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ObviO EMS

A full ERP system designed by ObviO Software for professional services companies.
Questions about ObviO EMS? Call (800) 827-1151 and talk to a software expert now.

ObviO Enterprise Management System (EMS) is the complete integrated, end-to-end, modular enterprise software solution that empowers your project workforce and financial managers in real time. Manage your complete project life cycle. Convey financial and cost information tailored for your specific audiences. You can automatically generate audit trails and documentation needed for the government and contractual compliance. Now is the time for you to power up to greater functionality, speed, and security. ObviO Software, Inc. has been helping companies like yours maximize profit and productivity while meeting modern business challenges such as DCAA Compliance, SOX Compliance, FAR Compliance, Remote Project Management, Enterprise Resource Planning (ERP), and Material Resource Planning (MRP), since 1979. If your company needs an upgrade in your accounting practices and tools, look no further. Your company will have the opportunity to select from the following modules:

  • General Ledger
  • Accounts Payable/Receivable
  • Payroll
  • Project Management
  • Workflow
  • Inventory
  • Purchasing
  • Budget & Forecasting
  • Bid & Proposal
  • Document Management
  • ObviO RealTime (Timesheet and Expense Entry)

Your company will be able to choose from different payment options, including lease to own where ObviO EMS is hosted in an offsite secure data center. This will eliminate those gigantic upfront payments and reduce the stress on your IT department from maintaining another system.

If you are interested in complete accounting enterprise management package, fully integrated, all in-real time with no dual entries and postings, and don’t want pay a large lump sum fee, then drop us a line so we can help out.

Accounts Payable

The value of the Accounts Payable module lies in its ability to accurately reflect and assist in the corporate cash management, including cash flow, cash crunch, cash required, and cash usage. ObviO EMS excels at this task with its up-to-the-minute reporting of the vendor payable, and project status. It quickly and efficiently posts and schedules for processing multi-payment, recurring payment, discount and multi-company expense vouchers. The Accounts Payable module handles the processing and payment of all vendor invoices. The capabilities of the AP module include cash or accrual basis accounting, multiple trade accounts, account current, tax and state or agent fee payables, commission processing, direct deposit processing, bank reconciliation, 1099 processing, and laser check printing.

Other cutting edge A/P features include:

  • A/P allows user-defined payment terms for automatic calculation of payment due dates and discount date and amount.
  • Global vendor access by name and/or number with partial name searches at any time, allow quick access to any vendor for posting and audit trail reports.
  • Handles prepaid vendor invoices, manual checks (with unlimited project distribution) and void checks.
  • The Express Checks feature lets users enter and immediately expense a voucher to the General Ledger, updating and cross referencing postings to all affected vendor, purchase order, invoice, subsidiary ledger, and Job Cost records, and printing the check with disbursement offset tracking to the G/L in one step. This feature is a tremendous time saver.
  • Vouchers (debit or credit balance) can be distributed to unlimited projects and scheduled for unlimited future payments. Vendor invoice tracking prevents accidental duplicate entries and payments.
  • A/P handles disbursements from and reconciliation of multiple company credit card accounts.
  • Employee expense entry with customer-defined or government per-diem- defined ceilings on available meals, lodging, and incidental expenses.
  • Aged payable Trial Balance can be produced as of any given accounting date, whether current or past.
  • System-generated checks can be issued at any time for specified due dates, vendors, and/or vouchers.
  • On-demand access (display or print) to vendor summary invoicing and detail transaction history.
  • 1099 production is automatically preformed on standard 1099 forms along with optional summary 1099 reports.
  • Check registers and Cash Disbursement Journals for any given bank, company, and specified periods of time.
  • Both standard and user-defined check-printing formats. ObviO EMS includes a built-in default A/P check format with standard stub information; users can order these standard check forms through standard check suppliers when the default formats are chosen. The product also includes a program generator that allows users to design unique check print formats using an unlimited number of bank codes and check formats.
  • Automatic or manual bank reconciliation function tracks checks by both preprinted MICR and system check number. Registers may be produced for any range of dates and selected bank statement dates.
  • Automatic interface to the Purchasing Module (including inventory cost variance posting), Subsidiary Ledger(s), and Project Management modules of ObviO EMS with special attention to balancing Job Cost work in process (WIP) accounts.
  • Cash Usage Reporting produces a 14-column spread sheet showing cash flow by period for each expense category - you need supply only the report start date and the number of days in the “period,” i.e. weekly, bi-weekly, monthly, etc. - ObviO EMS does the rest. On-demand access history.

