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Product Guide

As a leader in EAS (Enterprise Application Suite) financial management software, American Data Group (ADG) has stayed true to one simple objective:

“to write, maintain and support the most customer friendly, state-of-the-art software in today's marketplace while providing the best customer support possible.”

This simple objective has allowed us to expand and improve our company, products, and business dynamic since our establishment in 1983, while maintaining 98% of our original customers.

If you would like to build a relationship with a unique software company that is truly responsive and looking out for the long-term interests of clients, then please allow us the opportunity to learn more about you and your needs.

Contact a Sales Representative today!

American Data Group, Inc. 5730 E Otero Ave., STE 300

Centennial, CO 80112

Email: [email protected] Office: (303) 741-5711

mailto:[email protected]

Table of Contents

Please use Bookmarks when viewing with Adobe Acrobat Reader X for quicker cross reference Page

Company Overview……………………………………………………………………................ 1

Web Technologies……………………………………………………………………….............. 3

Hardware & Operating System Requirements………………………………………... 4

System Wide Features…………………………………………………………………………… 5

Fund Management System……………………………………………………………………… 7

General Ledger…………………………………………………………………………… 8

Budget Preparation………………………………………………………………………. 11

Purchase Orders………………………………………………………………………….. 13

Electronic Requisitions…………………………………………………………………… 15

Accounts Payable…………………………………………………………………………. 16

Accounts Receivable & Centralized Cash Receipting……………………….............. 18

Inventory Control………………………………………………………………………….. 19

Payroll & Human Resources…………………………………………………………... 20

Electronic Time Cards………………………………………………….............. 21

Personnel Management Modules…………………………………….............. 22

Additional HR Modules…………………………………………………………. 23

Utility Billing System…………………………………………………………………….............. 24

UBS Online Citizen Link…………………………………………………………............. 25

Billing Features……………………………………………………………………………. 26

Work Orders……………………………………………………………………………….. 30

Accounts Receivable & Delinquency Management…………………………………… 31

Rate Analysis & Revenue Projection…………………………………………………… 31

Reports & Inquiries……………………………………………………………………….. 32

Fixed Assets System…………………………………………………………………….............. 33

Preventative Maintenance………………………………………………………............. 35

Building Permit System…………………………………………………………………............. 36

Applications & Permit Management……………………………………………............. 37

Valuations & Fees Management……………………………………………….............. 38

Contractor Licensing……………………………………………………………………… 38

Inspections…………………………………………………………………………............ 39

Land Parcel Data………………………………………………………………………… 40

Code Enforcement Module………………………………………………………………. 41

Sales Tax & Business Licensing System……………………………………………............. 43

Business Licensing………………………………………………………………............. 44

License & Tax Forms…………………………………………………………….............. 44

Posting/Filing Tax Returns & License Renewals……………………………………… 45

Business Customer Account Management…………………………………………….. 46

Letters & Emailing…………………………………………………………………………. 47

Reports…………………………………………………………………………….............. 47

Court Management System……………………………………………………………………… 48

Global Work Order System……………………………………………………………………… 49

GWS Online Citizen Link………………………………………………………………… 50

Cemetery Plot Tracking System……………………………………………………….............. 51

Money Track System…………………………………………………………………….............. 52

Special Assessments System………………………………………………………….............. 53

American Data Group Product Guide

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Company Overview

Company Overview

In 1985, American Data Group (ADG) developed a variety of applications in the database client, “Progress”, and in support of our government users, the Utility Billing System (UBS) was first released, closely followed by the Fund Management System (FMS). Over the years, these systems have been continually enhanced to include additional features and capabilities suggested by current clients, who are like our board of directors. These “creature features” directly serve the daily operations within a government entity’s work environment. Numerous supplemental systems were added to provide a complete suite of applications to centralize the financial management functions that occur within a municipality or similar government entity. Using the latest technologies, we designed the systems described within this document into a Web Browser-Based Version for further, endless convenience and scalability.

We offer:

COMPLETE DATA CONVERSIONS

No two installations are exactly the same. We customize the event based on your timing and needs with a logical, adaptable flow. Because ADG has performed a wide variety of installations on a number of platforms, we have developed and continue to create programs to perform system conversions as smoothly as possible.

Our specialists will capture your entire data history, or as much as instructed, from a previous system and convert it to our Web Version, on your behalf. In the meantime, we will work with you to clean up fields, codes, and any organizational changes that are desired. This process, including extensive training, may take as little as 60 days!

DIRECT & FRIENDLY SUPPORT

Leave the hassle of navigating an endless phone tree behind. We offer remote, on-going support directly to your end user via Go Meet Now web conferencing product. Our dedicated Support Technicians are always a phone call or click away, and you will even get to learn their names. With the annual maintenance and support agreement, we don't charge for your questions, it is included. Training is always available by request and priced reasonably. We are continually expanding our Online Help resources to provide further convenience in support. ADG software even has a feature for your staff to create their own Online Help Notes that are attached directly to a specific program for future reference and make sense to your own organization's uniqueness.


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Company Overview

A PRIVATE CLOUD

The software will be installed on your choice of database and accessed through your own internal private cloud. We provide the source code at no additional cost for your IT staff to have easy access for maintenance. This cloud will also be accessible to employees out working in the field.

We maintain the software upgrades with our maintenance and support agreement which is based annually, NOT locking anyone into a fixed, expensive long-term contract. The proof to our business sense and character is that our new Web version release has been a free upgrade to our current clients. In short, there is no conversion or retraining cost to them. The project leader assigned to your account will keep your software current with our automatic releases and updates.

Our clients select us because ADG has proven to meet their growing needs, from the past to today and in the future, by listening to requests and turning it into a reality. Users Group Conferences are held biannually. The opportunity for users to network with peers is the strength we see, experience, and encourage. Everyone shares innovative and creative ways to make the software work for them. User feedback, the spark of new

ideas, answering questions in detail, and genuinely listening to our clients are fundamentals to the ADG business dynamic. Our roots help you grow.


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Web Technologies

Web Technologies

Since 2004, ADG has been developing and delivering software solutions based on advanced Web Technologies, providing cost effective and scalable solutions built around the best of

both open source solutions and quality commercial products. This methodology provides our clients with the widest range of choice when determining the appropriate IT infrastructure for their organization, while also providing better control over maintenance costs and long

term flexibility.

With software written in PHP, we continue to amplify our product to remain one of the most dynamic and user friendly ERP/EAS providers in today's market.

Web technologies offer optimum core functionality such as:

Heightened security management

o An administrator may control what a single user can view and/or touch including GL accounts, inquiries, work orders, employee information, requisitions, and much more.

o Proper fields are always encrypted such as passwords, social security #'s, and the like.

o SSL certificates allow information to be safely transferred to and from a CitizenLink, or for any staff that may log-in to the system while in the field or at home.

o Complete Audit Trails are found for every line of data held within the system. Simply by clicking the option a user may view a complete record of what precisely was changed, by whom and when.

Unlimited user log-in ID's with unlimited open sessions per workstation. NO EXPENSIVE USER LICENSE FEES! Create as many users as needed with customized menus tailored to their direct tasks.

eGovernment initiatives with our integrated Citizen Links, or online web-portals. Citizens may electronically inquire into accounts and perform certain actions, if allowed. This may include public work requests; utility consumptions and bill payments; court payments and records; business licenses and/or sales tax returns with payments; job applications online; and contractor inspection/license requests, inquiries, and payments.


