Integrated Financial Suite

The IBS Integrated Financial Suite is a comprehensive, user-friendly package consisting of the following components:

• General Ledger
• Accounts Payable
• Accounts Receivable
• Payroll

The entire Financial Suite is Year 2000 Ready. All dates within the system are 8 digits which allow effective Query processing in addition to standard application processing.

The Integrated Financial Suite has been designed for ease-of-use, being menu-driven with consistent structures across all of the IBS integrated applications. Windowing has been implemented for ease-of-use in the searches which are available.

The Financial Suite is based on IBM's relational database system running on the AS/400, the most widely accepted midrange system in the marketplace today. The IBS Financial Suite components provide access to intelligent workstations (PC's) as well as non-intelligent workstations and support many varieties of PC-class as well as midrange, high speed printers. The database provides shared access to the information while ensuring complete integrity of the data. The system also provides for true multi-user access while allowing complete "auditability" across all components.

General Ledger

The IBS General Ledger/Financial Management System was designed for use at the executive, accountant and clerical levels. This easy-to-learn, easy-to-use system offers comprehensive financial control.

Functional Characteristics

• Multiple Company Support
• Extensive Security
• User designed chart of accounts
• User specified report formats
• Support for recurring journal entries
• Reversing journal entries supported
• User defined %’s available on reports
• Powerful, flexible Budget Module included
• Allocation processing
• Multiple years’ history available
• Multiple years’ budget available
• Flexible fiscal year start month/number of periods
• Terminology used to match your environment

• Inquiry into G/L Master
• Inquiry into G/L Posted Transactions
• Inquiry into Budget Master
• Comparative Inquiries - Actual/Budget, Actual/Actual, Budget/Budget

• Batch Edits
• G/L Posting Report
• General Ledger
• Financial Statements
• Budget Reports
• Budget Comparisons
• Fiscal Year Comparatives
• Trial Balance
• Transaction detail listings
• Various lists

• This system functions as if custom designed for each user. Select standard reports, or customize your own reports, on a one-time or recurring basis.
• The account number can be from 1 to 19 positions, with 1 to 8 logical subdivisions, determined by the user.
• Temporary or permanent reports can be generated interactively by the user, with the versatile report writer provided. Non-data processing personnel can design, implement and control their own reports, without having to wait until the request can be scheduled.
• Extensive editing, back-up facilities and multilevel security are standard features. These combined with the ease-of-use offer you a highly adaptable system. The result? More control over your financial environment.

EXECUTIVE SUMMARY

The IBS General Ledger System has been designed to incorporate interactive data entry and retrieval with batch editing and updating, in order to provide an easy-to-use, well-audited General Ledger System.

Various standard batch and interactive general ledger functions are performed, such as:

• General Ledger Master Maintenance
• Budget Master Maintenance
• Chart of Accounts Listing
• Trial Balance
• Journal Report
• Income Statement(s)
• Balance Sheet(s)
• Historical Retrieval
• Other

Various additional interactive data entry/maintenance/retrieval functions are available, such as:

• Interactive entry/maintenance of journal entries prior to posting
• Interactive retrieval and display of general ledger balance displaying each period and its summarized activity
• Interactive retrieval and display of non-purged detail transactions
• User defined Income Statement
• User defined Balance Sheet

Additional features found in the IBS General Ledger System include:

• Next Year Processing

The system will provide the ability to replicate the current set of general ledger accounts into the next year without any reentry. Processing can be accomplished in the new year while the old year is in the process of being closed.

• Interfacing from Outside Systems

General Ledger handles all posting of the General Ledger files. An interface file is provided to allow a simple structure for sending transactions to the General Ledger System from any other application.

• Auto Journal

This feature is useful for processing journal entries that are repeated monthly, quarterly or even annually. Auto Journal entries are allowed to be made in their complete status that includes the appropriate general ledger account(s), dollar amount(s) and descriptions or in an incomplete status, which allows some portion of the transactions to be missing.

The purpose of the Auto Journal, in both its complete and incomplete status, is to provide an easy way of making repeated journal entries that are otherwise so easy to forget. Using the Auto Journal will allow your to trigger the appropriate month-end accruals and offsets as necessary for complete processing and reporting within the general ledger system.

Auto Journal transactions are replicated into the standard Journal Entry file for further updating, editing and posting. Complete journal entries will be ready to post with the first edit. Incomplete journal entries will require manual update.

• User-defined Income Statement and Balance Sheet

This feature allows the user to produce those reports in a format appropriate to their business. Other than standard accounting rules, the printing is based on the user’s requirements, not on the general ledger numbers assigned.

• Alternate Reports

Alternate Balance Sheet and Income Statement reports are available as part of the User-defined reports.

• Reports

Reports can be prepared based on requested dates, rather than based on the month you are currently processing. The ability exists to run a series of reports (with or without selection) for:

• A prior period
• A prior range of periods
• The current period prior to close
• The current period as of close

• Allocation Processing

Allocation Processing allows the user to distribute the value of a single account to a series of accounts based on an entered percentage or a calculated percentage computed by the system (using a series of accounts).

