen
Emergency Contact Information
User-definable fields for tracking any operationally unique employee data
Individual employee and global integrated emailing capability
Designed specifically for the municipal environment, with many fund accounting specific features.
Ability to allocate individual’s time by cost center
Unlimited Distribution Groups can be assigned to an employee, defining standard distributions to
use for employee pay
Globally change pay rates, deduction/earning amounts, off-time hours, and employer retirement
percentage by employee range
Total management of personal/sick/vacation accruals for each employee
Off Time accruals can be set up to accrue based on months worked (length of employment) as well
as hours worked, both supporting maximum hours that can be accrued
Miscellaneous Reminders can be set up to remind the user of payroll-related events or task
Federal, State, & Local Tax Rates
Easy user-managed state and local tax table update
Federal Tax Table automatically updated at year-end
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Unlimited Deductions
Deductions for before or after-tax calculations
Deductions as a percentage or a set dollar amount
Additional earnings may be taxable or nontaxable
Meals, Tips, & Worker’s Compensation are accommodated
Declining Balance, Garnishment & Loan type deductions can be defined
Deductions based on hours worked can be defined
Taxable Employer benefits can be tracked
Deductions & Taxes automatically generate an invoice to pay the withholding
Deduction Yearly Maximum amounts can be setup
Track employer contributions to retirement & insurance
The payroll process is swift, allowing the automatic updating of standard employees
Add comp time hours during payroll processing
Easily review time transactions on screen
Calculates Payroll-Prepares checks-tax/deduction reports
Up to 10 temporary deductions can be added during type payroll processing
Individual check message and global check message available
Easily Distribute hours during time payroll entry to numerous accounts
Add employee notes directly from time payroll entry
Check stub can display any combination of vacation, personal, holiday, sick and comp time balances;
displays how much was used on this check
Print checks in alphabetical order, by employee & department
Ability to specify a combination of off-time hours accrued on each paycheck stub
Reprint copy of Check stub for employee
Print YTD totals on the check stub
Auto backup functions for check/direct deposit print as well as year-end close
Seamless interface to BUCS® Fund Accounting system
Ability to Print W2’s and reports for any previous year
Report scheduler to make processing faster and more convenient
Automatically generate 941 Form as PDF
Print Employee mailing labels
Ability to Protect Employee social security number on any report, including check stub
Numerous Employee reports
Numerous Hours and History reports available
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Multi-User Module (indicate the concurrent number of users you require for payroll administration)
If your organization's payroll administration requires multiple persons to be active in the payroll system
simultaneously you will need to determine the number of active users you will require.
CHIPS® is a true multi-user system, multiple users can access the payroll system simultaneously
Features include record locking, operator logs, active users, and restricted access by user
Check Reconciliation Module
A fast convenient mechanism to reconcile your payroll checking account(s).
Powerful ‘void’ feature that automatically reverses all accounting entries created when the voided
check was originally prepared
Check void note available
Allows examination of outstanding and cleared checks
Transfer Clear/Outstanding totals to BUCS for bank reconciliation functions
ACH (Direct Deposit) Module
Uses the ACH (Automated Clearing House) processing system in conjunction with your local banking institution to facilitate employee payroll Direct Deposit.
Allow the employee to use up to 10 bank accounts for ACH
Pay individuals with a mixture of ACH and check
Bank Institution routing ID is stored to easily add the same bank for different employee
Temporarily deactivate a specific bank account for an employee without deleting
Set a dollar amount to go into each direct deposit for an individual employee
Generate prenote test file for the bank to verify routing id & account information is correct for all
employees or individually when banking information is updated or changed
Magnetic Media Filing Module
The magnetic media filing, required for larger employers, will create a file to transmit end-of-year documents such as W-2s to the government.
Creates a file to transmit end of year documents such as W2’s to the state or federal government
Mask employee Social Security numbers on related reports
Data Dictionary Module
Provides an industry-standard “ODBC” (open database connectivity) interface for your CHIPS® data files.
Enables full integration with Microsoft Office products such as Exel, Word, Access
Enables performance of ad hoc inquiries, reports and file transfers to other systems.
