The FlexiBill system supports the billing, collection, and accounting activities of government and utility authorities. The system calculates and prints bills for metered and flat rate services, while providing historic information for periodic rate analysis.
The FlexiBill system is user-friendly, allowing extensive flexibility through user-defined fields on customer information screens and the ability to bill multiple cycles one time. The system’s user-defined features may be utilized to tailor reports and menu screens for easy access to frequently used functions. The system also interfaces to MicroFund for distribution of revenue, deposits, and payments.
User-defined fields on the customer account
and service files
Easy access to frequently used functions
Individual or mass estimates of meter
Automatically alerts of abnormal meter readings
Processes delinquent account penalties, delinquency notices,
and shut-off notices
Prints bills in custom order
Multiple report exporting capabilities
Easy tracking of aging accounts
Unlimited account history
Allows simple processing of payments and credits
Customized pop-up alerts during payment entry
Provides automated refund of credit balances and check processing
Accommodates meter change outs
Accommodates any meter reader
MicroFund™ is an inclusive, easy-to-use accounting tool designed to support the financial activities of local government and utility authorities. The system conforms to GAAFR requirements and addresses general ledger, budgeting, purchasing, accounts payable, and financial reporting regulations and needs.
The system is user-friendly, allowing extensive flexibility through user-defined fields. Its account number design allows the user to define the structure and content of the chart of accounts and customize the vendor information file. MicroFund also allows posting for any accounting period; past, present or future.
Comprehensive, detailed history for audit
User defined set-up menus
Supports both cash or accrual accounting
Retains detailed history for each fiscal year
Utilizes a flexible, user defined chart of accounts
Administrative reporting by fund, department,
Makes vendor searches easy with a “browse” feature
Allows check writing from multiple checking accounts and banks
Automatically creates the required inter fund transfer journal entries
Transactions can be posted to any past, current or future fiscal period
Administrative rights allow re opening of previous fiscal periods for posting.
Detailed and summary reports available
Allows for automatic encumbering and liquidation of purchase orders
Automatically generates next available transaction number
Online transaction balancing
Prints detailed journals prior to and after posting
Prevents duplicate entry of vendor invoices
Provides check reconciliation assistance
Supports all information for the 1099 Miscellaneous forms
Ability to list multiple vendor invoices on one voucher
Bad Debt Tax Levy
The Bad Debt/Tax Levy™ subsystem is designed to establish criteria for bad debts or tax levy write-offs, maintain Bad Debt/Tax Levy maintenance inquiry, and create a selection of Bad Debt/Tax Levy reports. The primary purpose of the system is to maintain and track customer accounts previously or currently being levied or written off due to non-payment of monies owed. The subsystem can operate as a stand-alone system or it can be interfaced with the FlexiBill billing for Windows.
Interfacing with FlexiBill allows operators to levy or “write-off” customer balances and transfer the information from FlexiBill to Bad Debt/Tax Levy files where the customer’s name, address and outstanding balance are maintained.
Select accounts by date range, balance outstanding and service
Creates a list of accounts for review before completing the writeoff process
Accounts can be edited or removed from the list before or during processing
Account inquiry feature by account number, property tax number, name, and social security number
Allows for multiple batches or time frames
Bad Debt / Tax Levy
Bar Code Payment Entry
Payment entry is one of the most time consuming and error ridden processes of any organization. The Bar Code Payment Subsystem provides the fastest, most accurate method of payment entry available today.
With this subsystem, a bar code is printed on the bill. Bar coding can be used with most full page or post card bill styles. Laser bill printing allows for the highest level of accuracy.
Payments are entered electronically with a bar code reader by scanning the bar code on the utility bill stub.
Allows the computer operator to use both the keyboard and the bar code reader.
Returned payments are split into two groups: payments that match the amount due on the bill, and those that differ from the amount due.
Allows for “keyless” payment entry so the user never has to enter information from the keyboard.
Virtually eliminates the possibility of incorrect account numbers.
Bar-coding saves time and eliminates errors, increasing customer satisfaction.
Credit History tracks the occurrences of credit related activities for 15 utility billing periods. Specifically, Credit History maintains a count of the number of delinquent notices, cut-off notices, collection charges, disconnects for non-pay, returned checks, not honoring credit agreement, meter tampering and user-defined “other”.
Based on the number of occurrences and whether or not the events are consecutive, the consumer’s credit rating is calculated automatically during the calculation of the bill. The credit rating (A = best, B = good, C = bad, N = new) may be used by the utility to determine cut-offs, issuance of late notices, additional deposit requests, delinquent charges, refund of deposits, acceptance of checks, and references to other utilities.
