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Capitalization
Expenses
Accounting
Software |
Accounting
software to track,
manage and amortize ....
•
Capitalized
costs
• Deferred
charges
• Prepaid
cost, expenses
•
Insurance
premiums
•
Maintenance
agreements
•
Professional
retainers
•
Intangible
assets
• Prepaid
rent, occupancy
|
• Durable
office supplies
•
Donations, gifts
•
Memberships
• Security
charges
• License
fees
• Prepaid
rent, occupancy
• Taxes,
certificates
• Dues and
subscriptions |
•
Software,
programs
• Annual
assessments
• Hardware
fees
•
Incorporation
charges
•
Marketing,
promotions
•
Recurring
transactions
• Any
expense over
time
Amortize to
income
|
Related pages: Deferred income, revenue Loan fees Premiums, discounts |
Features ....
• Span fiscal years
• No
monthly close
out
• No end
of year chores
• 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
•
Adjustment
handling
• 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 |
• Accounting, reporting, balancing, schedules, audit reconciliation ....
- The software manages dozens, hundreds, thousands of records
- Monthly amortization and expense recognition
- Posting entries consist of Prepaid Asset account credits and Expense account debits
- Cross over EOY, BOY periods without doing anything
• Amortization methods at the record level ....
1) Straight line monthly
- 30 day financial months
- Most commonly used
2) Actual calendar days
- Amortization is from a date to a date
- In-service, contractual term
- Full months
- Partial months
- Half month convention (first month only or first month and final month)
• 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
• 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
Columns:
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
• Renconcile 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
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Price
Click to open and view Price
page with
• Stand alone and network sharing prices
• Client list
• Download a free demo from the price page, too
• Free conversion of your existing records - be up and running with a complete system today!
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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. |
•
Data records
- Enter, edit,
add your
accounting
records to the
software
database using
an input screen.
• Immediate
amortization
schedule helps
verify correct
entry.
• Documentation,
screen Tips,
dupe function,
rollover/renew
ability, posting
history.
• Notes. Log
reasons for
changing and
other critical
information
regarding a
specific record.
- Defer -
Postpone
amortization to
a future "in
service" month.
- Catch up -
Include prior
month(s)
amortized
expense in
current month
when setup was
late.
- Adjustment -
Single step
adjustment
screen
simplifies
partial refund,
additional
payment, change
to remaining
term or
immediate write
off.
- Your existing
records - Retain
current balance
for existing
records or the
software can
calculate from
each begin date.
•
Reports
- Monthly
amortization
report stream as
of current or
any previous
month. Two
clicks for
• Trial balance
subsidiary
listing with
general ledger
account
reconciliation
totals.
• Journal
voucher posting
source document
with expense
debit and credit
offset columns.
-
Administrative
and management
reports,
filters,
sorting, detail
and subtotals
only level -
view, print,
export in
seconds.
- Recall -
Generate any
report for a
prior month,
prior year with
the History
archive feature.
Never lose a
report again.
•
General ledger
- Supports any
chart of
accounts.
- Post as:
Direct expense
and
Allocate to
multiple branch,
cost center
accounts using
one or more
allocation
methods
- Formats
monthly postings
as a:
Disk file and
Excel export.
Standard
worksheet format
with ability to
meet special
column layout
requirements at
no extra charge
("break up"
general ledger
account into
multiple
columns, single
or dual
debit/credit
columns, header
row, other
needs) |
Excel
worksheets ....
- Excel is not
required but you
can:
• Export records
and reports to a
worksheet.
• Import records
from Excel, too.
- Always import
and amortize a
worksheet or
- Import once
and convert a
worksheet to the
software
Then enter and
import new
monthly records
- do one, do
both
- Import your
existing
worksheet
Or use a
free template
comes with the
software |
General
ledger posting
....
The software can
format
transactions for
posting to any
general ledger
system.
Output to disk file,
Excel worksheet,
other.