Accounts Receivable

Flexible reporting, in-depth audit trails, subsidiary Accounts Receivable Trade Accounts, immediate on-line transaction application and multi-level inquiry capability of your customer base are just a few of the basic functions built into the Accounts Receivable module. This module manages the invoicing and cash receipts arising from business activity. The capabilities of the AR module include invoice and statement printing, aged trial balance, credit/collection letters, cash receipts posting, multi-subsidiary trade accounts, a cash position statement, and customer, transaction type and transaction code analysis. Record all financial activity of your customers and produce free-form statements based upon user-defined cycles, customer type codes or selected groups of customers. Aged Trial Balances keep you informed of outstanding aged balances - current and past due. On-demand customer analysis capability gives you the power to instantly access billing history in summary and detail format.

ObviO Accounts receivables allows users to create and print invoices in standard government specified formats including SF1034, SF1035, and DD250 formats, complete with current and cumulative hours and amounts at every level of the project WBS. No manual processing is required. Standard AIA invoices G702 and G703 can be created using either actual costs or percentage complete. Unit price invoices are used by any contractor that bills by the unit. Units billed are integrated with the job costing to ensure up to the minute tracking of your bid items. Tailor the invoice from options that enable you to print vendor names, hours by worker class, activity, or employee, material description and quantity, and equipment usage.

The accounts receivable module Includes and processes Cost Plus, Fixed Price, Time &Materials, Fixed Priced, Fixed Priced with Phases, and all the billing of all other government and construction contract types. Users can also bill commercial contracts with ease, and have the ability to track, compute, and report unbilled receivables. The integrated flexible billing support offers detailed contract billing information with the ability to print detailed billing edit reports and customized backup billing documentation per your customer requirements.

Combined with the detailed contract value and funded value tracking provided in the Project Management Module, invoices are tracked against contract values, funded values, CLINs, ACRNs, and any other discreet values required. Business rules can be set up to alert and/or limit invoicing in excess of the discreet values specified. Billing edit reports alert users if time or expenses have been entered that fall outside of the period of performance and give them the ability to place records on “hold” that are not ready to be billed.

Following are some additional outstanding features of the GAAP Accounts Receivable module:

  • Built-in invoice templates or custom designed invoices, including a database interface to Microsoft Word documents and Crystal Reports for invoice production.
  • A/R payment-on-account application.
  • Accepts partial payment of invoices; cash receipts may be applied to multiple invoices and additionally post amounts to the general ledger (over/short, etc), put amounts on-account and even issue immediate refunds of overpayments.
  • May post manual invoices and debit/credit memos to adjust any invoice balance.
  • Customer Open Invoice Listings.
  • Automatic Finance Charge calculation rate may be individually assigned by customer.
  • Aged Trial Balances and Statement Printing for current as well as prior periods on an open-item or balance forward basis, with thirty-day or monthly aging cycles.
  • Transaction Codes may be pre-defined with default G/L debit/credit accounts and/or fixed transaction amounts in order to cut down on posting time.
  • Instant Customer balance audit trails in summary by accounting period or in detail for any range of dates with selection criteria by customer, company, and subsidiary A/R Trade account provide timely audit and reconciliation reports.
  • Zero-balance invoice removal process before or after statement printing.
  • Automatic interface to the General Ledger, Sales Order Processing, and Job Cost modules of ObviO EMS.
  • Multi-company and multi-subsidiary accounting simultaneously on the same customer base.
  • Instant look-up of customer information by either name or number or user-specified indexes.
  • Cash receipts posting allows the option of automatic payment distribution starting with the “oldest” invoice, presentation mode displaying invoices which have unpaid balances and manual mode whereby credits are directed to specific invoices by the user.
  • Retention Tracking
  • Unlimited Customer History
  • Flexible Finance Charges

Budget & Forecasting

With the ObviO Budget & Forecasting Module users can combine past project with future planning data to proactively manage the outcome of their projects. It helps managers complete projects on time and on budget, while maintaining high levels of staff utilization. The result is improved project performance and a stronger bottom line.