Utilizes user defined criteria and occurrence frequency to
determine credit rating
Maintains an unlimited item credit profile for each customer
Profile variables may be weighted for value in addition to frequency
Draws information from FlexiBill for minimum data input
Budget Billing allows the utility authority to put metered service customers on a payment plan, allowing them pay a flat amount each month, versus a bill based on current consumption. Periodically, the accounts are reconciled based on the actual consumption of services.
Calculates budget bill amounts
Reports variances between budget bills and actual bills
Allows summary or detailed inquiry into actual amounts owed
Prints current period actual consumption charge and the variance from the budget amount on the bill
Allows the user to select when to reconcile each account
Allows adjustments to be made during the year
The Employee History module is a personnel history system that allows for the tracking of leave, benefits and status changes. This system integrates completely with the PayForce application.
Tracks the entire history of an employee from the day they are entered into the system until they leave employment
Tracks the specific days when an employee has used sick time, vacation, or any other leave type you have created in the PayForce application
Tracks unlimited offenses and unlimited offense stages including full text offense and stage level descriptions
• Discipline report includes each offense and the various stages assigned to the offense
• Creates an annual benefit report to distribute to each employee
• Tracks any changes to an employee’s master information
• Tracks changes to a pay code, including frequency, rate, and when a code is added or removed
• Tracks all changes to a deduction or benefit code
including amount, frequency, limits, bucket percentages, and when a code is added or removed
IConnect provides your property owners with secure, password-protected, browser-based Internet access to view their utility account balances and a two-year history of billing, penalties, payments, and usage data. In addition, your customers will have the option of receiving an electronic bill (e-Bill) instead of a conventional paper bill, and the option to pay that bill
online. The entire application is hosted on the Harris web-server and should not require any additional hardware and/or operating system software on your part.
Customers can receive an e-bill
Customers can pay bills via the Internet
Customers can view their open balances along with 2-years of transaction and usage history
Customers can pay bill via credit card or e-check
Customers may make one-time payments without
registering for a password
Ability to send mass-emails to customers who
agreed to receive emails
Ability to post static “news & info” on the website
Licenses, Business, Payroll Tax
The Licenses/Business/Payroll Tax application is used for calculating, invoicing, and tracking licenses and taxes. It handles most licenses including business operation licenses, and it supports tax management for business taxes, gross receipts taxes, wage taxes, meal taxes, E911, and hotel taxes.
Tax calculations and types are userdefined so that the system can handle virtually any tax type
Tracks date of original license, issuance date, expiration date, and printed date
Tracks fees paid, interest, and penalties
Maintains an unlimited license history
Unlimited number of License, Business, and Payroll tax types
Supports installment payments
Maintains a list of associated parties for improved tracking
of who has been issued licenses
User level security
Can be integrated with a Centralized Cash Receipts system and MicroFund accounting
Provides the ability to print user-defined messages on bills
• With Centralized Cash Receipts, prints receipts and validates checks
The Meter Reader subsystem acts as the interface between FlexiBill and the software provided with electronic meter reading systems. All major vendors are supported including:
Itron Premier Plus
In addition to the standard formats, there is also a ‘Custom Setup’ option that can be used to create single record type formats for import and export. For example, this method could be used to share reads between two separate billing authorities that have overlapping customers.
The process works as follows. In the FlexiBill meter reader software, the group of meters to read is selected by cycle or book. An ASCII file is then created. This file is read by the electronic meter reader vendor’s software and then transferred to each reader unit for input. After all reads have been compiled, the electronic meter reader vendor’s software creates a new ASCII read file. This file is then read by the FlexiBill meter reader software which attaches the reads to each account. The meter reader report is then run and, once verified, billing begins.
Payment Arrangements allows the user to set-up a customized payment method for past-due amounts. Integrated with FlexiBill, the arranged amount is added onto the current billing statement until the past-due amount is paid off.
Ability to choose any frequency, time length, or amount in which the past-due balance is paid
Automatically adds the additional payment onto current bill
Flexibility to select certain bills to be included in the arrangement
Automatically totals delinquent bills
View accounts that have missed payments
Indicates in FlexiBill account screen if there is a payment arrangement assigned to the account
Property Tax Manager
Property Tax Manager provides the ability to maintain accurate financial information on all taxable properties within the municipality. Included within this system is the ability to provide for rapid searches of any current information, to issue timely tax statements, to enable rapid updating of financial data, and to track accounts by various user defined parameters.