Extract any field and design your own reports using Excel, Crystal Reports, Word, or Access
Enables the preformatted MS-Excel option throughout the payroll system
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Time Clock Interface Module
Provides an interface between the CHIPS® Payroll System and your chosen third party Time & Attendance system. Customization of the interface file is also available from FREY.
Enable CHIPS® to import data from robust third party time and attendance system of your choice.
Efficiency & accuracy with electronic payroll data import eliminates manual data entry and errors
Eliminate paper timesheets and re-keying of data
Added record detail
Time Payroll Template, CHIPS® generates a template upon demand using your current payroll data.
Once populated with current payroll data import the template to generate payroll with a click of the
mouse. This advantageous feature can be utilized independent of third party time and attendance
system.
Positive Pay Module
Positive Pay is an automated fraud detection tool offered by the Cash Management Department of most banks. In its simplest form, it is a service that matches the account number, check number and dollar
amount of each check presented for payment against a list of checks previously authorized and issued by the company.
Provides an organization with an important safeguard against check fraud
Includes a nicely enhanced bank reconciliation feature for clearing checks from a file.
Each time a check run is performed, the system automatically creates a positive pay file to transmit
to the banking institution
The bank is able to use the data in this file to validate each check as it attempts clear account
Many banks now require their business clients to provide positive pay file in order to qualify for
banks’ fraud protection guarantees
Automation of checking account reconciliation process by enabling import of electronic
reconciliation file from your bank
Web Services Module
Enhance your CHIPS® Payroll system with web-based features that will provide your employees with 24/7 access to two years of pay stubs and W-2’s via the web. Employees login to the CHIPS® Payroll online
services and enter a user name and password to gain access to their records.
Web-based employee payroll portal provides 24/7 access to two years of pay stubs and W2’s
Employees log in to CHIPS payroll online services with user names and passwords to gain access to
their records.
SES-256 bit encrypted data transfer technology ensures data is secure and safe
Hosting of the service is provided by FREY
Password Security Question technology is utilized to support the forgotten password feature
Eliminate printing and distribution of pay stubs for direct deposit employees, saves work, time and
expense
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Retirement Interface Module Many states operate a state public employee retirement system, most of which adhere to common standards for provisions and data/report filing. If your state is one of these you can utilize this module to
simplify the required reporting and filing necessary to comply with the program.
Allows Retirement information to be transmitted electronically to the state retirement system for
Indiana, Florida, Ohio, Arizona, etc.
Follows reporting requirements as designated by the state
If your state is not on our current list it’s requirements can be reviewed by FREY for implementation
Blank Check Stock Module Print your payroll checks on blank check stock. It allows you to control costs and eliminate waste as changes to your check data can be made immediately.
Designate up to three signature lines with a scanned signature image
Define all necessary bank routing and account number information
Utilizes MICR character line
Supports Company Logo image
E-mail Account Module A POP3 format email account is required to utilize the integrated E-notification features offered throughout FREY Municipal Software Applications. Not all users may have, or have access to a POP3 Email
account. FREY has established an independent POP3 Email server for our clients and now offers POP3 accounts directly to any client which would like an easy solution to the POP3 account requirement. Cost is a nominal $49.95 /year per account.
POP3 e-mail for Web Services E-stub notifications a Web Services Module feature
ACA Reporting This module will enable ACA (Affordable Care Act) information to be stored in the system so the user can generate ACA Reports including the 1095C, 1094C, 1094B, and 1095B forms.
Generates the 1095-C, 1094-C, 1095-B, and 1094-B forms
Offers data export
State Specific Features FREY Municipal Software supports clients in 30+ states throughout the US market. Many state-specific features have been developed to accommodate state-specific reporting and filing requirements. Please
inquire with FREY if you have a state-specific requirement, Some examples include:
Gateway R100 – Electronic E-filing - Indiana & Pennsylvania
State W2 Magnetic Media – Mississippi, Virginia, Illinois, Kentucky, Indiana, Minnesota, Alabama, &
Pennsylvania. This e-file is almost uniform across all states if your state is not listed here.