• Budget

A powerful, integrated Budget Module is included with the IBS General Ledger System. Budgets can be developed for each Income and Expense account by utilizing one or more of several system support techniques:

• Spreading an annual figure evenly over the periods
• Automatically spreading an annual figure ‘unevenly’ (based on 4 4 5 week quarters)
• Basing the period budget figures on a percentage of:
  1. Any other year’s budget (past or future)
  2. Any other year’s actual
  3. This year’s original budget
• ‘Manually’ keying each period’s figures

• Budget/Actual Inquiry

The Budget/Actual Inquiry allows access to Budget/Actual Comparative information by account in the following combinations:

1. Actual of one year to Budget of same year
2. Actual of one year to Actual of another year
3. Budget of one year to Budget of another year
4. Actual of one year to Budget of another year

Accounts Payable

The IBS Accounts Payable System is designed to handle both open payables and cash disbursements. This sophisticated system allows the user to enter, monitor, and pay Accounts Payable transactions.

Special Features:    

• Automatic General Ledger AllocationCapability
• Purchase Order Reconciliation

• Multiple Company Support
• Multiple Bank Support
• Easy Check Reconciliation and Balancing
• Multiple Account Invoice Distribution
• Auto General Ledger Entry for Voids/Reversals
• Partial Pay Support
• Customizable General Ledger Account Numbers
• Due Date Calculations
• User-defined Standard Discounts
• Automatic Cash Discount Calculation and Tracking
• "One Time Vendor" Entries
• Vouchering Support
• On-line Entry and Edit
• Batch Control on Entry
• System Security
• Prepaid Invoice Support
• Automatic Remittance Advice
• Multiple Payment Schedule
• Multiple Bank Accounts
• Extensive Payment Selection Criteria

• Current Payable Activity
• Historical Payable Activity
• Cross Company Payable Activity
• Check Activity
• Vendor Master File
• Distribution Activity

Easy to learn and use, this system offers the following reports:

• Master Lists (Vendor, G/L, etc.)
• Cash Requirements Listing
• Automatic Remittance Advice (for check stub overflow)
• Aged Open Payables
• Accounts Payable Checks
• Check Register
• Cash Disbursements Journal
• Federal 1099’s (Misc. and Interest)

• Vendor Masters can be maintained unique to company or without regard to company (for non-1099 vendors).
• Ability to override standard General Ledger numbers (A/P, Cash, Discount) by Invoice.
• The system will automatically interface to the IBS General Ledger System. Extensive editing is provided to insure balanced activity for Accounts Payable and General Ledger purposes.

Accounts Receivable

The IBS Accounts Receivable System is a comprehensive, on-line, interactive system providing all basic A/R functions as well as many additional specialized capabilities.

• Multiple Company Support
• Balance Forward and/or Open Item method(s) (Selected by Customer)
• User-defined Aging Periods (available by company)
• Immediate aging at time of posting
• Customer/Invoice/Transaction (Current & Historical) Inquiry
• Pre-posting editing and batch controls
• Interest processing (can be selected by customer)
• Statement Processing
• Aged Trial Balance (Alpha or Numeric sequence, various levels of summary)
• Efficient keying through use of coded entries and default values
• Inquiries and listing available by customer number or alphabetically
• Processing for: invoices, debit memos, credit memos, payments, discounts, adjustments

• On-line invoice entry/update with "sales journal" and "tax journal" entries
• On-line entry with Customer alpha search and Open Invoice status display
• "Pay All" command available on payment screen
• Adjustment entry provides adjustment reason and General Ledger offset account entry
• Non-Accounts Receivable miscellaneous cash entries supported
• General Ledger interface of A/R information and miscellaneous cash
• General Ledger entries provided to IBS General Ledger in detail or summary based on General Ledger account
• Sales and Tax reports
• Alternate-cycle statements available (weekly rather than monthly)
• Future due date processing
• Dunning letter processing
• Complete customer transaction history maintained
• Sales/Cost of Sale capture, update and reporting
• Allows controlled "reuse" of customer numbers for one-time customers
• Unearned Income (Customer Deposit) processing

This system can be interfaced to an automated billing system or can be implemented as a stand-alone system. The system is automatically interfaced with IBS General Ledger and Retail/Distribution Management.

The IBS Accounts Receivable System can provide the information necessary to properly manage your receivables and therefore can help improve your overall productivity and profitability.

Payroll

The IBS Payroll System was designed to provide for a comprehensive, yet easy-to-use Payroll Processing system.

