Prepaid Expenses Software
 
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Prepaid expenses amortization software
  •  Highlights
  •  Prices
  • Download a free demo

 Why our clients purchased the software ....
  •  All monthly reports in a matter of seconds
  •  Subsidiary account listing with totals
  •  General ledger posting file
  •  Posting file formatted to client requirements
  •  Monthly account reconciliation report
  •  Annual recap for auditors and examiners
  •  User defined special reports
  •  Excel import, export
  •  Flexible amortization methods
  •  Intuitive design, easy to learn

Deferred income, revenue recognition amortization

Fixed assets, FF&E straight line depreciation

Accrued expenses, future funding amortization

Omnibus - Premium, discount FASB 91 amortization
for irregular reductions to par or principal on
loans, packages, bond paydowns and other
purchased and originated instruments


Loan origination fees FASB 91 amortization

Bonds FASB 91 amortization, accretion

Bonds straight line method amortization, accretion

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 Software



Track, manage, amortize, post monthly 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



Combinations to fit any operation ....
Enter:
     •  Enter your records to the software
     •  Enter existing records and retain or calculate current book value
     •  Enter new records
Import:
     •  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
Retain:
     •  Retain your Excel records
     •  Always import your entire file each month for expense amortization, reports and general ledger posting file
































A complete accounting system to manage hundreds, thousands of prepaids ....

      •  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
                       or
                       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
               Parent
               Subsidiaries
               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





Fits any operation ....

  •  Enter your records to the software

  •  Import your records from Excel

  •  Import new records from Excel



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.



Retain current balances ....

  •  Most new clients retain current balances although the software can recalculate a record from its begin date.




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






 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

  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

  Thanks.
  Your customer service is fantastic!
  Have a great week.

               Redmond, WA








Price and free demo ....


Click to open and view Price page with

     •  Stand alone and network sharing prices.
         Modular pricing.  Basic systems plus options you may or may not need.

     •  Free demo
         The demo is the live software but limits the maximum number of records to 100.
         Download from the Price page right now.  No registration required.
        The demo contains a few sample records so you can run reports right away
        If you opt to buy the software, the demo system and your data can be rolled  into a permanent system




Just want to amortize spreadsheet records?
    •  Excel import only:  Monthly amortization, reporting and general ledger posting file software
    •  Excel import only:  Non-monthly, daily, weekly, 4-4-5 amortization, reporting and general ledger posting file software







•  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
                   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
             •  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.

•  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, other 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.



 
 


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
email Support@fdssi.com


Just want to amortize spreadsheet records?
    •  Excel import only:  Monthly amortization, reporting and general ledger posting file software
    •  Excel import only:  Non-monthly, daily, weekly, 4-4-5 amortization, reporting and general ledger posting file software
 
 
 
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