Unemployment Interface Report: Florida, Virginia, Ohio & Indiana
Retirement: FRS (Florida), INPRS (Indiana), RSA (Alabama)
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Sample Screens
Employee Notes
Deductions & Earnings
ACH Direct Deposit
Payroll Data Employee Maintenance
Primary Interface Layout
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Sample Reports
Payroll Quarterly Report
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Year-End Payroll Report
CHIPS® Payroll System also Generates:
W-2s
Printed on either single part or 4 part forms
An electronic copy can be accessed for the past 2 years (web services)
W-3s
Can be generated in printed format for mailing
Can be generated electronically for e-file/upload to SSA
941s
Generate pdf format on plain paper
Creates the Schedule B
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Detail Deduction History Report
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Payroll Check with Stub Sample
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CUBIC® Utility Billing Designed for Microsoft Windows®
The CUBIC® Comprehensive Utility Billing and Control System is designed to provide a powerful billing and CIS (Customer Information System) for utility operations. It supports robust customer information, billing, and cash receipting functions, usage and bill/payment history, plus a myriad of report options. It supplies important functions like multiple search criteria for account inquiries, real-time updating and electronic input, and receipting interfaces. Reports provide extensive statistics based on customers, services, rates, and routes and much more. CUBIC® powerful receipt processing supports traditional receipt processing and high-speed scanning systems. Everything is online including bill/payment and usage history, deposit and service information, as well as a consumption graph for each individual service. Accounting is highly controlled by the system as well. NARUC reporting is easily accomplished with CUBIC®. It also has a highly integrated interface with the BUCS® Budgetary Control System. The CUBIC® system is modular-based, build a system that fits the size and requirements of your operation from small single service utilities to large multi-service operations.
Building your CUBIC® System: As you evaluate each module's function, place the appropriate mark in the green box found next to the description of the module. For features that require you to select a quantity such as multi-user indicate the number of active users you will have with the appropriate number in the green Users box.
= Need =Don’t Need =Not Sure = Users
Module Index
Billing – Accounts Receivable Page 34 Net Metering for Electric Page 41 CASS Certification Page 38 Data Dictionary Page 39 Hand-Held Interface Page 37 RUBS Processing Page 38 E-mail Account Page 41 Internet Inquiry Page 39 Inventory Control Page 38 Productivity Package Page 37 Meter Maintenance Page 39 Back Flow Prevention Page 40 Budget Billing Page 40 Installment Billing Page 38 Payment Assistance Page 41 E-Billing Page 40
CUBIC® Comprehensive Utility Billing & Control System
The base system includes many robust features to support the daily operational requirements of a municipal utility operation.
Highly scalable according to your operations account volume, services and billing procedures
Powerful accounting for utility billing for multiple services
Preferences set by the user, by the program, allowing for fast and convenient navigation and process management
Pop-up calendars for integrated date selection
Definable formats for postcard and statement bills, work orders, delinquent notices
Definable accounting distribution rules
Print Preview with search capabilities, similar to those in MS Word, which will allow one to preview a report and then search it for specific information
Report scheduler to establish multiple report groups and generate them in batch output directly to MS Excel file format.
Internal Backup functions are available including Trial Balances, Aged Trial Balances, Billing Journals, Receipt Journals, etc.