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Web Technologies

Hardware & Operating System Minimum Requirements:

Compatible Web Servers:

Apache 2.2 on Windows Server, Linux or Unix

Microsoft IIS 5/6 on Windows Server 2000 or 2003

Microsoft IIS 7 on Windows 2003 or 2008

Supported Databases:

MySQL

Oracle

Microsoft SQL Server

IBM DB2

Internet Browsers:

Microsoft Internet Explorer

Mozilla Firefox

Google Chrome

Apple Safari

Any supporting W3C HTML and CSS standards


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System Wide Features


Focusing on speedy processing, eliminating unnecessary duplicate entries, with concise electronic storage, simple data extraction, and more

Robust, seamless integration between all ADG applications. Wherever necessary, you will find direct system communication that easily updates the general ledger and master file transaction records. This may include accepting payments through the Centralized Cash Receipting module from various accounts held within Utility Billing, Building Permits, Sales Tax and Business Licensing, etc. Systems, which will update the General Ledger as well as the customer's account transaction history and receivables.

Other integrations include automatic inventory updates from Fixed Assets and Work Order projects, unification of work orders from other systems into the Global Work Order System, linking together location and parcel information for a GIS interface, controlling Payroll checks through the Accounts Payable module, and accepting credit card payments among other combinations.

The option for multiple organizations provides scalability. Should your organization manage another, easily add it to the system and track it independently. This also provides the ability to contain a separate test/training system.

Store and attach unlimited notes to records and optionally include attachment files such as scanned documents, pictures, videos, spreadsheets, audio files and more! Notes may be marked for a future review and will appear on a user's log-in welcome screen. Also, we may interface with your preference of a Document Management System for permanent storage and further organization.


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Universal export functionality for any data within the system to be converted into a PDF, Excel, or CSV file while defining and customizing the display order as well. The ability to email reports is always an option as well.

Extensive search capabilities through the use of wildcarding (*) to provide a variety of search types and results. We also offer options to set up filters and sorts so data is displayed with information relevant to your task(s). Filtered data may then be saved as a “view” for easy retrieval such as asset warranties or vendors insurance about to expire. The system will continually refresh the data every day and is smart enough to separate the terms days, weeks, months, and years.

Efficient housekeeping programs to assist in keeping control of the system's integrity through data clean-up, field name or number changes, mass system wide changes, and more.

Helpful inquiry programs with drill-down menu format to further control user security while providing concentrated and useful information. Inquiries are often available at the time of input to assist a user when looking to find an account number, payid, location code, etc.


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Fund Management System


ADG's Fund Management System (FMS) is a complete, fully integrated fund accounting system developed to be genuinely sophisticated, manageable, dynamic and precise. The sub-system modules listed below may be run separately OR integrated as a complete system.

The complete Fund Management System (FMS) unifies the following modules:

General Ledger

Job Costing

Budget Preparation

Purchase Orders

Electronic Requisitioning

Accounts Payable

Accounts Receivable

Inventory Control

Centralized Cash Receipting

As well as:

Payroll & Human Resources with

o Personnel Maintenance

o Position Control

o Applicant Tracking

o Accident Reporting

o Training

o Open Enrollment (Benefit Packages)

o Personnel Action Requests

o Electronic Time Cards


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General Ledger

The GL module is a central unit for Journal Entry Batch processing, Fund Management, Job Costing, the Chart of Accounts, and Advanced Financial Reporting.

Journal Entries are controlled within batches that use effective dates so amounts are posted within the proper accounting period. Batches may be transferred between employees, and when this occurs, an email notification may be sent. JE's may not be posted unless the accounts are balanced. Edit and Update programs are available to ensure amounts and accounts are correct. As we all know, mistakes do happen and thankfully we have the Batch Reversal Program to recapture an updated batch and make any necessary changes. Third Party JE's may be uploaded through the system by an ASCII file to fuse financial information that may come from another software system, department, organization, etc.

Fund Management includes tracking an unlimited number of funds. Funds may be independent from one another in regards to fiscal year, re-encumbrance preference (active, carry over, or inactive), default bank, and GL accounts. A fund may be designated as active, or inactive (retired) to track/keep history but not allow posting of any new information. Funds may also be assigned as a Special Project Fund, keeping expense and revenue accounts open at year end, so balances may be carried forward for life-to-date reporting.

Job Costing retains all expenses and costs associated with a job or project number. Any accounts payable, accounts receivable, purchase orders, inventory, and payroll amounts may be tracked within a job. As amount entries occur, a user may optionally include the job for automatic posting to the Job Costing module. Jobs may optionally be budgeted for. Jobs may contain unlimited notes with attachments to store any and all project information.

The Chart of Accounts is a user defined account structure of up to 30 alphanumeric characters. Accounts may have their own structure though we do recommend Balance sheet, Revenue, and Expense accounts be similar. Each GL account may be assigned to a different fiscal year, marked as active or inactive, contain separate alternative account numbers to match federal, state and/or another necessary agency for reporting purposes, and based on the type, allow for over expenditures or not.

The Qwik GL program allows a user to define an alternate number or description, and when entered, will automatically reassign the proper GL account. An example could be tying an employee's cellphone number with an assigned expense account, and upon entry of a PO the cell number will refer to the correct expense account.


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Within each GL Account's Master record, a user may quickly cross-reference into batch history and see details of the vendor, invoice, batch itself, and/or purchase order information. Also within the GL Account Master, view and compare monthly totals, encumbrances placed, budget amounts, adjustments and items, and unlimited notes with attachments.

The GL module includes over 40 reports. However, we know reporting capabilities are crucial which is why we provide an Advanced Financial Report Writer to custom create ad hoc reports with the specific information you need. This program is not a true financial report writer (no color, font, etc variations) and if this is needed, we do interface with third party report writers such as Crystal Reports.


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Sample P&L Report created using Advanced Financial Report Writer:


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Budget Preparation

The budget prep module is an excellent assistant in the development and management of budgets for a new fiscal year. Budgets may be maintained by month or year, depending upon your operational procedures. New accounts may be added to a budget.

For annual budgeting, the system displays the prior 4 years' budgets, actuals, and percentage changes. The user may change the new fiscal year's budget or current year's estimated actual expenses (if needed). In monthly budgeting, the system displays the current year's budget, actual and percentage of totals, along with the new budget and percentages. When one value is changed, all others will be reflected.

A new budget version year may be created for an unlimited amount of years into the future. Each expense group (operating, payroll, and capital) may have separate budgets. The creation will be user defined from an existing budget version or from a previous (or current) fiscal year chart of accounts. This new annual budget may be a percentage change against the base year's budget or the fiscal year's actual value. The budget calculation may be posted within the first month (annual budget), divided equally among 12 monthly periods, or across the 12 periods based on the base year's percentage of actual to the year's total. The chart of accounts is completely separate for each budget year. Multiple budget versions may be created to analyze and use for comparison.

Budgets may be itemized for any account you wish. Itemizing allows for multiple requests where each request may be prioritized, contain a requested quantity, amount, description, and attached notes for further explanation or justification. The items may be approved by quantity and/or price which are extended and accumulated to determine the account's total budget request. Items from prior years are available for comparison. You may also allow Department officials to have input in a budget with restricted access to GL accounts based on their login security parameters. Budgeting for Projects, or Job Costs, uses the same functions but keeps everything associated with the project, and may also include payroll costs.

A separate Budget Inquiry menu is available for those who should be able to view the budget but not affect any data.

Reports

Selective 2 Year Comparison

12 Month Budget Comparison

Fund Detail Analysis Worksheet

Customized Financial Reports

GL Account Notes

Print Itemized Budgets

Selected GL 1 Year Budget


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Sample Itemized Budget Report:


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Purchase Orders

Purchase Order (PO) entry, within the Fund Management System, is as easy as 1-2-3; 1) quick manual entry by logical processing, 2) auto-creation based on Inventory Control stock, and 3) by processing approved Electronic Requisitions. Wherever possible, the system will automatically enter default information based on vendor selection. However, a user may override certain fields such as ship-to address, payment terms, GL account, etc, when needed. The system is directed towards fast entry input but still allow the user complete control. For example, a user may search within the system for a vendor or create a new one on-the-fly. A Post PO Receipts program is available to apply partial or full quantities received associated with the respective PO.