Columns and
data layout in
any order
(including
blank, filler
and generated
values)
Transaction
codes
Prior month
backdating (ex:
post in May with
effective date
of April)
Header, trailer
and totals
records
Multiple debit,
credit columns
or a single
column with
credits
identified by
"-" or "( )"
Undo (reversal)
Generate debit
and credit
transactions as:
Summary totals
for each general
ledger account
or
Individual
transactions for
each record
Monthly
amortization can
be:
A direct
posting to an
expense account
or
Allocated
(distributed) to
multiple general
ledger cost
center accounts
General ledger
account numbers
can be:
Uploaded as
entered or
Split into
multiple posting
file columns in
any order
(account number,
company code,
cost center,
department,
region, sub
coding ....)
|
Click.
Click. All
monthly reports
with two mouse
clicks!
• Trial
Balance report
for reconciling
to general
ledger
Supports any
general ledger
chart of
accounts
Records listed
in date order
with
amortization
calculations
Subtotals for
cost, monthly
expense,
accumulated and
book value
Subtotals
provided for
each:
General ledger
expense account
including
branch,
department,
other centers
General ledger
prepaid asset
Report totals
View and print:
Records and
subtotals
Subtotals only
• Journal
Voucher debit
and credit
column posting
source document
Posting
transactions can
be:
General ledger
subtotals or
Individual
records
Transactions
can be created:
For current or a
previous month
More than once
As reversal
entries (undo)
• General
ledger posting
file
Transactions
can be formatted
for any general
ledger system
Upload the file
to your general
ledger
Paste contents
to a spreadsheet
or elsewhere
• No close
out required.
Discover an
error afterward?
Merely fix and
rerun.
History
- Automatic data
and report
archiving
Save time when
you need it the
most!
Out of balance
at end of month?
• Run the
'What's Changed'
report.
See what changes
have occurred
since last
month.
• Isolate
additions,
deletions,
modifications.
•
Retrieve by/for
each or a single
general ledger
account.
Automatically
created History
archive files.
• No more
searching for
old reports.
• Recall
any report for
any month.
• View
and print.
• Export
- copy an entire
report to a
worksheet.
• History
allows you to go
paperless.
All text changes
plus monetary
adjustments are
maintained in
activity logs.
History tracks
any changes made
in Excel import
files, too!
Lifetime
amortization
schedules - past
and projected -
along with
critical memo
Notes.
Recall monthly
general ledger
expense and
offset account
postings.
History allows
for reports to
span multiple
months.
Copy 12 month
fiscal year
recap to a
worksheet, email
to your auditor.
About
your existing
records ....
Getting started
....
Three ways to
address your
existing
records:
1) Enter them
directly into
the software
using the
Editing screen.
Afterward, enter
new records
using the same
screen.
2) Import Excel
and other
worksheet
conversion data.
Continue
importing new
records, too.
3) Short on
time?
Send us a file
and we'll
convert your
records.
Prior
calculations:
Preserve
current Book
Value and
Accumulated.
Or the software
can recalculate
everything in a
consistent
manner from the
original date.
Import - How our
clients use this
feature:
1) Most
converted their
spreadsheet
records and now
utilize the
Editing screen.
2) Some
maintain all
records in a
spreadsheet and
always import
their entire
file.
3) Other
clients
converted, now
use the Editing
screen but also
import new
records:
Files created
at branch sites.
Sent from their
Accounts Payable
(A/P)
department.
Even if you
inherited a
junker file,
your existing
records can be
converted to the
software.
Unique data
conversion
values can be
incorporated,
too.
Be up and
running with a
solid system
today!
Export, too.
Copy any report
and paste to a
worksheet.
Includes Book
Value,
Accumulated,
Remaining Term
Other
calculated
values "as of"
any month.
Copy all
records.
Use report
filters to
selectively
choose and
generate desired
subtotals.
Features
not found in
many other
systems ....
Easy to use set
up screen with
field entry
documentation
Plus, import
data from Excel
and other
spreadsheets
Automatic
Review/Maturity
date calculation
for tickler file
reporting
System generated
ID numbers. Or
assign your own
Terms of 1
through 999
months
Maintain up to
99,999 records
"How" the
record will
amortize is
displayed as
data is entered
Description,
date, amount and
term are the
only items
needed
Default values
create new
records quickly
and consistently
Copy (dupe) an
existing record
- only change
values that
differ
( very handy
when setting up
renewals )
Copy a single
field value from
all existing
values
Notes
• Maintain
important and
other
information
about a record
• View, print
and even include
Notes on a
report
• Retrieve old
Notes from a
prior month
History file
Edit Several
• Walk through
records while
editing
• Advance to
next or previous
Multiple
amortization
methods
• Financial
months
All months have
30 days.