• Multiple Company Support
• Hourly and/or Salary Employee
• Automatic Interface to General Ledger (allows interfacing by worked office/dept.)
• Declining Balance Deductions
• Supports Shift Differential
• Supports IBS Laser Check Format or Pinfeed Format
• Supports Multiple Offices and Departments
• Both System and User-defined Pay Types
• Multiple State Processing
• Multiple Levels of Optional Security
• Automatic Clearing House Preparation
• Check Reconciliation Processing
• Supports Multiple IBS Check Layouts
• User-maintained Federal, State and Local Tax Tables
• Pretax Deductions are Supported (e.g. 401K, cafeteria plan)
• Employer FICA, FUTA, SUTA Distributed by Worked Office/Department

• Inquiry into Employee Master Data, Earnings and Deductions
• Inquiry into Assigned Codes

• Payroll Earnings Register
• Payroll Register
• YTD/QTD Earnings Register
• YTD/QTD Deduction Register
• Employee Turnaround Entry Form
• Checks
• Quarterly FUTA, SUTA Reports
• W2’s
• Deduction Report
• Check History
• Selected Activity Reports
• Labor by Office/Department
• Labor by Job
• Activity by General Ledger Account
• Union Report

• All pay types can be coded to the applicable statutory deductions, thus providing significant flexibility with various types of payment activity.
• General Ledger distributions can be generated based on worked office and department, and interfaced to the appropriate cost center.
• Automatic computation of an overtime premium for weekly and/or biweekly employees is available.
• Pay cycle reporting is user-controlled to determine which reports (if any) should be printed automatically.

EXECUTIVE SUMMARY

The IBS Payroll System is a comprehensive, flexible, easy-to-use system for clerical, administrative and executive personnel. Rich with features and user-friendly, the system makes payroll processing simple and straightforward.

In addition to the standard functions, many additional features are found in the IBS Payroll System including:

• Earnings Codes (pay types)

Earnings for each employee are entered via transactions (1 or more). Each transaction must be associated with an earnings code. Seven earnings codes have been pre-established. An additional 92 may be defined by the user. Earnings codes control editing and taxing criteria associated with the earnings amount.

• Deduction Codes

Deduction transactions for each employee may be entered or automatically generated (or both). Each deduction transaction must be associated with a deduction code. Four deduction codes are pre-established. An additional 95 may be defined by the user. Deductions codes control editing and taxing information associated with the deduction amount.

For example, taxing information indicates whether the deduction is a standard after tax deduction (FICA, FIT, SIT) or whether it is a before tax deduction (401k, Section 125, etc.). If the deduction is designated as before tax, the user may indicate which category (FICA, FIT, SIT, SUTA, FUTA) it is before. This flexibility of handling before tax deductions provides the user the ability to handle virtually all combinations of deductions.

• Multiple State Support

Earnings may be associated with the employee’s normal state or overridden to an alternate state. The portion of earnings associated with each state will be used for state tax calculations. Any pretax deduction will be prorated.

Additionally, the SUTA state is controlled independently from the SIT state (with similar override capability). For employers not dealing with multiple states and "border state" situations, these state codes would always default from the employee master. For multiple state and "border state" employers , the earnings can be coded to the correct state for SIT and also for SUTA purposes at the time of entry.

• Multicompany, Office, Department

Payroll is a multicompany application. In addition, payrolls can be generated for a given office or range of offices (or exclusion of an office). This feature allows for great flexibility in processing various states and/or locations within the system.

• Tax Tables

All tax tables are maintained by the user. Tax tables generally follow the federal tax format. Tables are entered with annual values regardless of the pay frequency.

For bonus (or other special) payroll runs, a federal and state percentage can be entered to override the standard tax table calculations.

• Salary Release/Additional Pay Release

A salary release step is provided for generating salary transactions. Additionally, up to two additional pay types/ fixed amounts may be release for an employee.

Examples of additional amounts include housing allowance or insurance allowance. The user may wish to segregate these earnings from salary for a variety of reasons (either descriptive or taxing). Additional pay is available for both salaried or hourly personnel.

• Pay Period Reports

Various reports are available on the system. Each user may designate which reports are to be printed automatically as part of each payroll run, during end-of-month processing or end-of-quarter processing. In addition, all reports are available to be run as standard menu functions.

• Security

There are three levels of application security provided in the IBS Payroll System; the application, function and data levels. This provides the user with great flexibility in securing various aspects of the Payroll System.

• General Ledger Distribution (Employer Portion of FICA and SUTA, FUTA Accruals)

General Ledger distributions are prepared from user-defined tables. These tables can be simplistic or complex depending on the user’s requirements. Each earnings code and/or deduction code can be included in a matrix with office and department codes to define the appropriate General Ledger account.

General Ledger distributions can be based on pay type, deduction code, office/department combination.

• Employer’s Accruals/Expenses

Employer’s FICA expense can be distributed across expense accounts based on office and department.

SUTA and FUTA accruals are supported. The expense can be distributed across expense accounts based on office and department.

• SUTA

Additional SUTA wages can be entered to the payroll system. While these wages will not be acknowledged for SUTA accruals, they will be for quarterly SUTA reporting.

Magnetic media for WI is supported for SUTA.

• Electronic Funds Transfer/ACH processing

For employees coded as ACH (Automatic Clearing House) employees, a check stub is produced in lieu of a check. An ACH formatted file is produced. It is the employer’s responsibility to transmit that file to the bank. We would be pleased to assist in the programming/implementation of the actual transmission, based on your bank’s unique requirements.

• W2 Processing

Additional W2 information (non-payroll) can be entered to the W2 files. Magnetic media for W2’s is supported.

• General Ledger Interface

Payroll produces a file for interface purposes. This file is used for the automatic interface to the IBS General Ledger System. It can also be used as the source for other General Ledger packages.