PO encumbering is an optional feature and will consistently maintain the real-time availability of funds by budget for a general ledger account after deduction of expenses and encumbrances. Furthermore, it is up to the organization to determine how encumbrances are handled (carry-over, re-encumber, neither), as well as what accounts may allow for over-expenditures, if any.

The PO module includes bid tracking and management. The Bid Management sub-system will track vendor information, amounts, items, quantities, notes, and a user may conveniently add multiple vendors to a bid by SIC code. As bid's are received, price amounts may be entered for a prompt comparison.

Reports

PO Status – Shows the status of PO's by type, amount, GL, vendor, date range, and in summary or detail.

Issued Summary of PO's.

Open PO by GL Number – Open quantities, amounts, and lines are reported for a specific GL number, range, or all.

Vendor Minority Purchases – Reports amount of purchases by minority type(s).

PO Encumbrances As Of Date – Shows all open encumbrances for PO's by GL account along with totals, up to a certain (batch) date.

Vendor Purchases by GL Account Number.

PO Buyer Statistics – A quick report of the total number of PO's worked on by user for a selected time frame.

Inquiries

Purchase Order

Vendor and/or Invoice

Job Costing projects

Requisitions, by user, status, time frame, and/or all.


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Sample Purchase Order:

We insert your organization’s logo

User defined instructions and signature


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Electronic Requisitions

Go paperless with ADG's supplemental Electronic Requisitioning module with full control over:

requisition groups

approval ladders

optional reviewers

dollar approvals and limits

email notifications

optional pre-encumbering of funds by group and GL account

Full history of who has viewed the requisition and actions made are included. Notes may also be added for justification, explanation, description, etc. purposes and may include attachments such as documents, spreadsheets, pictures, video, and more.

The system continually verifies whether funds are available and will prevent a requisition from moving forward in the process if funds are not available. When this occurs, a user may place them within the Unencumber Purchase Orders program so any unfulfilled requests may be stored, reported on, and eventually become unencumbered when/if needed.


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Accounts Payable

From Invoice posting to Bank Reconciliation to Year End processing, the AP module makes this systematic process concise and understandable. This module is as smart as they come and will reduce time on data entry, errors made, and paper usage on essential transactions by electronically matching the purchase order with the invoice.

Invoice Entry

Whether invoices are miscellaneous, associated with a PO, or are marked as recurring, they may all be grouped together into a single batch (work file) where the date determines the accounting period to post into. Every invoice number is verified as unique to prevent duplication. Due dates and discounts are automatically calculated upon entry based upon the terms code. Check information may be recorded upon entry if it has already been made.

During entry, vendors may be created on-the-fly if they do not already exist within the system. Vendors may be flagged as a miscellaneous vendor in which they will receive one check per invoice. Another option is to mark a vendor as a miscellaneous vendor yet still have the ability to be included on future PO's and requisitions.

When invoices are applied against a purchase order, individual lines of the order may be liquidated and/or expensed. Additional lines may be added and expensed as needed or may be used for extra description.

Payment Processing

Three types of payment processing may be selected; e-Payable file transfer if paying with credit cards, check writing, and/or by Electronic Fund Transfer.

The ePayables program was developed to support users that want to pay vendors by credit card to earn cash/rewards points and incentives. This is executed by a file transfer with the organization’s bank with a system generated list of vendors and invoice amounts that are to be paid with one or multiple credit cards. The file is then uploaded by the bank for transaction completion.

A vendor’s Master file may securely store bank information with the purpose of direct deposit by Electronic Fund Transfer (EFT) transaction.

A wide variety of invoice selections are given for optimal, express check generation. The selection may be based on due date(s), vendor(s), GL account(s), invoice type (AP, payroll, or both) and may include, skip or only process EFTs. Any accounts with a credit or zero balance may not be updated to the GL or master files. Just as quickly as the invoice selection is generated, they may be canceled as well.


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After invoice selection, an edit report may be generated to verify amounts and accounts coincide. After checks are printed and zero errors are found, simply run the update program to record the changes made to the general ledger and any affected Master files. The check writing program also includes posting:

Manual payments made after-the-fact that must be recorded. Select from a broad range of payment types and bank cash disbursements defined within the Bank Master.

Applied credits to invoices already updated within the GL that may need to be adjusted.

We offer a number of check formats to include your company's logo, signatures and MICR line. Additionally, we offer a special checks program to print checks that may be used in the field.

A Payment Register may be printed in summary (check totals) or detail (invoices paid) of all selected checks up to a certain point in time, by batch number, and for either Accounts Payable or Payroll. A Positive Pay/Check Management program is available to send and reconcile with the organization’s bank.

Check Reconciliation

An outstanding payments report may be generated per bank to show outstanding, cleared and voided checks. A user may enter and update voided and outstanding checks. Easily upload a bank file of cleared checks to update the payment status or this may be performed manually. A missing check numbers report is available to see where reconciliation errors may lay.

Quickly compare deposits in transfer, with the bank statement, in our bank reconciliation inquiry where a user selects the bank, month, year, and enters the statement balance. One side displays late and/or open deposits while the other gives a quick glance at the GL totals, outstanding payments, the adjusted balance and the variance.

Year End Processing

Generate 1099 reports, print 1099s, and perform annual maintenance to the vendor, check, and invoice histories. Electronic 1099 Filing is available in which the system will generate a file that may be uploaded into IRS e-file services. Also included is an informational Year End Payment Register.


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Accounts Receivable

The Accounts Receivable module includes a customer management master file that tracks customer status, tax authority area(s), terms, cycle, contact information, invoices, balances and credits, payments accepted, historical transactions, and notes with attachments.

Invoice billing is simple and logical. Invoices are entered into a batch work file where the date controls the accounting period to be posted within. Invoice numbers may be sequentially defined by the system or defined by the user (without duplication). Invoice types are user defined and utilized for tracking purposes. Invoice entry may be manual, pull recurring ones, or imported from a third party system. An edit list may be run to check that numbers and accounts are correct without errors. The invoices are printed and then may be updated to the GL as well as update the Outstanding Invoices file. Unlimited notes with attachments may be included regarding the invoice.

Cash Receipts may include a miscellaneous collection or be applied to a customer's account balance. When entering a customer payment, a selection of outstanding invoices is available to choose from as well as the ability to add additional distributions/payments. Multiple entries may be included within a single batch. If the receipt entry is miscellaneous, a user may choose which GL account the payment is applied to or use a previously defined distribution code.

We offer a Centralized Cash Receipting module that interfaces with supplemental ADG enterprise applications (Utility Billing System, Court Management System, Sales Tax & Business Licensing System, and Building Permit System) from a single point of entry. When a payment is posted, it will automatically update the appropriate customers' accounts receivable. When the drawer(s) are closed, all transactions may be transferred and posted to the General Ledger.


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Inventory Control

Inventory Control may be completely automated by electronic requisition, purchase order, accounts payable transactions, and work orders where fields and amounts may be overridden when needed. This automation functionality ensures that on-hand, book, reserved, and on order values are always available real time. Maintain and manage inventory items, warehouses, issues, returns, receipts, work orders, transfers, adjustments, GL journal entries, and more.

Costing may be maintained by weighted average, LIFO, FIFO, or standard methods. The system allows unlimited layering for LIFO and FIFO.