Reminders can be set for future events as one time or recurring reminder
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Customer Maintenance
Access Customer Maintenance within many functions without closing out of the current process
Numerous robust customer reports
View pending transactions in customer maintenance
Complete Customer Change History, viewable directly on the customer screen. Stores before and after
of any change made to customer information
Easily generate a bill for owner, tenant or both
Easily see the total number of penalties, NSF’s and shutoffs for the last 2 years with a click of the mouse
Easily generate a Mail Merge letter for an individual customer or a range of customers
Ability to transfer a balance from one account to another, including deposit
Easily track Billing/Tenant Information separately from Owner Information and actual service location
Flexible Move In/Move Out Process
Customer Statement of Activity for a specified period on demand
Attach MS WORD® correspondence to customer notes
Scan documents and attach them to customer notes
Note alerts can be set to automatically prompt any time customer is accessed, scenarios specific
Individual and global e-mailing capability
Customer internet inquiry to display balances, dates, consumption history with graphs
Connect your GIS mapping system to the CUBIC® database through the ODBC gateway
Integrated web maps for google maps and street view of account locations (US and Canada only)
Drill Down in bill/pay history to show details of bills and payments
Unlimited Notes with the ability to create and attach correspondence, set follow-up dates, and attach
images to notes
Re-sequence route and account numbers without creating numbering conflicts
Custom fields enable storage and reporting of additional data unique to your operation
Definable account copy rules for final bills, and move-in/move-outs
Unlimited bill/pay history in most recent activity order
Unlimited consumption history in most recent activity order
Ability to selectively copy tenants and landlords on bills, delinquent notices, etc
Deposit management by service, with interest and refund processing
Billing/Accounts Receivable
Print Bills in Zip Code, Carrier Route, or book/account sequence
Supports numerous bill types including postcard or statement formats, or customized Crystal Reports
formats
Print to file, create a bill data file for outsourcing the printing and mailing of bills
Bill data export feature, easily outsource printing and mailing of bills with DataMail service
Processes to check for any unbilled accounts
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Final Bill a customer on demand
Easily add a customer note during the billing or receipting processes
Bill miscellaneous charges either as part of a regular bill or as a separate bill
High/Low testing available to easily identify high/low bills as well as 0 usage bills
Easily Estimate an individual account or range of accounts
Usage graphing display option on statement format bill
Summer Sewer billing capability, use a winter water usage average for billing sewer in the summer
Multiple Estimation methods for when Bills need to be estimated
Automatic correction of overestimated readings
Shut Off Notices can selectively activate a work order to be generated
Deregulated billing capabilities
An unlimited number of rates can be set up and maintained in CUBIC®
Easily Reprint a selected customer bill on demand
Installment billing for items such as tap fees and payment arrangements
Automatically apply deposits to final bills
Option to prorate initial and/or final bills
List multiple bills being sent to the same bill-to address
Definable rate study programs and reports
Automatically provide a corrected bill for leaks and misreads, sages and balances are automatically
corrected
Optional CASS address certification to take advantage of USPS discount program
Advanced Levelized Billing or optional Budget Billing
Billing for metered and unmetered services
Multi property billing and receipting aggregated property bills in statement format
RUBS (Ratio Utility Billing System) for apartment complexes and warehouses not fitted with individual
meters. The system utilizes a configurable algorithm to generate individual bills from single usage reading.
Easily process penalties as amount or percent, multiple penalty methods supported
Receipting
Daily Receipt report, easily analyze total receipts by date or a given date range
Generate the actual deposit Slip for daily receipts to eliminate manual creation of a deposit slip.
Real-Time and Batch Receipting options
Interface bank deposits directly to BUCS® bank reconciliation
Automatically generate deposit refund or other account refund checks in BUCS® seamlessly
Barcode scanning of payments for high-speed remittance processing
NSFs automatically reverse payments and apply an NSF charge to an account
Easily Reverse payments keyed in error
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Automatic interface all utility activity summary journal entries with BUCS® Budgetary Control System
Ability to process multi-account customers with a single receipt
Customer account barcoding for efficient work processing
Work Orders
Ability to create a miscellaneous work order, not associated with a customer account for infrastructure
maintenance or repair
Work Order Status Report
Easily generate a work order during billing and receipting processes
Numerous Work Order Options including Move Out, Move In, Changeout, Re-read, and ShutOff
Customizable Work Order Job Codes
Automatically Access charges upon work order completion
Automatically generate Shut Off Work Orders
Detail Comments and Resolution Comments posting to work orders
Definable work order formats
Attach images directly to a work order
Productivity Module A bundle of features designed to enhance productivity in the larger utility operation.
Customer barcode for scanning in payments, speeding the receipt process substantially
Postnet/Intelligent Mail Barcode
Receipt printers and cash drawer functions
Document imaging is available with a convenient means of scanning, storing & retrieving images
ACH (Automated Clearing House) processing is included
ACH provides automatic bank debiting capabilities
ACH Activation/Deactivation Dates associated with each customer
Receipt/Check Validation capability
Batch Receipting
AMR Interface Module (automated meter reading) Provides a means of communicating with hand-held, drive-by, radio read and other AMR (Automatic Meter Reading) systems.
Provides a means of communicating with handheld, touch read, drive-by, radio read and other AMR (Automated meter reading) systems.