ObviO Budget and Forecasting lets users maintain multi-year budgets and allows for multiple revisions. Project budgets are provided to enable the cost control of the overall project. Labor budgets assist in the management of labor performance and non-labor budgets help identify and control other direct cost expenditures. Manpower budgets add resource managements provide the basis for estimate-to-complete calculations.

Budget & Forecasting Module Cost control features include:

  • Budget, Actual, Estimate to Complete, Earned Value, and Budgeted Cost of Work Scheduled by Labor, Subcontractor, and ODC’s.
  • Performance Measurement Baseline used for budget cost information and percentage complete calculation.
  • Physical percent complete by activity or resource assignment for earned value calculations.
  • Cost variances at the Project, Task, Phase, Sub-Phase, and Budget Category levels
  • Cost Breakdowns and summaries by transaction codes

Fixed ASsets

The ObviO EMS Fixed Assets module is designed to help businesses track and report asset cost, depreciation, warranties, and disposal. Users can enter and retrieve inventory data as well as maintenance and transfer records for both company owned assets and Government Furnished Equipment (GFE). This powerful application fully integrates with Accounts Payable, Purchasing and the General Ledger. Depreciation and disposal entries can be posted to the general ledger by means of the fixed asset journal.

Fixed Asset module features include:

  • Interfaces and fully integrates with Purchasing and Accounts Payable, eliminating duplicate entry.
  • Enables users to group assets by property type, location codes, or group codes.
  • DCAA-, FAR-, and CAS-compliant asset cost, depreciation, and disposal tracking.
  • Depreciation calculation for three different “books;” the depreciation book interacts with the G/L, calculation tax depreciation and/or evaluating effects of a proposed change. Depreciation methods can be calculated using three different methods for each asset.
  • Establishes records for GFE with the same detail as company owned equipment. Users can track data for inventory, maintenance records, and transfer records.
  • Records project depreciation for an unlimited number of years. Asset/GFE reports provide important information on inventory, maintenance, and transfers. Additionally, audit detail reports provide calculation and posting details.

Inventory

These two modules, along with the ObviO General Ledger, and Purchase Order Modules control the inventory records and provide management with the tools necessary to regulate stock levels. Data may be automatically interfaced to the Accounts Receivable module for aging, payment application, statement, printing, etc. Each of these modules is automatically integrated with each other and also with the General Ledger providing full cycle supply chain management.

There is no need to perform summary journal entry posing in order to update cost of sales, work in process, and inventory valuations since the supply chain modules are fully integrated with each other, and thegeneral ledger. Features of this module includes

  • Full Inventory Processing at the raw material, sub-assembly and finished goods levels allowing for simultaneous “off-the-shelf” and “MRP” control
  • Multiple Inventory Locations (up to 99) with transaction posting of sales, receipts, transfers, and adjustments to any location. Physical may also be taken independently by location.
  • A “work-in-progress” status allows the user to “allocate” inventory items or enter sales and receiving activity immediately, without physically adjusting the quantity-on-hand until a future time.
  • Inventory Keys may be up to twenty characters in length and all values (quantity and unit cost/price) may be up to 4 decimals
  • Multiple discount and pricing structure-Based on effective date, the user may specify vendor billing, discount-to-net cost and five-level markup or markdown selling price matrix. There is no limit on the number of effective dates; the dates may be in the future, and the selling price matrix may be based on given percentage rates or dollar values.
  • Product and line code selection -Global discount and selling price changes as well as physical inventory tally sheet printing may be done not only for selected locations, but also for selected inventory product and line codes as well.
  • Inventory physical-to-actual variance quantities automatically update the variance G/L account via Journal Voucher and the cost variance G/L via Account Payable vouchers.
  • Price Lists and Price Change audit trail reports- by location and user-specified effective dates.
  • Bill of Materials audit trails that allow for engineering change modifications to be added at any time during the manufacturing process.
  • Commitments may be reported from the open Purchase Orders in the Project Status reports (include commitments, and actual expenses information as compared to budgets).
  • Purchase Order printing and reprinting – Open PO’s report with vendor cross reference – Ability to cancel and substitute PL lines; have multiple receiving dates against the same PO, and “close” PO’s at any time. PO’s automatically link to the Accounts Payable and Inventory Control modules.
  • Get Receiving Reports daily and get monthly summary and detail Inventory Receiving Reports by PO and Inventory item. Report indicates quantities ordered, received, sold, backordered, and returned.
  • Sales order invoicing may be free-form and with or without any interface to the Inventory Control module. May open a work order, print price quotes and then create invoices from the same work order. All invoice entries are automatically fed to the General Ledger and the Accounts Receivable modules.
  • Form Control Built-In report/program generators allow you to define your own forms to be used within these modules. Unique forms may be defined by location for Sales Invoice printing, A/R Statement generation and Purchase Order printing.
  • Delivery schedules are produced based on shipping information in order to anticipate inventory requirements by date.