Stock Reports

Master Lists

Stock Status

Stock Valuation

Stock Valuation by GL Account

Valuation Layering

Inventory Count Sheets

Reorder Report

Sales Price List

Sales/Gross Margin Analysis

Item Location/Availability

Monthly Job Totals

Warehouse History

Catalog of Stock Items

Book vs On-Hand Exceptions

GL Account Posting Report

Simple Catalog Report

Obsolescence Report

ABC Status

Bar Code Catalog

Inventory Mailing Labels

Sample Stock Valuation by GL Account Report:


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Payroll & Human Resources

ADG's Payroll module contains a flexible design that allows operational function to be entirely unique from one organization to the next. We understand every organization operates independently which is why we designed this module to accumulate and report on values important to each entities own specific payroll requirements. Overall, ADG Payroll provides an almost unlimited capacity for payroll processing with a direct interface to the General Ledger and Accounts Payable modules.

Included with the Payroll module is an interface to an online Employee Entry module that allows employee access to Electronic Requisitions, Timecards, Leave Requests, Open Enrollment, and Personnel Action Requests.

ADG Payroll Setup Parameters take into consideration:

Multiple Cost Centers in which employees' earnings and benefits may be distributed, as well as general ledger accounts, even across funds. Each fund may disburse its own payroll and payable amounts OR have one fund disburse the payroll and payables, with all other funds reimbursing the primary fund (Pooled Cash Fund).

An array of Payroll Types. These types, up to 9999 user-defined varieties per employee, include employee earnings, deductions, taxes, employer paid benefits, and/or direct deposit transactions. We offer a detailed mixture of calculation methods that support an entity's own uniqueness.

Payroll buckets which are a user-defined value that may be used as a percentage in calculating payroll types. Buckets may be applied to a wide variety of payroll types as well as be used for reporting purposes.

Leave Benefits calculations determine the frequency of a benefit accrual, rates of accrual (based on months of service), and the carry over amount between periods or years. A single employee may have up to 10 different leave balances, as well as historical information by each leave benefit accrued, or taken, and the new balance.

Payroll calculations based on Position Control group, grades and steps. The system may hold groups based on a job position or department. Each group may have a defined base salary and increments to occur within a defined month and be based on a percentage, or by grade rank and steps to follow for standard wage/salary increases. The Salary Projection program may then use this information, and/or individual FTE, to forecast salary and benefit expenses. These amounts may then be used to automatically update the Budget for a new fiscal year.

The Payroll module's design is to process rapidly by minimizing data input with verification of accuracy and default set ups upon entry. Payroll processing includes what type of payroll is to be processed (by employee “group”), which recurring transactions to include, as well as what


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exception transactions to include. Exception entries may be entered as an additional transaction OR a single, one-time override for any recurring transaction.

To complete the payroll process, we offer laser checks with space for employee, bank, and payment information along with MICR line and the option to print signatures. Notice's of Deposits may be printed alongside the checks or separately, as well as emailed to employees. The Check Reconciliation program operates parallel to that of the Accounts Payable Check Reconciliation program.

Over 120 reports are available for use, but if you’re still unable to find one that fulfills your reporting requirements we provide an Advanced Report Writer in which users may construct their own reports using data fields and values maintained within the Payroll & HR systems. ADG also has an established interface with Crystal Reports.

Electronic Time Cards

From the electronic creation, tracking, approvals, signatures, storage, and everything regarding time cards is efficiently online for easy access. Employee's may post hours worked by job and/or cost center, expense reimbursement, and leave time taken. Email notifications may be utilized when approvals, reviews, and signatures are required as well as when new time cards are available. Once approved, the payroll department has little work to do. The system will not process any time cards with errors that counter the defined payroll rules.

A Leave Request module is included for employees to enter requests for leave time and/or overtime. Approval ladders and email notifications are again utilized, and when approved, the leave request may be automatically applied to to the employee's time card. An additional Time Clock module is available, or there are several third party time clock systems we have established interfaces with.


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Personnel Management Modules

Personnel Maintenance

Outside of the Payroll’s Employee Master database, ADG provides a Personnel Master. The two are connected and a quick link is inserted on the Employee Master side to quickly cross reference the Personnel Master side. Information contained here includes retirement status and PERA earnings, leave benefits with available hours inquiry, additional contacts, dependents and beneficiaries, employee training programs/hours/certificates, health records, workers comp claims and results, personnel action requests inquiry, past payment inquiry, leave time taken inquiry, unlimited notes with attachments, and user-defined custom fields and values.

Position Control

Create job codes, to be applied to employees, which consolidate payroll, EEOC, requirement and qualifications information to a specific position. A Position Master file tracks the position's department, location, FTE, date effective, position status, notes, position funding by cost center distribution(s), currently filled by, and a history of past occupants. Reports and Inquires are also available.

Accident Reporting

Track information associated with an accident including description, date and time, violation if any, witnesses, medical treatment, work leave information, supervisor comments, workers compensation claims, and unlimited notes with follow-up review dates and costs.

Training & Education

Track employee training and continued education class attendance, hours, dates, and certificates, that are all user-defined. Reports include Training Classes Master List, Uncompleted Training by class code/type/cost center and a Expiring Certification Report.


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Additional HR Modules

Open Enrollment

Save time during your open benefits enrollment period by designing benefit plan selections once, making them available to employees with one click when appropriate, and finish by having the system update selections automatically. The employee may login to the Employee Entry interface, select their plan, and sign electronically.

A benefit plan allows for a maximum employer contribution amount, the available benefits for selection, as well as an employee contribution amount. Benefits may include health, dental, vision, insurances, deferred compensation or other employee deductions.

Personnel Action Requests

Conveniently and electronically allow an employee (or supervisor on their behalf) to generate a request for approval. These requests may include department transfers, pay raises or deductions, general employee status, and other HR user-defined fields. Appropriate approval ladders are defined and approver(s) may receive an email notification. When a request is completed, any new changes to the employee's record will automatically take effect.

Applicant Tracking

An organization has the ability to track endless information regarding new applicants. The template includes tracking references, background checks, job skills (optionally assign values for analysis), unlimited notes with attachments, i.e. resumes, and any other necessary user-defined fields or qualities. Create and track letters to print and email applicants. An interface to Position Control exists so once the employee is hired, their information is automatically converted to the Payroll system.

An additional Citizen Link is available for applicants to apply online, through your organization's home website. We style the page to reflect your organization’s home website style (without promoting our company to eliminate possible visitor confusion). The applicant will be able to view open positions, their descriptions, and proceed to create an online profile that directly uploads information into your system in real time.


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Utility Billing System


ADG's Utility Billing System is a robust Customer Information System that integrates:

Meter Input/Download/Upload/Change outs

Service Adjustments

Location Billing

Customer Billing

Work Orders

Accounts Receivable, Penalties & Disconnects

Money Posting Interface back to ADG’s General Ledger

Utility Reports, Consumption/Rate Analysis for Revenue Projection

Backflow Tracking

User defined custom Letters, Notices, and Emails

Multiple Services billed by a flat amount, meter, and/or meter-related.

Examples include:

o Metered Water (including Compound Meters)

o Metered Electric

o Parking Lot Sweeping

o Flat Water (i.e. fire lines)

o Electric Demand Meters

o Natural Gas

o Sewer related to water

o Sewer Flat based on water winter averages

o Sanitation

The entire process is designed to simplify a billing clerk's daily tasks of generating bills, posting cash, managing accounts receivables, processing delinquent accounts, and resolving customer inquiries. Whatever the service may be, a customer may be billed by location with bills going to the service address, another customer preferred address, or emailed. A customer's and/or location's history is updated to track billings, usage, penalties, write-offs, and payments. Customer and/or location accounts are easily searched for within the system, with all information in a single and concise profile, geared toward helping reduce stress and time for billing clerks when helping their customers.