Provides a file created by CUBIC® to be loaded to the AMR system
Readings collected by the AMR system are then imported to CUBIC® via the AMR interface
Works with many of the most popular manufacturers can be customized for others
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Installment Billing Module It provides a mechanism for time payment plans. These plans can be used for the settlement of accounts in-arrears as well as for installment purchases such as tap fees.
Installment information easily accessed on the customer account screen
Installment analysis report
Installment aging report
Installment maintenance
RUBS Processing Module
Ratio Utility Billing System is designed to allocate utility bills in multi-unit complexes based on occupancy and/or square footage.
Establish rate ratios based on occupants, unit square footage or a combination
Account for common area reduction percentage in ratio rate
Option to include/exclude inactive accounts in calculation
Tracks master meter bill amount compared to ration amount charged to customers
CASS Certification Module The CASS certification Module interfaces the CUBIC® system with a third-party service provider which performs the CASS certification of the CUBIC® customer account address data. Upon certification, an address
list file in CSV format and CASS PS form 3553 in PDF format will be returned for import which will update the ZIP codes for the customer billing address and/or owner address and produce an error report for any address(s) which could not be certified.
A certification system, designed by the US Post Office to validate street addresses and assign Delivery Points
This address certification process allows one to qualify for discounted postal rates
Provides certified address list and CASS Form 3553
Works in conjunction with a subscription to a third party certification service
Annual certification subscription $400/12 certifications per year, $30/additional certification
Inventory Control Module
A simple, effective integrated system for tracking inventory used to service the utility infrastructure and customer installations.
Create and maintain utility inventory item file
Processing for Receipt, issuing, and adjustment to inventory
Reports on inventory levels and valuations
Generates management reports and reorder worksheets
Integrates with CUBIC® work orders to relieve inventory associated with completed work orders
Allows work order assemblies to be created and relieve associated individual items from inventory
Integrates with BUCS® Budgetary Control System for vendor data
Reports include: Inventory item list, stock status report, reorder worksheet, activity report, valuation report,
physical list.
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Data Dictionary Module This powerful module provides a user-friendly means of unlocking the true value of the CUBIC® database. A Data Dictionary is an organized catalog of all data held in a database, a list of items giving the data user
identifiable names enabling the user to locate and identify the information stored in the application's database.
Export your favorite CUBIC® reports to beautifully formatted Microsoft Excel format with a single click
Create your own custom reports using Microsoft Excel
Create your own custom reports and forms using Crystal Reports™
Merge your CUBIC® data with an unlimited number of your own custom-designed forms, notices, and letters
Enables performance of ad hoc inquiries and reports, as well as file transfers to other systems
Design custom bill formats using Crystal Reports, Delinquent Notices, Shut-Off Notices, & Work Orders
Internet Inquiry Module Enhance customer service and accessibility with this CUBIC® generated web portal with online account access and payment processing. Your customers will enjoy 24/7 access to account information, balances, and usage
data as well as a convenient integrated payment option.
Provide your customers 27/7 access to their account information via the web
Multiple payment options including credit card, debit card, and e-check
Payment processing options that include an absorbed fee, convenience fee-based, or blended fee, models
IVR (interactive voice response) payments option
A credit-based payment option provides customers an alternative to delinquent charges and service
interruptions
Decrease calls to the utility office by enabling customer self-service
Meter Maintenance Module Meters should be regularly calibrated and tested in accordance with the manufacturer’s recommendations or the guidelines recommended by the American Water Works Association (AWWA). The meter maintenance
module provides a mechanism for the scheduling of meter reliability testing at user-defined intervals, maintenance of test results records, and the expansion of meter-related information pertinent to operations.
Standardized reporting tools
Record all meters in your system and in inventory
Establish installation dates and test schedule for each meter
Maintain records of repairs and replacement
Track the complete history and costs from purchase to replacement
Automated Meter Change-out procedure with Work Order program
Meter test result posting includes the option for attaching images or documents to results
Many state regulators require such testing as part of the utility’s operation
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Budget Billing Module Many of your customer's finances can't handle surprises. This fully integrated CUBIC® module enables your utility customers to sign up for a program that will deliver a uniform bill each month. Guarantee of a uniform
monthly bill can also entice customers to sign up for a utilities monthly automatic direct debit program. Some customers are leery about automatic direct debit because the amount varies each month. Budget billing can eliminate that concern.