Property records may be located by statement number, name, or tax number.County/Town generated tax bills can be converted into Property Tax Manager for ease of collection. The system allows for an unlimited number of user defined alternative taxes (sewer; sidewalk; etc.) The MCS Spectrum Property Tax application also handles automatic electronic tax payments by banks and tax escrow agents.
Maintains assessed value on land and buildings
Accommodates unlimited special assessments
Ability to compute up to 6 payment installments
Records property transfers
Supports laser bills
Tracks unlimited record history
Provides bar coded bills for ease of collection
Accommodates unlimited exemption amounts
Ability to compute multiple penalties
Supports receipt printing
Tracks lock boxes & other agency payments
Accommodates six line business addresses
Provides status codes
Provides separate tracking of school district codes
Ability to post electronic payments from financial
Ability to search by tax map id, bill #, owner and
Options for calculating surcharges
Provides automatic penalty processing
The Service Orders subsystem provides the utility authority a means of entering, maintaining, and printing service orders that are required to provide timely and accurate service to the customer base. Because the Service Orders subsystem is completely interfaced to FlexiBill, existing customer data is automatically captured for the service order. Service orders can also be printed for new accounts that are requesting service before they have been entered into FlexiBill.
Maintains information on service location as well as services to be performed
Stores service orders indefinitely
Tracks up to 999 separate user-defined events for each service order
Allows up to 999 lines of free form note text per service order
Allows maintenance of completed service orders via the purge function
Prints service orders on stock paper—preprinted forms not required
Helps track productivity of service personnel
Assists with scheduling workload and maintains service order status, assignment, and completion details
PayForce is an inclusive, easy-to-use solution designed to support the payroll accounting and reporting, leave accounting, and personnel records of local government and utility authorities. The system can manage tax calculations for tax-deferred pay and
deductions for taxable fringe benefits. Salary can be automatically distributed to different departments based on hours worked, percentage, or flat dollar amounts.
PayForce is user-friendly, allowing extensive flexibility through a variety of user-defined fields and options. Integrated with MicroFund, the system provides for distribution of pay, deductions, and benefits.
Accommodates multiple types of leave accrual and tracking
Allows mass update of pay rates, deductions, and benefit amounts
Accommodates both manual and voided checks
Multiple search options including employee and check history
Comprehensive history of employee payrolls and payroll checking accounts
Allows for multiple payroll frequencies
User-defined employee personnel information
Accommodates joint processing of salaried, contract, and hourly employees for as many as seven pay frequencies
Permits multiple pay rates and departmental accounting distributions per employee
Provides calculations and applicable deductions for federal, state, local, FICA, FUI, and SUI taxes
Allows additional withholdings per employee
Accommodates five different payroll frequencies for each payroll cycle
Pay rates can be categorized by departments or job class
Each employee can have up to 999 individual deductions and fringe benefits
Each category of pay can charge up to 99 different expense centers as well as individual capital projects
Payroll is processed on an ‘exception only’ basis, greatly reducing the amount of time required to prepare and run a payroll
The system allows for unlimited amount of deduction or benefits codes
W-2 information can be electronically transferred to meet new IRS MMREF requirements
Provides the ability to print a direct deposit payroll stub for employees as applicable
Integrated with a time & attendance system
Departmental Purchasing provides a fast, automated process to create and manage purchasing from the initial Requisition through the Purchase Order’s final liquidation. The system includes an approval process which allows multiple departments to enter and approve their Requisitions, while maintaining the security of the final Purchase Order which is created
seamlessly from the same screen, after final approval.
Prints purchase orders and purchase order registers
Interfaces with MicroFund
Provides online inquiry by vendor for requisitions
and purchase orders
Maintains a record as items are received
Assigns purchase order numbers to requisitions
Allows for partial shipments and partial payments
Allows separate “ship to” and “bill to” addresses
Uses Inventory Item templates
Ability to store both complete and incomplete requisitions
Optional over-budget checking
Ability to view approval path and history
Ability to enter optional ordering and shipping information
Editable comment field
Automatic or manual assignment of requisition numbers
Ability to manually reprint requisitions
Ties Vendor Number and Line Item to Account Distribution
Infinite levels of approval allowed, only 1 level is required
Rejected can be reapproved without leaving this screen
Numbers can be assigned automatically or entered manually
PO can be deleted at any time prior to the GL account distribution
Allows for easy editing prior to distribution
Allows for printing of a single PO or by batch number
Ability to include electronic signatures
Adjustments allow a PO to be changed and redistributed at any time
Distribution sends the entries to the general ledger for posting and closes the PO batch
Provides the ability to liquidate and redistribute all or part of a distributed purchase order
The AsseTraxTM system is designed to meet the needs of public sector organizations and utilities by improving management control over critical fixed assets. The system helps ensure proper custody and use of assets. AsseTrax tracks the replacement and market value of each asset. This information is needed for insurance purposes and for recovery of maximum value after a loss.