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UBS Online Citizen Link

Our Utility Billing System Citizen Link is an exceptional product. Encourage your customer's to view their utility consumptions in both graph and table form, by month and year, to support environment friendly practices. One meter reader the system interfaces with utilizes Smart Grid technologies and sends the utility consumptions back to the customer with Daily usage, showing total and peak amounts.

Give your customers the option of making bill payments online via EFT/ACH and/or Credit Card. Customer's may also manage their billing preferences (mail, email, or both), contact information, and passwords as well as view billing and payment history.

UBS Citizen Link Screenshot:

Stylesheet will be designed to reflect your

organization’s home website


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Billing Features

A Pre-Billing program provides all the necessary operations in calculating bills, including:

Meter Reading Input which may be entered manually, from meter books, or by an ASCII file upload created by a meter reading system such as Itron, Schlumberger, Badger, Datamatic, etc. ADG has many current interfaces with hand-held devices and is willing to complete any others to satisfy a client's request.

As these readings are entered, the system notifies the user of any problems found such as high or low consumptions, meter rollovers, negative consumptions, re-posting, and more. The system performs extensive verifications to help eliminate erroneous bills from being generated.

Meter Change-out data with both old and new meter information to be printed on the bill. Total usage will be based on the consumption of both meters. A 2 year consumption comparison graph may also be printed on the bill. See Sample Bill on page 21.

Consumption Reports for usage by min/max amounts, cycle or route.

Credit Account Deposits for refunds.

Miscellaneous Charges and Service Adjustments including Credit Meter Update. Miscellaneous charges may be set to repeat for any number of billing periods.

Workfile Inquiry.

Billing Exceptions.

Tax Reporting.

Billing Calculations include:

Three Billing Cycle Types:

o Cycle billing for normal period billing(s).

o Final billing for customers who are terminating service(s).

o Corrective billing to easily correct erroneous bills.

Each billing operation prompts the user for billing period dates, electric fuel adjustment amounts, and the print order for bills and the register. Each billing cycle may be run independently from one another.

Billing Rate Tables

o Rates are tracked by effective dates so a payment may be posted to the appropriate date range it was for with charges and penalties.

o Unlimited usage and demand steps.


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o Rate table selection may be controlled by In or Out of District parameters within each Location and Service record. Out of District may have a charge associated with it by a percentage or flat dollar amount.

o Time of Use billing may be utilized.

Charge Proration is based on the actual number of usage days for initial and final bills, if selected for use within the rate table parameters.

User defined Discounts which may be a percentage or flat dollar amount.

Preventative cycle re-billing based on a default number of days that need to pass prior.

Automatic Estimation Readings and Usage determined by the system based on a running average, previous period or year usage, or a daily average usage.

Services may be billed based on selected months.

Budget Billing options allow a customer to pay a predetermined amount each billing period. At the year end, simply reconcile the account balance.

A Billing Register to print all information regarding a customer's bill including addresses, meter information, prior balance, current charges by service, penalties, and the new account balance.

An Edit program verifies correct quantities before running the Update program which updates ADG's Fund Management System General Ledger, if in use.

Customer Master:

Is a master information file and inquiry, centralizing all information associated with a customer's account record.

These include but are not limited to:

Billing Name and Address, which may be different for the Service Location(s)

Options to mark customers as Privacy, Cash Only, Penalty Exempt, and/or Senior Citizen

Delivery Point Bar Codes for USPS Intelligent Mail barcodes

Budget Billing Status

Delinquency and Payment Plan Summary

Last payment date and amount

Deposits & Interest by Service and Location, each with its own payer information

Previous Customers billed at the location

High/Low consumptions and charges

3rd Party Contacts to optionally receive Bills and/or Notices

Automatic Bank Draft (EFT) or Credit Card Payments

Unlimited Notes with Attachments


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Email Address and list of Notifications to be emailed

Customer Match ID fields to prevent current bad debt customer's creating new accounts

Location Master:

Is a separate file containing utility billing info by location. The Location Master is also a geo-mappable file that shares the same database as locations within Sales Tax & Business Licensing, Building Permit, Special Assessments, and Global Work Order Systems. The Location Master includes:

One location per physical address or parcel

Tracking of parcel owner, legal information, latitude and longitude values

Unlimited number of customizable fields


Pop-Up Warning Message

Tracking of Lot Size, # of Units, SFE's

Tap & System Development Fees to be paid by service

Google Maps interface to show a Location Address and/or GPS Coordinates

ADG may interface with your preference of GIS system


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Sample Utility Bill:

Bill formats may be customized for the organization


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Work Orders

The Work Order program coordinates customer service requests and disconnects. Service requests may include readings, repairs, change-outs, turn-offs or turn-ons, or any other user-defined request. A user enters a work order for a customer or location, identifies the type of work to be completed, by who, any additional notes, a schedule date, and any associated costs.

Work Orders may be printed for a scheduled date, entry date, or by work order number. A work order summary may be printed for management to summarize the work request. The work order may also be managed electronically within ADG's Global Work Order System.

As work is completed and updated, the system can automatically pass readings and charges to the billing system. A statistical report may be printed to show the number of calls for service.

Sample Electronic UBS Work Order:


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Accounts Receivable & Delinquencies Management

Whether payment is cash, check, or charge, it may be posted through the utility system, the financial system's Centralized Receipting, online Citizen Link, or by an ASCII file upload supplied by the bank or other financial institution for bank draft and/or credit card processing. As money is received it is automatically applied to receivables based on a user's predefined order of distribution or to the specific service. Over-payments may be distributed to services specified by the user. Refund requests may be generated and refund checks or cash may be posted to the customer's account to eliminate a credit balance or deposit. An A/R Aging Report is available as well as A/R Trial Balance by General Ledger Account.

Delinquent customers may be charged a penalty and/or interest defined by the organization. The penalty may be a percentage of outstanding receivables and/or a minimum/maximum amount. A Penalty Report will list customers to be penalized with the unpaid service and penalty amount. Customers and/or Services may be penalty exempt within their master record or profile and/or Penalty Forgiveness entries may quickly eliminate penalties on a bill if found compliant.

Delinquent notices are user defined and may be sent to request payment and provide shut-off information. Disconnect notices are also user defined and may be sent to notify termination of service if payment is not received by a date, along with any costs associated with reinstating the terminated service. A Disconnect Report is available to identify customer's to be disconnected, and optionally include customer service notes which may include promises to make payment. Customers may be exempt from disconnections on an individual basis through a specified date and by user defined reason codes.

A customer's balance may be totally written off as bad debt. The customer's deposits are applied to their A/R balance. A transaction of each amount written off will be saved in the customer's history. A Bad Debt record is created so if the customer ever returns and provides the same tax id number, or other matching number, the user is notified of the previous bad debt situation.

Rate Analysis / Revenue Projection

The Revenue Projection Report uses consumptions billed in the prior 12 months to help analyze potential revenue. The report provides a very effective and easy tool for forecasting revenue based on proposed rate changes.

A proposed rate table may be added to the system and used by a report program that reflects the new revenues to be generated by month. In guidance of identifying possible step rate changes, a Consumption by Range Report will provide the number of locations with usage at different consumption levels.


