table of content · user-defined voucher report can be printed after the invoice report and/or...

Table of Contents

FREY Municipal Software is a team of public sector market leaders with extensive firsthand experience in

our clients business. FMS has spent decades developing and refining applications to manage the core

public sector functions associated with Budgetary Finance, Payroll and Public Utility Billing and

administration. Our promise is to deliver a suite of "Perpetually Modernized Software Applications" that

will supercharge the successful management of the unique procedures found in thousands of community

municipal offices throughout the US.

BUCS® Budgetary Control System

BUCS® System features and modules ............................................................................................................ 4 Sample Screens ............................................................................................................................................ 15 Sample Reports ............................................................................................................................................ 16 Fund Accounting Software Is Different ....................................................................................................... 20

CHIPS® Payroll System

CHIPS® System features and modules ......................................................................................................... 23 Sample Screens ............................................................................................................................................ 29 Sample Reports ............................................................................................................................................ 30 Payroll Check Sample ................................................................................................................................... 33

CUBIC® Utility Billing and Control

CUBIC® System features and modules ......................................................................................................... 34 Sample Screens ............................................................................................................................................ 42 Sample Bill Formats ..................................................................................................................................... 43 Sample Reports ............................................................................................................................................ 46

Services

Customer Support/Training ......................................................................................................................... 52 Product Presentations and Demonstration ................................................................................................. 52 Pricing .......................................................................................................................................................... 53

BUCS® FREY Municipal Software

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BUCS® Budgetary Control System Designed for Microsoft Windows®

The BUCS®, Budgetary Control System is a fully integrated, True Fund Based Accounting System designed to meet the specialized needs of government, nonprofit, and utility operations. The BUCS® system is an easy-to-use system, that simplifies your everyday task, streamlines processes, and provides control, insight, and security that helps save you time and money—all backed by a level of service you can depend on. 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. Standardized financial statements can be expanded and customized to complement the requirements of your operation and include features that enable internal and external queries using EXCEL® and Crystal Reports™. BUCS® is modular, allowing your organization to customize and build your system to meet your specific needs. General Ledger is the foundation of BUCS® upon which you will build your organization’s system based upon the number of concurrent users and features you require. Building your BUCS® System: As you evaluate each module's function, place the appropriate mark in the green box found next to the description of the module. For features that require you to select a quantity such as multi-user indicate the number of active users you will require with a number in the green Users box.

= Need =Don’t Need =Not Sure = Users Module Index

Accounts Payable Page 7 Cash Receipts Page 12 Fee Receipts Page 12 Accounts Receivable Page 11 Check Reconciliation Page 9 Fixed Assets Page 12 Advanced Allocations Page 6 Combining Reports Page 13 Requisition Control Page 10 A/P Positive Pay Page 9 Credit Card Tracker Page 9 Inventory Page 13 Accounts Payable ACH Page 7 Data Dictionary Page 13 Blank Check Stock Page 14 Budget Planning Page 6 Encumbrances Page 10 Electronic Filing Page 14 E-mail Account Page 14 Departments Page 14 Indiana Gateway Page 14

BUCS® General Ledger General Ledger is the foundation of the BUCS® system. It contains programs to establish and maintain the free-form twenty-nine digit alpha/numeric chart-of-accounts. Included are functions that allow posting,

analyzing, and reporting on all account activity. 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”. One can also export financial reports to EXCEL® for further refinements. 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.

Favorites can be set up displaying user-specific commonly used processes, as well as defining a user

specified workflow for common processes

Import a Chart of Accounts from an Excel® template for streamlined implementation

Fund wizard; automatically generate a new fund based on an existing fund; generates the new fund its

chart of accounts and associated reports

Journal Entry Notes

Extensive Drill down capabilities throughout the system

FREY Municipal Software BUCS®

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Preview reports, send to PDF, print or export to Excel®

Unlimited prior year reporting

Security by user, program, account numbers

Program preferences by user name

Amounts to 99 billion

Journal Entry reminders may be set up to ‘load’ entries at a specified time and on a reoccurring basis

Force balanced entries, settings/preferences

Force balanced Fund entries, settings/preferences

Automatically reverse entries comprised of a single or complex items

Validate Budget interactively

Unlimited Notes Available for Funds; Accounts; Projects & Investments, utilizing Follow up alert dates

and supporting image and document attachments

The investment manager allows for user-defined types for tracking stocks, CDs, bonds, etc.