AsseTrax meets the requirements for the Government Finance Officers Association (GFOA) Certificate of Conformance. The system will simplify your organization’s future implementation of GASB 34 requirements.
Departmental Budgeting supports a more detailed budgeting process than MicroFund itself. The primary purpose of the module is to support the interactive nature of your budgeting process. If you need to view several iterations of the budget, compare budget figures, and enter detailed descriptions for each budget request, Departmental Budgeting will save you
time and improve the quality of the final budget.
Maintains multiple budget phases/
Allows online budget request entries
to be restricted at the account, fund,
or department level
Import and export of budget data
Detailed notes for every budget line item
Simple budget simulations
Adjustment tracker by percentage or amount
Add new GL accounts without making them visible to current chart of accounts
Create budgets for multiple years without adopting future years
Prepare and present alternative budgets at any level
Allows several individuals to work on the budget
Automatically transfers budgeted amounts to MicroFund when final budget is adopted
Holds an unlimited amount of budget copies
The Cash Management module supports the interactive reconciliation of financial accounts between the Spectrum software suite and your financial institutions. To support this reconciliation, Cash Management automatically maintains a database of all payment and deposit information. Then, as part of the reconciliation process, cleared payments are updated in both MicroFund and PayForce.
When the reconciliation process starts, you are presented with a list of payments and deposits that have not yet cleared the system. You may also enter any bank fees and interest. When clearing a payment made to an A/P vendor, you will find that all of the necessary information, such as net amount of check, date of check, vendor name and number, etc., has already been entered into the system. The payment information has been created in MicroFund via the normal payment process. The Cash Management module brings this information together to assist the user with the process of reconciling payments and checks.
Reconciles check information generated from Accounts Payable and Payroll
Reconciles multiple bank accounts
Ability to enter outstanding checks from a previous system
Ability to enter and clear bank transactions from bank statement
Ability to void unused checks
Ability to enter beginning, debit, credit, and ending amounts from bank statements
Ability to clear checks individually, or by a range of check numbers
Ability to import banking transactions automatically using an electronic data transfer process. This import process marks cleared checks, verifies
check amounts (system vs. bank), and generates exception reports for mismatched amounts
Applicant Tracking tracks potential candidates from the application process through the decision making process. The system, which is driven by requisition number, allows more than one applicant to be tied to a single requisition number. The system can be used with PayForce or as a stand-alone module.
Assigns unique requisition numbers
Catalogs job posting dates
Tracks the involvement of internal and external
Catalogs position descriptions
Tracks the number of applicants applying and
interviewing for each requisition
Gathers information on potential candidates—Name, Social Security Number, Address, etc.
Automatically transfers candidate information from the payroll system for internal candidates
Tracks rejects—reasons, comments, etc.
Generates reply letters as applications are received
Tracks number of positions applied for by each applicant
Employee Hire & Information
Records position, hire date, department, supervisor, etc. once an
employee has been hired
Automatically transfers information to PayForce and Employee History
Provides an email interface to automatically notify designated individuals once a position has been filled
Tracks additional employee information including Work Hours per Year, Minimum Net Pay, Work Phone and Extension, Termination Date, and Workers Comp Code.
Lists requisitions by opening date, status, department, and work location
Categorizes applicants by applicant’s status, application date, and application requisition status
Summarizes all hires by hire date, name, requisition number, department, and location
Automatic Payment supports the payment of bills via credit card, automatic bank transaction, or a third party collector. An Automatic Payment is the electronic transfer of an authorized payment from a consumer’s credit card, checking account, or savings account into the account of a biller, financing or investment company, or nonprofit organization.
A third party payment is one which is collected on your behalf at a location such as a neighborhood bank. Many providers of this type of collection system, often referred to as a lock box, have the ability to provide an electronic file detailing the payments received. This module is capable of reading such files and automatically loading the information into FlexiBill.
Payment Processing is reliable, accurate, on time
Direct Payment reduces late payment fees.
Improves cash flow, saves time, and enhances
Ability to view automatic payment account
information from the ‘Account Screen’ in
Offering multiple payment locations via a
lock box reduces the number of delinquent
Eliminates the need to manually enter a large
number of payments.
43% of all U.S. households use Automatic
Payment for at least one recurring payment
(according to NACHA) and 84% of consumers who use it say they are very satisfied
Saves companies and non-profits an average of 11.5 cents per payment (versus checks) in reduced processing costs and paperwork. Payment processing is accelerated.