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Reports & Inquiries

Over 90 various reports are included and grouped by:

Financials – balances, summaries, billings, history, charges, fees, receipts

Usages – consumption analyses, charges, services, exceptions

Services – Meter Book, routes, general info, contract statuses, missing, counts, unbilled

Customer/Location - new, billing address, inactive, owner, legalities, transaction history

Mailing Labels

Master Files

Custom Reports

Inquiries include:

Account/Location

Services By Property

Meter Serial Number

Yearly Consumption Recap

Unapplied Money By Service

Cycle Billing Count

Read Route Count

Read Route

Bad Debt

Billing Rate Table

Unupdated Payments

Location A/R


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Fixed Assets System

Fixed Assets System

With Preventative Maintenance

ADG's Fixed Asset System provides unlimited Asset tracking using:

a thorough Asset Master File with records of asset cost, components, location, insurance, maintenance, projects, expenses, notes, history, work orders, and more

Depreciation which may integrate directly to the appropriate General Ledger accounts

in ADG's Fund Management System

Loan Amortization schedule with a loan payment calculation program based on numerous parameters including interest rate, term of loan, loan amount, down payment, etc.

Asset Auditing programs to assist in a simplified audit process even allowing for input

from a hand-held device reading a bar code tag on the asset

Transfers & Disposals utilizing requests and approvals

Reports & Inquiries menus are customizable on a per user basis for appropriate

access to information held within the system

Sundry Item Tracking to track assets that won't affect financial information

Preventative Maintenance module to track building, vehicle, equipment, or other

asset maintenance, costs, scheduling, usage, service plans, and work orders


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Fixed Assets System

The Asset Master File

The Asset Master file contains the following areas of information that may be tracked, reported, and optionally cloned:

Acquisition Date

Acquisition Method

Vendor, PO #, Invoice #, Check #

Audit Date

Audit By

Audit Status

Depreciation Start Date

Depreciation Basis

Useful Life

Year To Date, Life To Date Depreciation


General Ledger Accounts for:

o Accumulated Depreciation

o Depreciation Expense

o Asset

o Expenses

Department

Asset Type

Custodian

Current Location, Geo-Mappable Integration

Condition

Description

Components

Disposal:

o Cost

o Method

o To

o Date

o Amount

Make, Model, Year

License, Plate, Serial #

Insurance:

o Value

o Cost

Replacement Cost

Maintenance Costs

Work Orders

Depreciation

The depreciation schedule calculates an asset's depreciation either monthly or annually and by department. Multiple depreciation schedules may be maintained for each asset (i.e. book, federal, state, etc. or by funding source). The depreciation calculation may be run and transferred as a batch to the Fund Management System for a user to post to the General Ledger, if turned on. Also, when the depreciation program is generated, it will automatically update depreciation information and history within the Asset Master file. An edit program is available to verify correct amounts before updating and transferring to ADG’s General Ledger.

A Depreciation Analysis Report is available for historical depreciation dates and includes department(s), schedule(s), asset type(s), and optionally include fully depreciated and/or disposed assets.


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Fixed Assets System

Reports Include but are not limited to:

Count Sheets by Location

Asset Department/Type

Asset Acquisition by Department

Expenses by Date Range

Asset Valuation by GL #

Custodian Asset List

Asset Transfer and Disposal Form

Loan Amortization Calculation

Disposed Assets by Department

Replacement Projection

Asset Notes by Date Range

Warranty Expiration Report

Work Order Report

Preventative Maintenance

This module is designed to track maintenance schedules and costs of an asset. Assets may have multiple maintenance schedules based on time (days, weeks, months), mileage (derived from odometer readings when tracking asset costs) or entered manually. The system generates a modifiable list of services to be performed when service is required. A schedule Calendar is available to view when work orders are/need to be scheduled.

A work order may be printed detailing the service to be performed. Upon completion, the information is entered into the system to track costs and completion of the schedule service. Costs posted against an asset may be tracked by mechanic/supplier, work order, and repair type. Product warranties may also be tracked.

Analytical reports are available that examine costs and MPG, in the case of vehicles. The system also tracks drivers, reimbursable and non-reimbursable expenses, and trip types. A scheduling function facilitates scheduling rooms, vehicles, and equipment. A simple asset billing program is included for expenses and rental fees to be billed back to other departments.

Reports Include:

Item / Service Programs

Fuel / Service Programs

Monthly Vehicle Mileage Recap

Weekly Vehicle Request

YTD Item Billing Summary

Mileage / Costs by Department Range

Warranty Expiration

Daily Transaction Report

Year Mileage / Hours Totals

Inventory Issues Recap

Service Summary by Date


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Building Permit System


With ADG's Building Permit System (BPS), a municipality may conveniently track important operations that occur within a Building/Planning/Community Development Department, all electronically. The system has proven effective in reducing time and labor spent on efforts to organize and manage:

Permits Applications

Conditions

Valuations and Fees

Permit Approvals

Permits

Land Parcel Data

Legal Documents

Contractor Licensing

Inspections

User Defined Custom Fields and Values

Because ADG's BPS is Web Browser based, and with the help of smart device technologies, inspectors out in the field have direct access to the system to make notes, updates, add pictures, documents, view their schedule, and more all without needing internet access. The system is designed with convenience in mind.

ADG offers a Citizen Link in addition to the Building Permit System. This Citizen Link serves as a portal for contractors to request inspections and view current statuses. ADG's goal is to provide an easy and convenient licensing process placed online for all parties to communicate efficiently, specifically by having contractors submit applications, renew permits, and make online payments.


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Applications & Permits

With applications and permits stored in the same location, using the same document ID, data entry duplication is eliminated.The system automatically produces a permit based upon an approved application (simply change the status) or simple permits may be created on-the-fly without requiring application approvals. Based on the permit type the system will automatically show default conditions, valuations and fees, required approvals and inspections, and user defined custom fields. Money received against permits may be accepted through this system or the Fund Management System's Centralized Cash Receipting.

Application information:

Date Received

Permit Type for classification and reporting

Job Description

Next Action

Setbacks

Parcel and Location, Zone, Functional Use

Project association, if any

Construction Type

Owner and Mailing information

Once an Application is created, the Permit fields will generate for further detailed input.

Application Letters may be printed/emailed to the applicant verifying receipt, request for further information, denial, approval, etc. The application itself may be printed as well and optionally include any notes, additional contacts, valuations, approvals, miscellaneous detail, inspections, and conditions.

Permit information:

Status

Issue or Date Granted

Expiration Date

Type for classification and reporting

Certificate of Occupancy number, date issued/revoked, or temporary information

Parcel and Location Code

Parcel Documents

Notes with Attachments

Contacts including owners, general contractors, sub contractors, etc.

Associated Valuations and Fees, auto-populated based on permit type

Approvals (current & historical), auto-generated based on permit type

Conditions

Required Inspections – auto-populated based on permit type

Receipts


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Valuations & Fees

The valuation and fees section of the permit logically calculates appropriate fees and costs based upon user defined rate calculation tables. By classifying the permits into different valuations (i.e. electrical, mechanical, plumbing), the system will report on total valuation by different types. Various fees are also user defined and may or may not be related to the valuations. Valuations and fees may be marked as inactive and kept for historical reference and without the ability to be applied to new permits. A user-defined display order may be utilized as well.

Money received for the permit may be posted against a specific fee to further track any unpaid fees on the permit. Multiple General Ledger distribution percentages may be utilized.

Required inspections may be added and associated with certain valuations and fees so when the valuation/fee is applied to a permit, the inspection may automatically generate within the permit record for scheduling. A section containing unlimited notes with attachments may be used for identifying discoveries, evaluations, and results.

Contractor Licensing

Ensure contractors are properly licensed and insurances are current with concise records and reports. Maintain multiple license classifications to include examination and license fees, months the license is valid for or an expiration date, and the General Ledger account(s) fees should be distributed to.

The Contractor Master includes tracking an unlimited number of contractors with company name, owner, insurer, expiration dates, direct and additional contacts, business and mailing addresses, a prompt warning note, unlimited notes with attachments, license(s), permits and applications, and any receipts from payment history.

