Prepaid Expenses spreadsheet amortization software
Prepaid expenses spreadsheet amortization software
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  •  Download a free demo
Deferred income, revenue amortization
Fixed assets, FF&E straight line depreciation

FASB 91 effective interest method  
Loan fees income, expense, other charges amortization
Dealer indirect lending fees, charges amortization
Omnibus loan packages, irregular payments amortization
Bond premiums, discounts, costs amortization
FASB 91 effective interest method all products

Financial Data Support Systems, Inc.  
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PC, laptop, workstation and
shared network devices
running Windows®

Business, government, financial institutions, accounting firms ....

Prepaid Expenses Spreadsheet Amortization Software

Track, manage, amortize, post monthly amortized expense for ....  
•  Prepaid expenses
•  Deferred charges
•  Capitalized costs, assets
•  Insurance premiums
•  Maintenance agreements
•  Professional retainers
•  Intangible assets
•  Prepaid rent, occupancy
•  Durable office supplies
•  Donations, gifts
•  Memberships
•  Security charges
•  License fees
•  Equipment, upgrade costs
•  Taxes, certificates
•  Dues and subscriptions
•  Software, programs
•  Annual assessments
•  Hardware fees
•  Incorporation charges
•  Marketing, promotions
•  Recurring transactions
•  Any expense over time
    Amortize to income

Features ....
•  Span fiscal years
•  No monthly close out
•  Adjustment handling
•  Post "as of" any month
•  Any chart of accounts
•  Terms for 1 to 999 months
•  GAAP, FASB compliant
•  Account reconciliation
•  General ledger upload file

•  Records retention
•  No end of year chores
•  User defined reports
•  Tickler review/renew date
•  Enter and/or import data
•  Export data and reports
•  Source document history
•  Audit year reconciliation
•  Defer a start month

•  Capture prior month(s)
•  Report filters
•  Graphing functions
•  Type classification
•  Budget period projections
•  Date range reporting
•  Paper or go electronic
•  Documentation, Help, Tips
•  1-800 and email support

Enter and Import ....
•  Enter your existing and new records to the software and
•  Import your records from one or more Excel worksheets  (import once as a conversion or always import your entire file each month)

Free trial system ....
You can download a free demo right now from the Price page, below.
Or, open/save this Excel file and add some/all of your records to the worksheet:   PrepaidExpenses.xlsx
Send us the file attached to an email and we'll create a free trial system for you to evaluate with your records.
The Excel file contains our email address and further instructions.

Sample screens.  Click to view ....

Enter records
  •  Enter an existing record to the software

Import records
  •  Excel:  Import records from one or more Excel worksheets or template

Modify a new record
  •  Defer amortization to a future month
  •  Catch up prior expense when set up after the start month
  •  Term for 0 and 1 through 999 months, lifetime amortization schedule

Modify an amortizing record in a single step
  •  Increase book value due to an additional funding
  •  Decrease book value due to a partial refund
  •  Change a term,  Lengthen.  Shorten.  Write off a record.

  •  Allocate amortized expense for a record to multiple general ledger branch, cost centers

  •  Export records and reports to Excel - Prior, current, projected future monthly expense

Monthly accounting financial reports and general ledger postings
  •  General ledger subsidiary account listing expense and book values
  •  Journal Voucher debit and credit columns posting source document
  •  Postings formatted for any chart of accounts, general ledger system

Multiple months.  Year.  Prior and future periods.
  •  Month by month expense amortization and book values for 1 through 12 or more months

Monthly reconciliation
  •  Out-of-balance prepaid asset accounts reconciliation report

Annual audit recap

  •  Prepaid asset accounts auditor recap report

System provided reports plus your reports
  •  Filters - Create a report with records meeting one or more filter values
  •  Dates - Create a report of records with dates falling within a month or date range
  •  MySubtotals - Create a report grouping records within desired field(s)

Amortize expense using any of these methods
Standard accounting methods:
  •  Straight line 30 day financial months, terms of 1 to 999 months
  •  Half month convention
  •  Begin date to any end date, actual days in first, middle and final months
Create your own methods:
  •  Percentage - variable monthly % amounts
  •  Dollars - specify monthly amounts, including zero, to expense each month
  •  Time - Prepaid days, hours, minutes.  Recognize expense as prepaid time is consumed
  •  Count - Product, services when received during future months
  •  Count - Inventory, supplies takedown recognition
  •  Quarterly, other frequencies, odd and zero amount periods
  •  Other user defined ways to recognize expense

 Client testimonials ....