Eliminate utility bill ”Surprises” for your customers
Enables customers to be billed a set amount each month
Initial budget amounts can be calculated programmatically with the availability of an override option
Utilizes a settlement month when the budget amount is adjusted to accurately reflect upon actual usage
Supports the option to recalculate budget amount at settlement month and roll the budget balance into a
new budget bill amount for the next eleven-month billing period.
Increase customer's use of utilities automatic direct debit payment option.
Improve utility operations cash flow model
Decrease delinquencies and shut-offs
E-Billing Module
E-Billing gives the utility the option to deliver utility bills via e-mail. This enhances customer service while at the same time reduces postage costs, printing costs, and handling. *Internet Inquiry Module is a pre-requisite
for the e-billing module.
Works in conjunction with internet inquiry/payment option
Allows bill information to be emailed to the customer
Offers a great opportunity to cut costs of mailing bills
Option for a customer to receive a paper bill, e-bill, or both
Allows all customers to view their complete, last bill, online
Send an Electronic Delinquent notice in addition to paper
Backflow Prevention Module
Backflow devices require regular testing either by the utility operator or by licensed plumbers with testing
certification. The CUBCI® Backflow device management module prints notices at the prescribed interval and
provides follow-up reports for those who have not submitted the proof of testing documents.
Required when customers have a piping arrangement where backflow into public water system might occur
Common in the industrial applications as well as residential systems when irrigation systems are in place
Backflow systems require regular testing, system tracks when testing is required
Print notice at prescribed intervals and provide follow-up reports
CUBIC Backflow module integrates all of this information into the customer database
Customizable Backflow Device Type setup
Generate Notices based on Microsoft Word Mail Merge templates
From customer maintenance, easily see all backflow devices associated with an account
Track approved Backflow Testers including Certificate Number, Certificate Date, and Certificate Expiration
Easily Review any Delinquent Test
Scan Copy of Test results to attach directly to Backflow Test Results in the information screen
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E-mail Account Module A POP3 format email account is required to utilize the integrated E-notification features offered throughout FREY Municipal Software Applications. Not all users may have, or have access to a POP3 Email account. FREY
has established an independent POP3 Email server for our clients and offers POP3 accounts directly to any client which would like an easy solution to the POP3 account requirement. Cost is a nominal $49.95 /year per account.
POP3 e-mail for E-Bill, E-Delinquent, and ACH e-mails CUBIC® features
Net Metering Module Net metering is a billing system feature that allows electric customers to sell to their electric utility any excess electricity generated by their Distributed Generation System (DG). DG systems are small-scale, on-site power
sources located at customers’ homes. Some common examples include rooftop solar panels and wind turbines.
Many municipalities are adopting “Net Metering” ordinances to encourage residents to invest in
supplemental “Green” energy solutions
Enables utility to bill negative usage for electric services
The system can calculate as a rollback if usage is negative
Will prompt user as to why usage is negative
Gives options of Rollback, Turnover, Over Estimate or Correction
Payment Assistance Module Automate the management of funds your customers receive from programs that offer utility subsidies. These assistance programs have rules, funds are “service-specific”, funds may or may not be applied to taxes or
miscellaneous charges, unused funds must be refunded to customers upon relocation, and so on. The payment assistance module makes managing these programs a breeze!
Supports rules commonly associated with popular assistance programs.
Tracks the source of the assistance payments
The system will automatically apply assistance payments to the appropriate service
Clean, accurate reporting of all related activity and balances
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Sample Screens
Edit Customer – Service Location Tab
Customer – Service Location
Customer – Service Information, Usage Tab Edit Customer – Bill Pay History Tab
Common Primary Interface Layout
Customer – Service Information, Usage Graph
Edit Customer – Billing Information Tab
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Sample Bill Formats
Post Card Utility Bill Sample (4.25” x 6” actual size)
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Example of a Statement Utility Bill (Actual document size 8 1/2 x 11)
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.