Payroll

The ObviO EMS Payroll Module simplifies every aspect of the payroll process. It increases accuracy, provides flexible payroll processing, generates payroll runs automatically, and provides a full range of detailed reports.

The Payroll module captures all time-related data entered in ObviO EMS and uses it to prepare paychecks and government reports. Payroll allows multiple distribution of payroll expenses, handles salaried (exempt and non-exempt) and hourly employees, and provides each employee with a payroll check stub which presents a full accounting of their earnings and deductions for the pay period and year-to-date.

ObviO EMS Payroll handles earnings, deductions, sick and vacation accruals, W2’s, raises, terminations, government reporting, profit sharing, and taxes better, faster, cheaper, more accurately, and more flexibly than any external service bureau.

The following list shows a few of the additional capabilities in the Payroll module:

  • Multiple state payroll processing. Federal and state tax tables are routinely updated by OSI.
  • Default automatic tracking of the taxing entities at the Federal, FICA, State, Local 1, Local 2, FUTA, SUTA, and SDI levels.
  • Direct deposit capabilities follow the NACHA standards for production of direct transmission of deposit data in ASCII or EBCDIC format.
  • Unlimited user-defined earnings and deduction codes.
  • Timecard processing Automatic, manual, and piece-rate timecard processing.
  • Multiple locations, departments, and pay rates per employee in any pay period.
  • Multiple timesheet and payroll cycles, off cycle checks and posting availability.
  • Code files are user-defined location, department, pay cycle, pay type, pay class, EEO, earnings deductions, programs, funding codes and labor categories. Very simple to maintain and complete with “one-touch” selection menu for file listings (display or print).
  • Gross-to-net registers (open or history timecards), check registers, check reconciliation registers, employee analysis, and support files (all the above named code files) analysis, may be obtained for any range of pay period dates, locations, companies and employee ID’s and names.
  • W2, FUTA/SUTA, 941, 125 program and 401k reporting is supplied, with selection criteria by pay period ranges (quarterly and year-to-date, if applicable), and by location and company.
  • ObviO EMS Payroll, integrated with the other ObviO EMS modules, provides smooth and accurate information flows throughout the enterprise management system.

Project Management

ObviO EMS’s Project Management module establishes the standard of performance and flexibility. Projects can be defined flexibly with as many levels as required. ObviO EMS Project Management allows users to easily examine how resources are used for each project, department, or cost center, and reassign accordingly to maximize productivity. Project Management uses employee time records, project expenses, and customers receipt information for project invoicing, project bidding, management and budget control, project profit analysis, employee evaluation and management, and accounts receivable. Budget variances and commitments can be tracked at multiple levels with the ability to provide project status reports at your fingertips. The automatic, real time interface to ObviO EMS’s General Ledger, Purchasing/Receiving, Accounts payable and Payroll modules, coupled with the on-screen reporting and analysis capabilities provide the Project Management module with the capability to give management instant cost accounting information.