  We have been using your software for some time.
  This system has always been so easy to utilize and we really appreciate the level of detail in the reports.

               Albemarle, NC

  Thanks for your help today.
  Your software is as advertised and will be most useful.
               Houston, TX

  We just installed your software last month and imported all of our records from Excel.
  The software has already saved me hours for forecasting models.
               Paducah, KY

  This is just a quick note to let you know that the software is up and running.
  More importantly, we love the software!
  Thank you so much for your help and we look forward to working with your company in the future.

               Hollywood, FL

  I finally got a chance to look at the conversion file.
  I did some spot checking and the numbers look fine.
  Thank you so much for all your help.

               Naperville, IL

  Your customer service is fantastic!
  Have a great week.

               Redmond, WA

A complete accounting and reporting system ....

      •  Subsidiary ledger trial balance report
               Amortization expense, accumulated and book value balance for each record sorted and grouped within
               Expense accounts with summary totals within
               Prepaid Asset accounts with summary totals plus
               File totals

     •  Journal voucher posting recap
                Debit and credit column format

     •  General ledger posting file
               Posting entries consist of Expense account debits and Prepaid Asset account offset credits
               Posting file is formatted for posting to your general ledger system
                       Post at account number summary subtotal level
                       Post each individual record
               Supports any chart of accounts

     •  Full set of accounting reports
               Detail and summary history, audit and reconciliation
               By month.  By calendar or fiscal year

     •  Monthly amortization and expense recognition for terms of 1 through 999 months
               Straight line
               Half month convention
               Actual in-service date to date
               Alternative methods
               Defer amortization to a future begin date month
               Catch up amortization from a prior month(s)

     •  Adjustments during term
               Single step adjustment screen to handle changes during amortization term
               Increase or decrease an original amount at any time
               Increase or decrease term or set to immediate write-off
               Extend a term

     •  Span multiple years
               Cross over EOM, EOY periods without doing anything
               No monthly or annual close-out involved

     •  Historical archive reporting
               Generate any report from any prior month at any time

     •  Prepaid Asset account reconciliation
               Compare balances and activity for one or more general ledger accounts over one or more months.
               Pinpoint any out-of-balance conditions.
                    Beginning balances.  New additions.  Amortization.  Adjustments.  Ending balances.  Net activity.
               Audit schedule preparation.
                    Provide detail activity from beginning of through end of calendar or fiscal year.

     •  Audit and examination support
               1-800 and email assistance
               Many of our clients are CPA and accounting firms who purchased the software
                         Some import and calculate files for their clients

    •  Allocation
               Post as direct expense and
               Allocate one/some/all records to multiple expense accounts - branch, cost center, department ....
                         Use a single or multiple user-defined methods

     •  Multi-company operations
               Other relationships
               Same or different general ledger systems

    •  Your existing records ....
               Maintain your current balances
               No conversion journal adjustment necessary
               Add existing records to the software using original cost along with book value balance.
               Currently using Excel?  Add your records to the software by importing them from an Excel worksheet

•  General ledger
     -  The software creates a Journal Voucher debit and credit column source document for the above and
     -  Creates a general ledger transaction posting file
     -  Posting file descriptions can be at the
               -  Expense account subtotal level or
               -  Individual record level
               -  Supports any chart of accounts and any upload format

Combinations to fit any operation ....
  Enter records:
     •  Enter your records to the software
     •  Enter existing records and retain or calculate current book value
     •  Enter new records
  Import records:
     •  Import and convert Excel records to the software
     •  Retain or calculate current book value
     •  Import new records on an on-going basis, such as each month from local or branch sites
     •  If desired, you can keep your Excel records and always import the entire file for calculations and reporting

How our clients handled their existing records ....

  •  Some entered their records directly to the software, doing a "clean up" as they went along.

  •  Some imported and converted their records to the software from an Excel worksheet or other spreadsheet.

  •  Some imported and converted existing records. And, they continue to import new records each month from Excel worksheets created at branch sites.

  •  Some never converted. They began entering new records to the software and allowed existing records to finish amortizing the "old" way.

  •  Some never converted. They always import all of their existing plus newly added records to the software each month from Excel.

Supports all of these amortization recognition methods at the record level ....