Note: This image and its data have been truncated in order to fit the page’s dimensions
Customer Online Account (Customers View online)
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Sample Reports
Billing Journal
Billing Journal Flags High/Low Usages
Billing Journal Summary
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Cash Receipts & Write Off Log
Cash Receipt & Write Off Journal
CUBIC® Does Rate Studies Too!
The CUBIC Rate Study tool analyzes customer usage patterns by rate code and date range. This allows the user to quickly gather historical usage data for a selected usage date range. It can be used to help identify ranges of consumptions to be used in determining future rate increases including step rate usage ranges. Rate Studies may include Customer Status, Customer Type, Rate Code, Meter Size, and Usage Dates. The Rate Study reports can also be exported to Excel®.
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Regular Trial Balance
Aged Trial Balance
Interface Distribution Summary
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Utility Billing Software Checklist
Organization Type Utility billing software users tend to be divided into several types: government, or nonprofit, which can be investor-owned or special districts, and commercial operations. Commercial operations usually have additional restrictions and controls not imposed on governments and nonprofits. Commercial operations operate under restrictions because they are typically regulated by state utility commissions. They usually require special reporting following NARUC (National Association of Regulated Utility Companies) chart-of-accounts guidelines. Make sure the product you are reviewing is designed to meet the needs of your organization.
User Interfaces Today, two clear choices are available: Character and Graphical. The Character interface is the one offered on mainframes, MSDOS, PCs, etc. It has little, if any, implementation standards. The way it looks is purely up to the programmer. You have to learn these applications "from the ground up" because they all behave differently. The clear graphical interface implementation choice is Microsoft's Windows. Be careful though, not all Windows applications have followed Microsoft's design guidelines. Products that have these features
are known as True Windows products. Be sure to ask this question of prospective software suppliers. If the application originated as a Microsoft Windows 3.1 product, ask if it has been updated to the Windows standards. If you cannot use a mouse, it is not a Windows application.
Utility Billing Software Provider
How long have they been in business?
Is the company an organization or a one-person operation?
How long have they been providing Utility Billing solutions?
Did they develop the product or do they merely modify and resell it?
How does the company provide day-to-day support? Do they offer toll-free phone
support? Remote Help desk support? What is their response time?
How often do they update the product? Product reviews and updates should be
conducted regularly.
Do they provide high-quality documentation both in hard copy and on-line?
Documentation is a complex and time-consuming process. It is very important that good
documentation is supplied. It is also highly desirable that the documentation be available
on-line in an easily searchable format such as PDF and industry-standard Help Doc
format.
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Software Features Listed here are features that distinguish a good utility billing system. This list is not complete, but it is an excellent starting point.
Does the system track each service and/or product as a separate business? If you follow NARUC requirements, this is necessary. Whether you are a government or a nonprofit organization, you need to track the operations as separate enterprise funds. Quality utility billing systems must be developed from the ground up with this philosophy in order to operate properly. Some vendors offer utility billing systems with commercial accounting systems. If this is what they are selling to a multi-service utility, be leery of the product.
If you bill multiple services, does the system properly account for Unapplied Cash such as overpayments? Excess payments need to be isolated until they are used in the billing process. This is especially important when dealing with budget billing and seasonal customers.
How long has the product been on the market? New products often have more flaws and they tend to be less stable. A mature product is also more feature-rich because the product has been enhanced over an extended period of time.
Is it a batch system or real-time? Top-quality systems offer a choice because each technology has advantages. Does it offer connectivity to other systems and products? It should offer capabilities such as an ODBC gateway, which allows the user to have the ability to create special reports and inquiries as needed, without programmer assistance.
Are there user-definable fields available? These fields aid in tracking special items of interest to your particular operation.
What are the limitations on usage and billing/payment history? You should be able to control the length of time information is retained by your system. Insufficient retention poses management and control problems. Retaining information too long causes the system to bog down and provide poor response time.
Is CASS and Postnet barcoding available? US Postal Service Postnet barcoding can save thousands of dollars in mailing costs.
Do you need even or budget billing plans? Levelized billing plans are replacing the above-mentioned methods. Levelized plans offer customers uniform methods of payments- without extensive history, settlement periods, and exaggerated balances.
What productivity aids are available? Tools like barcoded bills for receipting, receipt printers, and automatic cash drawers make operations more productive and accurate.