Renewal letters are user-defined and may be emailed or printed and mailed to contractors. As letters and Licenses themselves are printed and sent, historical notes are generated within the contractor's record of when this was done and by whom.

Reports include the Contractor/License Report which generates a list of the company name, address, contact name and address, phone number, insurance expiration, workers compensation expiration, license class, status, number, expiration date, and any license description. Additional reports include, but are not limited to; Expired Licenses, Unpaid Licenses, and a Daily Receipts Report.


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Inspections

Permit inspection postings via posting menu, contractor license file, permit/application file, or inspections calendar, enable a user to enter inspection requests with the system assisting whenever possible. A permit may have an unlimited number of inspections by type. After entering the permit number, which may be searched for, a user may tab through and enter the various inspection information. A informational box conveniently displays available contractors by license class, or when a requested date is entered, a list of other inspections requested for that date is displayed. This information facilitates not over-booking an inspector's time. If the contractor requesting the inspection is not listed in the permit's contacts file, that contractor may be created on-the-fly.

A Daily Inspection report lists all inspections requested for a selected date. The report prints by inspector and includes the inspection request and other permit information. The Open Inspections report generates a list of all incomplete or canceled inspections. Conversely, a Completed Inspections report is also available. Inspection forms may be printed by inspector and inspection type to include permit information, an inspector's note area, and optionally referential notes contained within the system regarding the same inspection type and the permit itself.


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Land Parcel Data

Multiple locations, with individual details, may be held within a single Land Parcel data file. Each location will have a unique code which is used and integrated with three other applications: Sales Tax & Business Licensing, Utility Billing, and Special Assessments Systems. The Location Code may be user defined or sequentially system defined. Changes made by a permit will automatically affect and update the land parcel data.

The land parcel may be defined into a zone, functional use, and subdivision for reporting purposes. Parcel square footage, last zoning date, annexation date, legal description, and a warning note may also be defined and tracked. Additionally, parcels may be split as land developments and changes occur over time.

- Legal Documents -

Any legal documents associated with a land parcel may be referenced within the Land Parcel Master record to show document date, description, type, location, receipt number, book number, and page number. Documents are coded to meet the departments specific needs. Sample types include covenants, permits, agreements, and city ordinance.

- Miscellaneous User Defined Information -

The Miscellaneous tab holds organization-defined questions for a land parcel, with responses, and may be reported on. For example, additional fields of information may include yes/no responses to “Water Available” or “Electric Available”. Geological information may also be generated which may have multiple options such as Mapped Debris Fan (servere/moderate/light/NA). The system tracks the response value, who created the response and when, as well as who has updated the response and when. These custom fields may be marked to be mandatory, encrypted, protected from edit/deletion capabilities, and/or use a validation list.


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Code Enforcement Module

The Code Enforcement module is an excellent supplemental application to the Building Permit System to ensure code compliancy. Parcel and legal document information is shared between the two. The main functionality of Code Enforcement lies within the Complaint and Violation Masters to track all information from the first call to inspections to a resolution.

Track:

Code Violations with Standard Responses

Complaint reporter, date, time, and description

Parcel the complaint is against. Same Parcel as BPS

Unlimited Notes with Attachments per complaint and inspection

Inspections History and Posting with Calendar and Scheduling

Organization-defined Letters to owners and other interested parties

Money Received for Violations

Reports and Statistics

Complaints

Incoming complaints are easy to enter and update through the Complaint Master file. The Complaint record tracks:

Land Parcel

Location within Land Parcel

Complaint Type which is user-defined

Complaint Date and Description

Reporter

Warning Note

Served By and Date

Compliance Due Date, and Status

Police Ticket Number

Court Case or Docket Number

Hearing Date and Time

Tax Assessment ID

Contact Name, Number, Address

Additional Contacts, Interested Parties

Violations and Associated Fee


Inspection Information with Notes

Payments Received History


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Violations

Violations are organized and held in the system by a unique identifier code that is user-defined, has a meaningful description, an associated fee which may be a flat amount or daily rate, the GL distribution money received will be applied to, and a standard response code. Standard responses are also user-defined and may be used for noting the required action for compliance.

Unlimited Violation or Miscellaneous Letters may be contained within the system. A letter writer program allows an organization to create their own letters and/or emails to send to a variety of interested parties.

Inspections

Inspections may be added through the Complaint record or scheduled within a separate postings menu as requested. Inspection information includes the associated complaint, type, who the inspector is, requested date and time, actual inspection date and time, time spent, status, and unlimited notes with attachments such as pictures, police records, letters sent, etc.

An Inspections Calendar is available to display inspections by date. Here, a user may also edit and update inspection records and result


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Sales Tax & Business Licensing System


Municipalities may administer Business Licenses, Sales, Use, Accommodations, or other similar Taxes with the Sales Tax & Business Licensing System. This system simplifies the complicated, and often time consuming, task of tracking and collecting:

Business License Issues, Approvals, and Renewals

Tax Forms, Returns, and Collections

Business/Customer Accounts

Standard Industrial Classifications

Letters including renewals, open accounts, delinquencies, error, and more Reports and Analyses

Furthermore, as a partner to STS, ADG offers a Citizen Link for organizations to allow Businesses/Customers to access and provide certain sales tax and business license information through an online web portal for each individual location.

At the organization's discretion, customers may:

Renew Licenses

Reprint Licenses

File Tax Returns

Print Blank Forms, for mail-in

View Transaction History and Current Balances

Make Payments Online via ACH/EFT and/or Credit Card

Save Bank Information for Automatic Withdrawals

View Frequently Asked Questions

Manage

Contact and/or Address Information

Additional Business Contacts

Entry to Business Information that is used to calculate their license fee


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Business Licensing

The system is designed so municipalities have flexibility in determining business license fees. A fee may be a flat amount or based upon multiple calculation factors. Fee's use effective dates so the system will know which fee rates to use when a user is posting returns and payments. Licenses may be defined by an expiration date, a duration amount in days, as well as marked as a temporary license.

Each License fee and Tax code may have defined General Ledger distributions between revenues earned, accounts receivable, and money received. STS is able to completely integrate with ADG's Fund Management System or may be run stand alone.

Licenses and Tax codes may also utilize Approvals. As a new business license application is submitted and entered within the system, emails to various approvers are generated notifying the individual(s) that a “sign-off” is needed. Each Business License and Tax code type may have its own unique approval list.

License Printing options include a report of customer's waiting to receive their license, print as license payments are posted, print for a single or range of customers, re-print a license at any time, and also print mailing labels.

License & Tax Forms

ADG assists in the set-up, and continued assistance, of a municipalities License and/or Tax Forms. Forms are easily maintained with the system for users to edit and clone, and if the user feels comfortable enough, may create their own. The calculations established in forms can be quite complicated so ADG support personnel prefer to assist in the process.

Forms use effective dates, as previously mentioned, and may be marked as active (allow posting) or inactive (cannot be selected for posting payments against). The form may optionally include an expiration date, service fee rate, monthly/quarterly/semi-yearly/yearly past due days to calculate penalties, graces days and amounts, individually user-definable headers and footers, and whether the form may be available for the online Citizen Link use.


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Posting/Filing Tax Returns & License Renewals

The system follows a logical flow for posting payments received. A users will simply enter the customer's account number (if unknown, it may be searched for), period end date, receipt date (default is to today's date, but may be modified), postage mark date, due date, batch number (for GL posting reference), License/Tax Form, optional special event or zero return, payment type, and any user notes regarding the current single payment.

Once the above is entered, the user may go through and enter the numbers from a form. If there is an error made, the screen will display the error, along with any affected fields, in red. The screen will also display the calculation amounts. Tax, adjusted tax, totals, penalty, interest, and any prior additions or deductions are automatically calculated based upon the entered amounts. The system saves the dates entered, prompts the user to continue adding payment records, and allows for data duplication where necessary for speedy entry processing.