Prior Year may remain open for up to 11 months (closing will automatically reconcile closing balances

to opening balances for the current year)

Annual updates provided online; interim updates online

Backup options defined in settings/preferences, as well as automated backup, prompts for a critical

process such as check print and period closing

Follows GAAP, FASB & GASB guidelines for Fund Accounting

Free-form, twenty-nine digit alpha/numeric Chart of Accounts

Inactivate closed accounts status eliminates erroneous postings

Program preferences by user name

Reminders Types: General, Journal entry, Invoice, Cash Receipts

Analytics with Account Graphing, compare current to the prior year(s)

Unlimited Funds can be established and managed in BUCS®

Allocation of postings is a standard function

Recurring entries supported through a library of user-defined templates

Journal entries can be saved and posted at a later date/time

Extensive/Unlimited posting history

Archive postings

Tight budget controls, settings/user preferences

Appropriation Limit Tests set at Fund level (None, Warning, Halt), settings/preferences

Comprehensive budgetary process. Original Budget, Revisions/Amendments; Transfers; Carryover

Transfers supported interactively, as well as rich budget planning features (see budget planning module)

Process in current & future period

Complete set of financial statements

Powerful report generator for financial reports

User-defined formatting, totaling, sorting and selection of reports

User-defined roll-up reporting of all funds

Export financial reports to Excel®


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Report Scheduler, printed or send to Excel®; Excel® creates a single workbook file with multiple titled

report tabs in Excel® format to save or share with ease

Grant/Project Tracking

Grant reporting, Month-To-Date, Year-To-Date, Grant-to-Date

Suspended year-end closing

Prior Year Encumbrances automatically roll forward to General Ledger posting carryover budget transfer

entries

Automatic year-end closing entries without loss of detail.

Payables, Cash Receipts, Accounts Receivable, Payroll entries interface to General Ledger automatically

Graphical Analysis tools to generate Checking Account Analysis, Fund Account Analysis, Fund

Revenue/Expense Analysis, & Fund Budget Analysis

Multi-User Module (indicate the concurrent number of users you require for payroll administration)

If your organization's administration requires multiple persons to be active in the finance system simultaneously you will need to determine the number of active users you will require.

BUCS® is a true multi-user system, multiple users can access the finance system simultaneously

Features include record locking, operator logs, active users, and restricted access by user

Accounts Payable Module Integrates seamlessly with General Ledger. One of the Accounts Payable's 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 information. Accounts Payable maintains complete vendor data: including spending history, balances, 1099’s, invoice history, correspondence documents, user-defined notes, multiple remit-to addresses, and more. Cash and Accrual methods are supported by the fund. Utilize the Blank Check Stock module to print your checks for A/P.

Vendor Data stored

Vendor Spending History

Vendor balances

Vendor Email

Global vendor email options for batch email notifications

Default vendor account General Ledger account can be assigned

Vendors for E-Pay, Check, & ACH

Vendor Classes, user-defined, group types of vendors together- ex.: Utility Class; all utility services

Vendor graphing, graphs spending with a vendor for Current Year vs. Prior Year

From Vendor screen, access all information for the vendor (outstanding invoices, paid invoices, check

history, posting, encumbrances, PO’s) Extensive drill-down capability

Maintain all vendor payments online

Support Multiple Vendor Remit-To Addresses (one vendor can have multiple mailing addresses)

Supports one-time and temporary vendors

Add vendors “on the fly”; easily add a new vendor during invoice processing

Correspondence Documents, scan and attach images or documents to a record

User-defined note types


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Vendor Invoice scanning, attach to entered invoice for an electronic copy

Vendor Mailing Labels can be printed

1099 printing for current or prior year

Cash & Accrual Methods by Fund

Multi-fund invoices for payment

Invoice Entry

Source Document Scanning and attachment to record

Integrated with Microsoft’s Word® for Mail Merge and notification templates (user-defined)

Recurring invoice template library

Batch Loading of standard invoices

Duplicate invoice identification safeguard feature

Pay multiple invoices on a single check

Pay from multiple funds on a single check

Specify a separate check to be issued for an individual invoice

Chose to pay invoices by the due date, vendor name, vendor number, invoice number or user initials

Security for invoice processing, adding invoices, releasing invoices for payment, check print function

Electronic Payment Processing, process payments made online, auto withdrawn, etc.

Multiple check options, including Blank Check stock option (Blank Check Stock Module)

Check preparation

Automatically updates postings to General Ledger associated with check run

Invoice History

Extensive Paid Invoice History

Fully integrated encumbrance system (Encumbrance Module)

Purchase Order Documents

Encumbrance reconciliation

User-Defined Voucher Report can be printed after the invoice report and/or after check registers

Bank Reconciliation Module It 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 outstanding, cleared, and voided checks prior to purging reconciled checks from the file.

A convenient mechanism to automate the reconcile action of bank accounts

Handles checks, electronic payments, ACH transactions, deposits, interest, bank charges, and

adjustments.