Amortize an item
evenly over 1
thru 999 months.
• Actual days
in each month.
First and last
can be partial
months
Amortize an item
for the actual
date to date
"in-service"
days.
• Sum of the
years digits
Recognize
greater amounts
during earlier
months,
gradually taper
down.
• Non
amortizing
recurring
expense, fixed
or monthly
variable
User defined
codes for
Vendor, Type and
other reporting
• Link records
to aggregate by
common purpose
• Tables for
meaningful
subtotal
descriptions,
such as Vendor
names
GAAP, AICPA,
FASB compliant.
Applicable for
these records
and more ....
• Prepaid
expenses
•
Capitalized cost
and other
prepaid assets
• Deferred
charges
•
Insurance
premiums for
Hazard, fire,
flood, auto,
life, D&O,
health, bonds,
other
•
Maintenance
agreements:
Hardware,
software, other
• Office,
building, branch
supplies having
a shelf life
•
Equipment and
upgrades
• Bond and
investment
premiums,
discounts
•
Memberships,
licenses, dues
and
subscriptions
•
Incorporation
and set up
charges
•
Professional
service fees,
retainers
• Taxes,
tangible and
intangible,
parcels,
certificates
•
Advertising,
marketing,
promotional
items
• Loan
charges, dealer
reserves,
indirect lending
fees
• Leases,
rents, other
prepaid
occupancy and
security costs
•
Leasehold
improvements
•
Donations, gifts
•
Capitalized,
fiduciary
property upkeep
• Other
prepaid expenses
and deferred
charges
•
Recurring
transactions
Fixed amount
Variable amount
• Any
amortizing
record with a
monthly debit
and offsetting
credit
Exception
handling ....
Do you ever have
to ....
Increase or
decrease the
amount being
amortized?
The Adjustment
Screen
automatically
handles
additional
payments and
refunds.
Add a record
that should have
been added last
month?
Prior month
expense for a
record can be
included with
the current
month.
Add a record
that shouldn't
begin amortizing
right away?
An alternate
begin date
defers
amortizing to a
future "in
service" month.
Change a term?
Write off
immediately?
The Adjustment
screen
automatically
handles these,
too.
Allocate expense
to several
branches or
departments?
The Allocation
module
distributes
expense using
one or more
methods.
Are you ever out
of balance?
The History
Audit Report
shows monthly
changes to each
general ledger
account.
Reporting
Features ....
Full set of
accounting and
managerial
reports:
- Trial Balance
Subtotals and
report totals
for count and
amount
- Journal
Voucher
Undo. Reverse a
previously
created
debit/credit
upload posting
file
- New records
report
For the prior
month, year to
date or other
time period
-
Maturity/Review
date report
(tickler file)
Which records
will finish
their term this
month, next
month or other
time period
- Type report
by user defined
codes
- Vendor report
by user defined
codes
- Record link
report
(aggregate
records by a
common purpose)
- Alpha list of
records in
Description
order
- Description
files to provide
meaningful
information at
report subtotal
levels:
• General ledger
chart of account
names
• Type codes
• Vendor codes
• Record link
codes
• Enter
descriptions
into the
software or
copy/paste from
another source.
- Apply
filters, date
selections and
set calculation
month, range of
months and year
end periods
- Export
reports
Copy and paste
any report to a
spreadsheet
Copy column
headings,
records,
calculated
values and
subtotals
User defined
reports:
- MySubtotals
report. Filter
and group by
selected fields
on the fly.
- MyReports.
Create and
retain your own
commonly used
reports.
- View, print,
export these
reports, too.
On
Demand Reports
....
Calculate
amortized
results:
As of any month
or year end
period
For a range of
future months
For a
historical
month, range of
months, entire
fiscal year
Include:
All records
Selected
records
Select records
using filters
available for
all fields and
values
Sort and create
subtotals on
desired field
values
Examples:
Report all
records that
will have a zero
book value as of
December 31st.