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Does the software offer security? Application access should be regulated by program and user. The system should be able to tell you who is on the system and what programs they are using.
Does it offer ACH (Automated Clearing House) processing for customers? ACH allows payments to be automatically deducted from customer's checking or savings accounts. It not only simplifies payment processing, but it eliminates problems associated with multiple banking institutions.
Do the available reports meet the needs of a utility billing operation? Utility operations need multiple revenue and expense reports by service, in addition to the standard reports offered by less advanced systems. Can the accounting accommodate the NARUC chart-of-accounts?
Is it right for you? Before you make your selection, see a product demonstration, and always check references. To make the right decision on a utility billing software system for your organization, you need to look closely at both the products and the vendors in this market. Understand what's available, and what meets the needs of your organization.
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Application Services
Support & Maintenance
FREY Municipal Software offers the most comprehensive application support in the software industry and at an exceptional value. Support is provided directly by FMS, we do not outsource or offshore technical support of our applications or services. All support technicians are degreed in accounting and information systems. Benefits include:
Toll-Free Support Line
Web-Enabled - Remote Help
24 Hour Fax/Messaging
Internet Software Updates
Annual Software Releases
Annual User Survey
Annual Documentation Updates
Release & Tips N Tricks Webinars
User Newsletter
Many calls to support are answered immediately, the others are returned within minutes. We take support personally. We know your name when you call and you know ours. With customers spanning from Massachusetts to Hawaii, we serve over forty states and multiple time zones. FREY Municipal Software provides support you can swear by, not at!
Training
FREY Municipal Software offers complete and thorough training in a classroom environment at our offices located in Fort Thomas Kentucky, on-site at the client’s offices, and web-based training sessions.
Classes: Scheduled classes are offered every month at FREY Municipal Software Offices located in Fort Thomas Kentucky, near Cincinnati Ohio. A maximum of two organizations can be accommodated in each class, not to exceed four participants. This rule ensures your personal attention and success in our classroom environment. Onsite classes are scheduled based on the client's schedule. We require a classroom setting for any onsite training to ensure those participating in the training will not be interrupted by their regular work responsibilities.
Product Presentations and Demonstration
Live one on one application demonstrations can be scheduled with sales at FREY Municipal Software upon request.
Email: [email protected] Toll-free: (800) 659-3739 Local: 859-441-6566 www.drfrey.com
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Project Cost Your project cost is determined by a combination of factors. BUCS
® and CHIPS
® pricing is based on the modules selected and the
number of concurrent users. CUBIC®
is based on the number of active customer accounts, services billed, and selected modules.
Implementation and training options selected also contribute to your systems proposal cost.
To request a detailed application(s), implementation and training proposal for FREY Municipal Software contact Sales.
Email: [email protected] Toll-free: (800) 659-3739 Local: 859-441-6566 www.drfrey.com
BUCS® Budgetary Control System Modules & Active User Seat License:
Accounts Payable Cash Receipts Fee Receipts
Accounts Receivable Check Reconciliation Fixed Assets
Advanced Allocations Combining Reports Requisition Control
A/P Positive Pay Credit Card Tracker Inventory
Accounts Payable ACH Data Dictionary Blank Check Stock
Budget Planning Encumbrances Electronic Filing
Departments E-mail Account Indiana Gateway
Active Users Seat License # ODBC Users Seat License #
CHIPS® Comprehensive Integrated Payroll Modules & Active User Seat License:
Check Reconciliation Magnetic Media Filing ACH Direct Deposit
Time Clock Interface Data Dictionary Positive Pay
Blank Check Print Web Services Retirement Interface
Active Users Seat License # E-mail Account ACA Reporting
ODBC Users Seat License #
CUBIC® Comprehensive Utility Billing and Control Modules & Active User Seat License:
Water Miscellaneous Budget Billing
Sewer De-Regulated Services Payment Assistance
Gas AMR Interface CASS Certification Mailing
Electric Miscellaneous Services RUBS Processing
Storm Water Data Dictionary Inventory Control
E-mail Account Productivity Internet Inquiry web portal
E-Billing Net Metering for Electric Meter Maintenance
Active Users Seat License # Installment Billing Backflow Device Test Mgmt.
ODBC Users Seat License #