Project management features include:

  • Provides a logical and consistent automated method for the allocation of indirect costs to intermediate and final cost objectives.
  • Federal Government contract value and funding tracking with the ability to track targeted funding limits down to the sub-phase level.
  • The ability to systematically segregate direct costs from indirect costs per FAR Part 31.202.
  • Capability to process Project, Task, Phase, and Sub-Phase category and cost type levels using user defined work breakdown structure (WBS) levels. Projects can be tracked by internal WBS and reported by customer- defined WBS simultaneously.
  • Establishes records for GFE with the same detail as company owned equipment. Users can track data for inventory, maintenance records, and transfer records.
  • Records project depreciation for an unlimited number of years. Asset/GFE reports provide important information on inventory, maintenance, and transfers. Additionally, audit detail reports provide calculation and posting details.
  • Reporting at any of the above levels on a summary, sub-total, or detail audit trail basis.
  • Report across project lines for specified phases, sub-phases, etc.
  • Automatic interface from the rest of the entire ObviO EMS family. As transactions are posted throughout ObviO EMS, they automatically accumulate at the appropriate job level, immediately ready for processing and reporting.
  • Cost tracking with costs loaded at billing rates, targeted indirect rates, provisional indirect rates, and/or actual indirect rates. Costs are loaded at the detail and summary record levels.
  • Reporting period, year-to-date, and job inception-to-date reporting.
  • Allocation of indirect/overhead costs according to user-defined parameters, with automatic account distribution to the General Ledger.
  • Ability to post directly to a given Job or between selected Jobs for budget and cost transfers, with selective update to the General Ledger.
  • Contract modifications and/or change orders recorded, tracked and reported separately and on demand.
  • The built-in ObviO EMS Report Generator allows users to produce free- form Job Cost reports with up to 15 columns of financial, budget, variance, and percentage data including job-to-date, year-to-date, and reporting period (for any defined reporting period), commitments, expenses, modifications, change orders and revisions.
  • Browser-based project management reporting and data retrieval with complete drill down and drill to capability.
  • Summary and detail reporting Vendor, Project, and customer and percentage complete over any given period of time provides timely cost analysis by vendor and project; this feature is very useful for preparing draw requests.
  • Track contract information for multiple contracts per project. Stores contract information of all DCAA, ICE standard reporting data elements and produces all DCAA incurred cost standard reports based on the DCAA, ICE model.
  • Uses employee time record, project expenses, and customers receipt information for project invoicing, project bidding, management and budget control, project profit analysis, employee evaluation and management, and accounts receivable.
  • Documentation, Tracking, and Reporting of Government Furnished Equipment (GFE) and Contractor Acquired Property (CAP). The ObviO EMS Project Management module enables everyone in the organization to access the information critical to their projects without any help from the IT department. With enhanced functionality and easy to use interface, web-based access through ObviO RealTime, and out-of-the-box features, ObviO EMS helps users more effectively many every aspect of the project-focused business.

Purchasing

ObviO EMS Purchasing is an integrated project and materials management solutions that can help manage every stage of the project life cycle. It can be implemented to support organizations with sophisticated in-house purchasing, receiving and quality control environments. It’s also a plus for organizations that require only basic purchasing functionality to track basic subcontractor commitments.

The Purchasing Module may be used with or without the ObviO Inventory Module. In either case, Purchasing provides a basic Purchase Order capability and the functionality necessary to track and control purchases, receipts, and payments at all levels of the company’s work breakdown structure. The purchasing module automatically reports purchase order values as committed costs, displays commitments in the Project Status Reports and identifies commitments by budget category (which allows users to identify commitments as material or financial).

OSI understands that project driven organizations need to be able to successfully plan, track and manage all project activities. ObviO Purchasing provides a continuous stream of accurate, real-time information that will allow your managers to respond quickly to changes in costing, and the execution of each project.

Using ObviO Purchasing, all transactions are recorded in the project database. Any transaction such as a request for quotes, procurement, customer orders tracking and scheduling, engineer change notice and release of bills of materials, inventory tracking and manufacturing orders can be captured, viewed and controlled form the project, account, or operational perspective. This eliminates the need to reconcile information between account and project management processes. Purchasing provides complete visibility and control of all project purchasing activities in detail or rolled-up. This information give the user the flexibility to respond to the changing project requirements, allowing the more efficient allocation of resources such as dollars, manpower, or materials. This allows managers the opportunity to identify challenges earlier and know when to act.

System

The System module provides the interface to add companies; change company setup options, add users, set individual and group security, and manage the overall operating environment of the software. Since all menus are fully customizable so menus can be tailored to groups of users or individuals based on functional roles.

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