Report all new
records for the
previous quarter
with cost >
$1,000.00.
Report all
records in three
expense
accounts, send
report to Excel.
Allocate
monthly
amortization
....
Generally,
monthly
amortization is
posted directly
to a general
ledger expense
account.
If need be, the
software can
create posting
transactions for
a single record
to multiple:
Branch,
department, RC,
cost center
accounts.
Allocate using
one or more
Methods defined
by you, such as:
- Same
percentage to
each cost center
(evenly).
- A specific
fixed
percentage.
- Varying
percentage,
based on:
Workstation
count, employee
count,
department
square feet,
revenue stream,
asset dollars,
more.
- Which centers
are to
participate in
an allocation
Method.
- Virtually any
number of
different
Methods for any
purpose that can
be expressed
numerically.
Allocating is
easy:
- Merely
substitute the
cost center
portion of a
general ledger
account number
with a Method.
Cost center
identifiers can
be of any
length.
They can be
located at the
beginning,
middle or end of
an account
number.
- A Method can
even be shared
among records
having different
base account
numbers.
Audit trail:
The system
creates a report
showing how each
amount was
allocated.
Excel
import ....
The software
comes with
complete record
handling
capabilities:
Add, edit,
delete records.
List, sort,
export and more.
Nothing else is
required to
manage your data
records.
Additionally,
the software can
import data from
Excel and other
spreadsheet
files.
Importing allows
you to add
records from
another source
to the software.
Import dozens,
hundreds, even
thousands of
records.
Import once as
a conversion
and/or
Import on an
ongoing basis.
Always import
your entire
worksheet or
Add new records
from a file that
was created at
another source.
The software
verifies data
values are of a
correct format
and lists any
conflicts or
errors.
And
automatically
calculates a
maturity/review/tickler
file reporting
date.
Current
accumulated and
book value for
existing records
can be preserved
or calculated by
the system.
Importing a file
is easy:
1) Copy an
entire worksheet
or highlight and
select desired
rows.
2) Click the
Paste icon on
the software's
Import screen.
That's all it
takes!
An Import Table
maintains
worksheet Column
Letter cell
values.
Example:
"Description"
might be your
worksheet column
"A" or "C" or
....
An option switch
allows you to
replace all
existing records
or add (append)
new records.
The "Copy from"
source can be an
Excel worksheet,
other
spreadsheet
program or any
tab-delimited
file.
History
and File
Archiving ....
Never lose a
report again:
• Automatic
record and
report archiving
for retrieval at
a future date
• Review all
changes made
(old value, new
value) to a
record during
its entire term
• View and
print reports
for any prior
month and year.
Send reports to
Excel. Email
requested
information to
your
CPA/auditor.
Span fiscal year
- display
general ledger
annual expense
for each month.
• Go
Electronic!
Monthly history
files allow you
to print reports
only when
necessary.
Partial
list of clients
using one or
more of our
software
products....
First Tennessee
Honeywell
NBC Universal
SafeAmerica CU
Canon USA
Medcenter One,
Inc.
Arrowhead
xpient Solutions
Integrated
Production
Penncro
Associates
Legacy Texas
Insurance
NBRS Financial
Credit Factor
Corp
RAF Technology
Roanoke County
Cracker Barrel |
Houghton Mifflin
Air Force
Federal
Bank of New York
Metavante
Iowa HSAA
Baptist Health
System
Carolina
Alliance
United Community
Mecca, Inc
Safra National
MemberSource
US Global
Cloister Wash &
Lube
Damariscotta B&T
Integrity
Hostelling
International |
First Horizon
ViDeOnline Inc.
Tioga County
Ektettab
Carthage Area
Hospital
National Council
Equity Plus
Pullman Memorial
Franklin Savings
D&A Mortgage
Funds
West Georgia
Health
Axxya Systems
Midland
Community
First American
Electro Savings
Omni Capital |
Alliance Imaging
Crescent Bank
EUP Property
Investment
West Point
Underwriters
OST
Progressive
Gaming
Holy Spirit
Hospital
TELUS
Thomson
Financial
Clark Nuber, PA
McCombs
Enterprises
WESLA FCU
Seaway National
Mindworks, LTD
Cross County
Atlantis Marine
World |
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