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BUCS fund accounting

A full ERP system designed by Donald R Frey.
Questions about BUCS fund accounting? Call (800) 827-1151 and talk to a software expert now.

The Budgetary Control System (BUCS) is a fully integrated, true fund based accounting program designed to meet the specialized needs of government, nonprofit, and utility organizations. It has been designed using Microsoft Windows design standards. BUCS’ real time processing environment allows records to be instantly updated with each transaction, while performing all editing and cross-checking instantly to ensure accuracy.

A powerful requisition process tightly integrates into your organization’s encumbrance (obligation) methods further expanding BUCS’ benefits. Imagine creating authorization levels within your organization to produce a proper purchasing procedure. BUCS’ grant tracking and encumbrance proce-dures are crucial to your success. All funds are completely accounted and easily audited.

These action features are complemented by BUCS’ multi-level reporting structure. This allows solid financial statements, internal and external query with products such as EXCEL or Crystal Reports. BUCS is implemented in a modular fashion allowing your organization to customize and build your system to meet your specific needs.

Accounts Payable

Integrates seamlessly with the General Ledger. One of the Accounts Payables most powerful functions is processing multi-fund invoices for payment. Invoice entry, source document scanning, check preparation, encumbrance reconciliation, purchase order documents, and paid invoice history are a few of its features. Create recurring invoice formats for monthly items, such as leased equipment, to eliminate re-keying repetitive information.

Accounts Payable maintains complete vendor data: including spending history, balances, 1099’s, invoice history, correspondence documents, user defined notes, and more. Cash and Accrual methods are supported by fund. Integrated Internet e-mail and integration with Microsoft’s WORD are also available.

Accounts Receivable

This option provides complete multi-fund billing and receivable functions that automatically dovetail with the General Ledger. Setup and maintain complete customer profiles. Standard (recurring) and miscellaneous billing functions are enabled. An item list can be created to enhance the billing process. Balance Forward and Open Item processing methods are included.

Invoicing, statement preparation, aging reports, and sales history reports are included. This option provides the tools to create, track, and report an organization’s miscellaneous billing needs. Invoices and statements can optionally be formatted using Crystal Reports.

Bank Reconciliation

Provides a convenient mechanism to reconcile bank accounts. It handles both checks and deposits. A “void” feature automatically reverses all accounting entries created when the voided check was prepared. It also allows the examination of out-standing, cleared, and voided checks prior to purging reconciled checks from the file.

Budget Planning

A powerful tool that simplifies the preparation of budgets, it allows the establishment of annual and/or period budgets based on current budget figures, last twelve months of actuals, zero based, and/or specified amounts. Once a draft has been created, it may be modified by a discrete line item or by object category. For example, it can be specified that all supply expense ac-counts should be increased by ten percent, all phone expense accounts be decreased by three percent, and all professional dues accounts be increased by five dollars.

Budget Planning also offers a Cash Flow projection report by fund. Once the plan has been approved, it can be transferred to the General Ledger for implementation in one easy step. Integration, via ODBC, with Microsoft’s EXCEL is also available.

Cash Receipts

This option enables swift and efficient entry of receipts with automatic balancing and a Cash Receipt Journal. This is especially useful when processing receipts that must be distributed to several revenue accounts and different funds. The appropriate revenue and cash accounts are automatically validated, balanced, and posted to the General Ledger.

Combining Reports

Used to create and maintain an alternate chart-of-accounts for reporting. This alternate account scheme enables different accounts to be assigned and accumulated under a common format. It is ideal for linking, rolling up, and formatting numbers for reporting purposes. It also has the capability to produce GASB Statement 34, FASB 117, and other types of columnar reports.

Data Dictionary

Provides a gateway for ODBC compliant applications to access BUCS data. This enables performance of ad hoc inquiries, reports, and file transfers to other systems. Extract any field and design reports using Excel, Crystal Reports, Word, Access, and other software products.

Encumbrance Processing

Encumbering reserves budgeted money for issued purchase orders or contracts. It is used by organizations that require the obligation of funds typically governments and educational institutions. Expense items affected by the encumbrance establish reserves that control overspending. These accounts are automatically updated when the actual invoices are processed. Reusable formats are available for recurring encumbrances to minimize rekeying.

Fee Receipting

Prepares receipts and certificates for miscellaneous fees that are collected. Examples: building permits, pet licenses, business licenses, burning permits. Documents can be user customized using Crystal Reports. Complete accounting, inquiries, and reports are also provided.

Fixed Assets

Establishes and maintains the files for fixed asset data and accounting distributions. Items can be added on-the-fly while processing invoices. It will calculate depreciation on depreciable items and create appropriate entries for the general ledger. A facility is also available to calculate replacement cost for insurance purposes. Applicable reports and labels are produced.

General Ledger

This is the backbone of the system. It contains programs to establish and maintain the free-form twenty-nine digit alphanumeric chart-of-accounts. Included are functions that allow posting, analyzing, and reporting on any activity in the ac-counts. Extensive drill down capabilities are found throughout the system. Tight budget controls are available, found only in a financial system designed for vigorous fiscal management.

Special features like allocation posting are provided. A complete set of financial statements can be designed, grouped, and printed according to a user-defined timetable using the “Report Scheduler”. All of these tasks are accomplished following the Generally Accepted Accounting Principles (GAAP), Financial Accounting Standard Board (FASB) and Government Accounting Standards Board (GASB) guidelines for fund accounting.

Requisition Control

Working in conjunction with the Encumbrance and Accounts Payable options, a requested purchase order is passed through the appropriate sign off levels and approved or rejected. The system automatically passes all relevant information from step to step. It also obligates the funds affected by the issuance of a purchase order. All of the sign off levels are user defined.

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