  •  Straight line monthly, 30 day financial months (typical recognition method)

  •  Straight line monthly, actual days in month with start and end dates

  •  Half month convention

  •  Partial first month and or last month

  •  Time:  Hours, days ....
      Recognize professional and other prepaid fees and retainers by actual hours or other time periods (including zero) performed each month

  •  Dollars
     Assign the specific dollar amount (including zero) to be recognized each month in advance or as it becomes known

  •  Percent
     Assign the percentage  to be recognized each month (including zero) in advance or as it becomes known

  •  Count
     Inventory, office supplies - recognition is based upon monthly usage so book value represents actual value of items on hand
     If inventory count remains at the end of anticipated term, simply extend the term

  •  Products
     Recognize expense based upon the receipt of a prepaid product delivered over a staggered interval

  •  Services
     Recognize expense based upon the delivery of a prepaid service delivered over a staggered interval

  •  On demand
     Enter the amount you want to recognize this month based on external factors

  •  Frequency, non-monthly
     Recognize expense in certain months only, such as quarterly or any other calendar or fractional period

  •  Units, other
     Establish your own definition of units to determine monthly and non-monthly recognition

Price page and free demo  ....
Click to open and view Price page with
     •  Stand alone and network sharing prices.
              Modular pricing.  Basic system plus options.
     •  Free demo
         Download a demo from the Price page right now.  No registration required.
         Or contact us for a free system you can evaluate with some or all of your records.

Related software products  -  click to view page ....
Non monthly accounting periods
  •  Daily, days, weekly, any date to any date
  •  Quarterly, semi-annual, annual accounting
  •  4-4-5, 13 month, other accounting periods

Big Excel files.  Hundreds of thousands of records.
  •  Amortize large worksheets, multiple worksheets

•  Amortization methods at the record level ....
    1)  Straight line monthly
     -  30 day financial months
     -  Most commonly used
    2)  Accelerated
     -  More is taken during early months
    3)  Actual calendar days
     -  Amortization is from a start date to an ending date
     -  In-service, contractual term
     -  Full months
     -  Partial months
     -  Half month convention (first month only or first month and final month)
   4)  User defined Alternate methods
     -  Recognition based upon multiple factors

•  Exception handling
     -  Delay amortizing to a future month
     -  Catch up amortization for a prior month(s)
     -  Partial refunds during amortization term 
     -  Additional payments during amortization term

•  Reconcile your prepaid asset accounts.  In seconds!
           •  Run the Reconciliation Report covering any month or multiple months
                   Beginning balance for a record (the previous month ending balance)
                   +  New record cost if the record was added during the period (Beginning balance would be zero)
                   -  Amortization expense
                   -  Partial refund if an adjustment was made, such as having been overbilled
                   +  Additional cost, partial payment increase
                   =  Ending balance
                   Column totals for all records within each prepaid asset account
             •  Out of balance?
                   Simply compare the Reconciliation Report to your general ledger asset account activity.
             •  Reconcile a month
             •  Reconcile an entire year - great when auditors want to see annual changes to your prepaid asset accounts

•  Budget projections, forecasting
     -  Calculate expense amortization, with ending balances, for a future month, quarter, year.

•  Allocation
     -  Direct post monthly amortized expense for a record to a single expense account or distribute to multiple expense accounts
     -  Allocate one/some/all records using user defined methods
     -  Allocate using multiple methods (percentage, square feet, number of branches, workstation count ....)
     -  Allocated records flow into the journal voucher and posting file for automatically updating the general ledger

•  Administrative reporting
     -  User defined sorting and subtotal categories.

•  Export data and calculations
     -  Copy screens and reports, paste to Excel worksheet

Calculate amortization for ANY month (expense and book values for a previous month, current month, future month, end of next year ....)
and ANY range of months (month by month expense and book values for any period - three months, an entire year, even longer)
at ANY time (now or "as of" now but five years down the road)
and generate ANY system report (standard, filtered, user defined)
to ANY output device (screen, printer, Excel worksheet or other spreadsheet)

A complete software system ....
     •  Enter records, edit records within the software.
          Import Excel, too.
               Unique option to convert worksheet records or always import and generate reports on demand.
     •  View, print, export reports.
     •  Direct post to general ledger accounts.  Allocate selected records to multiple centers.
     •  Upload posting file for any general ledger system.
          The software builds a posting file conforming to any column format, any file layout.  Undo reversal.
          Backdate entries to a prior month.


Price ....
Click to open and view Price page
     •  Stand alone prices
     •  Network sharing prices.
     •  Link to download a free demo.
          Evaluate the software on your office or home computer.

Questions? 1-800-245-8444 or

Just want to amortize spreadsheet records?
    •  Excel import only:  Amortization, reporting and general ledger posting file software
Prepaid Expenses Spreadsheet Amortization Software for
 Windows® PC, laptop, workstation and network sharing
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