Within the same posting menu, a user may:

Print/Email Error Letters to customers stating the mistake made and corrected amount, as well as any user-defined description of what actions will follow or need to be followed next. Generally, errors made will be applied to their next return unless amended in the meantime.

Post Miscellaneous payments or charges while displaying the customer's Accounts Receivable balance by tax and period end. The transaction may be marked as a miscellaneous payment, additional interest, assessment fee, tax write-off or credit, or temporary license fee.

Mass post additional interest to accounts with outstanding balances based upon dates, account status, and tax/license code.

Cancel and/or Amend returns. Canceled returns identify the money received as being rejected (e.g. bounced) which the system will take the money out of receivables, dismiss the revenues, and require the customer to file a new return which may include penalties and interest. Amended returns are for the corrected returns received that may have been prompted by an error letter. Each amended return may have a note associated with it for audit trail purposes.

Run Edit lists that display the entries of accounts and amounts. This allows the user to review and verify the entries are correct before updating it to the system which will affect customer account's and possibly the General Ledger, if turned on.

View and update payments/returns/renewals entered by customers online via the STS Citizen Link.

Upload returns/information from various Third Party Systems, for example importing return information collected by the state.


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Business Customer Accounts

Conveniently track almost everything about a customer account, with account, tax, license, and location information all integrated into one accessible source. The Customer Master account file includes:

Business name

City Code/Payid for unique identification

Corporate information

Additional Contacts with email, possibly for Police inquiry

Optional Warning Note

Internet Password for the STS Citizen Link, encrypted

USPS information

Automatic Payment information for withdrawals from bank and/or credit card


Multiple Business Locations:

Each business location will have it's own information regarding:

o Location Code, integrated with Utility Billing, Building Permit, and Special Assessments Systems

o State/Federal ID Number

o Fee Exempt, or to be disregarded from the Missing Filers report

o Audit information

o Sector/Standard Industrial Classification

o Delinquencies

o Accounts Receivable balance

o Business License Fee Calculations

o Unlimited Notes with Attachments

o Each License/Tax with defined:

Fee amount

Filing Period

Business Season by month

Start date

License Expiration date

o Form returns with details, License and/or Tax

o Transaction History by type with dates and amounts


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Letters & Emailing

One of the best features of ADG's STS, is that a municipality may write and store it's own custom letters. Specific categories include:

Renewal Letters for requesting information or identifying the license fee for the following year.

Open Account Letters to businesses with an Accounts Receivable balance.

Missing Filer Letters to businesses who have not yet filed a tax return for a required period(s).

Return Error Letters to identify mistakes posted on a tax return.

General Miscellaneous Letters which are sent to a business based on a municipalities own needs. For example, a Non-Sufficient Funds fee or Notice of Assessment.

Unlimited storage space to create and maintain all types of letters is available. Each letter is defined as plain text, for postage mailing, or HTML, to be sent as an email. Graphics and logos may be inserted into a letter. Notes may also be associated and tied to a letter, possibly to include attachments and/or letter explanations. Letters, emails, license, and mailing labels may be mass produced and executed.

Reports

The following is a list of included, but not limited to, reports within STS:

Unpaid Renewals Report

Outstanding A/R Report

Missing Filers/Delinquents Report

Sector/SIC# Monthly Totals

Emergency Contacts Report

New/Terminated Accounts

Customer History Report

Customer Yearly Comparisons

Daily Receipts Recap

Customer Fee/Adj Summary

Revenue by Area Report

Valid License Report

Customer M/Q/Y Area Summary

Tax Period/Areas Group Summary

Tax Totals by Period

Area/Sector/SIC# Group Summary

Renewal Billings Report

Top Filers Summary

Return Line Item Totals

Area/Sector/SIC# Analysis

Tax History by Filing Date

Customer Misc. Questions Report

Location Taxes by Area

Location Taxes by Sector/SIC#

Tax/License History Export

Send Mass Email to Customers


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Court Management System

Court Management System

The Court Management System (CMS) may be fully integrated with ADG's Fund Management System for billing purposes and payment processing or run stand-alone.

Court Management is designed to assist court clerks in handling all the information regarding municipal court. The goal is to track all information regarding a ticket/case until it is closed. This includes tracking:

Citations & their progress within the municipality’s Court System

Defendants

Warrants

Fines & Fees

Court Dates

Available Reports include:

Daily Receipts

Monthly Receipts

Daily Docket

Receivables

Deferred Judgement

Minute Order

Escrow Report

Warrants by Month/Year

Open Warrants

Court Statistics

Close Case Dispositions

Ticket Audit

Refund Request

Open Cases

Violation Dispositions

DMV Reporting

Case Detail Report

Case Count by 4 year, monthly comparison


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Global Work Order System


GWS is a simplified application used to centralize any number of various types of work orders an entity may generate and track, whether they are created internally or by citizens through the online Citizen Link.

Examples of possible Work Orders may include:

Road Maintenance

Animal Control

Noise Nuisance

Internal IT Requests

Asset Repairs

Various Public Work Requests

Water/Sewer Pipe Leaks

This application integrates with and combines Work Orders generated within:


Fixed Assets System

GWS Citizen Link

Functionality includes:

Work Order Tracking and Analysis: Costs and Stock issues

Initiator Letters and Response Tracking

Team Scheduling Calendar

Printable Work Orders to be taken out in the field

Customized menus for users to maintain only their Work Orders (user security)

Reports and Analyses:

Work Orders by Status, Department, and Date Range

Work Order Costs

Work Order Statistics by Department and Type


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GWS Citizen Link

The GWS Citizen Link allows citizens to submit work requests through an online portal that is connected to, and designed around, your home website. You may then send back notification of receipt, as well as manage whether this is a valid complaint, and if so, who should do the work, how, when, and record any costs that may be incurred or billable. Invoices may be printed on a per work order basis.

Sample GWS Citizen Link:

Style and verbage will be changed to fit your organization's home website and preferences.


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Cemetery Plot Tracking System

Cemetery Plot Tracking System

The Cemetery Plot Tracking System (CPT) is used by a municipality or special district to centralize a single or multiple Cemetery plot information, including:

Deeds, Ownership, and Payments

Interment Information


Third Party Plot Mapping Interface

Reports & Inquiries:

o Plot Inquiry

o Plot Master List

o Deceased Listing

o Deeds Listing

o Outstanding Fees Report

o Plot Notes Report


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Money Track System

Money Track System

The Money Track System provides another simple tool to track multiple ledger and bank accounts for any number of purposes that an organization may need to control money for.

The systems' features include:

Multiple Ledger

Cash Disbursements and Receipts

Bank Accounts

Check Register and Reconciliation

General Ledger Interface

Payee Identification

Analysis Reports of Purpose, Case, or Tracking Code

This system may be fully integrated with ADG's Fund Management System or run stand-alone.


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Special Assessments System

Special Assessments System

This system functions as a financing system to bill principal and interest on property assessments for selected periods of times and rates. It is simple to use and has an effective method of creating and managing property assessments. It controls all facets of the process from assessment creation to payment collection. Features include:

Assessment creation against residential or commercial properties

Creation of ordinances, with user controlled elements such as interest, paving rates, filing fees, and non-payment penalties

Creation of payment durations, such as 12 monthly payments

Assessment Bill creation

Payment collections, with breakdown for principal, interest, and penalties

This system may be fully integrated with ADG's Fund Management System or run stand alone. Location and property details may be integrated with ADG's Utility Billing System, Sales Tax & Business Licensing System, and Building Permit & Code Enforcement Systems.