Voided check with auto reversal of all associated accounting entries

Examination of outstanding cleared & voided checks

Interest earned and bank charges posted, posting J/E automatically

Complete Reconcile option

Easily reconcile bank statement by seeing all activity that has occurred

Multiple reporting options

Quickly view cleared/outstanding transaction during the reconciliation process


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Drill down to Source Document of any transaction

Bank Reconciliation is fully integrated with Accounts Payable, General Ledger, Cash Receipts, Fee

Receipts, A/R, CUBIC® (Utility Billing System), & CHIPS® (Payroll)

Supports a maximum 99 Checking Accounts, 1 per fund

Electronically import cleared checks and all paid items(Positive Pay module)

Multiple dates tracked for a check, check date, cleared date, void date

Check Void notes

Unlimited check history

Advanced Allocations Module The ability to process allocations is a standard part of General Ledger. However, some clients manage a large number of projects and/or grants that require pooled overhead to dynamically be distributed to those

operations. Advanced Allocations fulfills that need by dynamically analyzing activity in each operation and then distributes pooled accounts accordingly.

Supports advanced allocation methods required by some, not for profit organizations

Not required for Municipal Fund Accounting

Allocate Pooled expenses according to a predefined base

Establish allocation rules to calculate based on an expense ratio

Cost Pools are allocated based on a defined base

Automatic fund balancing of allocated amounts

Unlimited Allocations can be setup

Allocation Reports are archived

Budget Planning Module 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 accounts should be increased by ten percent, all phone expense accounts are decreased by three percent, and all professional dues accounts be increased by five dollars. Budget Planning also offers a Cash Flow projection report by the fund. Once the plan has been approved, it can be transferred to General Ledger for implementation in one easy step. Integration, via ODBC, with Microsoft's EXCEL®, is also available.

Preparation of budgets can begin at any time without affecting the current budget

Allows for annual and period budgets ( Semi-Annual, Quarterly or Monthly)

Budget can be entered/calculated multiple methods including imported from Excel®, keyed in by

account, and calculated by a range of accounts

Can be based on current figures, last 12 month actual, zero-based, or specified amounts

Adjust plan amounts by percent/amount; increase/ decrease

Global budget increases or decreases by percent or amount

Budget notes can be added to individual line items

Up to 5 years of future budget projections can be stored

Future plans can be implemented as the starting point for next year’s budget

Maintains a history of budget entries and changes.


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All budget changes are tracked (posted)

The original budget, budget revisions/amendments, and budget transfers are tracked separately, along

with the total budget amount.

Budget Planning automatically updates to General Ledger when the user specifies

Integrated MS Excel® functions through ODBC

Budget Worksheets: print preview or Excel®

Numerous reports can be exported prior to the budget being validated

Cash Flow projection report by fund

Budget Analysis reports compare current/actual; previous/actual; new plan; and projected plans

Accounts Payable ACH Module Pay vendors via ACH rather than traditional checks. Greatly reduce your accounts payable workload, no printing checks stuffing envelopes or postage cost.

Follows rules for Automated Clearing House and NACHA file format

Prenote Test File integrate feature creates ACH test file for easily validating vendors banking data

Bank Institution dropdown, store and select commonly use Banks and associated Routing numbers

Vendor ACH start date stored

Notifications, email vendor, when ACH payment has been processed

Vendor Email notifications contain invoice number, invoice amount, invoice description, and date

ACH Payment automatically posts all journal entries

ACH Payment type “for Bank Reconciliation identification purposes”

Credit Card Tracker Module Streamlines and enhances the processing of credit card transactions. Charge slips are entered as invoices and marked as credit card transactions. When the statement arrives, all slips are presented online for

reconciliation. It provides a true picture of vendor activity and highlights the misuse of credit cards.

Streamlines & enhances the processing of credit card transactions

Charge receipts entered as invoices & marked as credit card transactions

Transactions can be entered as they occur/are submitted

Immediately impacts encumbrance and budget activity

Reconcile transactions that have already been entered that are included on your credit card statement

Detail activity is always available

Provides true spend picture by the vendor rather than credit card only

Positive Pay Module Positive Pay generates a file to transmit to your banking institution. This file contains the dates, check numbers, and amounts relative to each check item. The bank uses the data contained in this file to validate

each check as it attempts to clear your account. It prevents fraudulent alteration of your check amounts. Many banks are no longer absorbing the cost of altered checks. They are passing the responsibility on to the customer.

Fraud deterrent feature support often mandated by Banking institutions

Generates file to transmit to bank

Positive Pay file contains the date, check number & amounts; the date in this file is used to validate all

items as they attempt to clear your account, halting any exceptions for further examination.


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Encumbrance Processing-Purchase Order Module 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.

Reserves budgeted money for issued PO’s or contracts

Accounts automatically updated when invoices are processed

Reusable formats for recurring encumbrances

Carryover encumbrances from previous years tracked as well as amounts liquidated, expenses from the

prior year

Track prior-year encumbrance individually

Encumbrance may involve any number of General Ledger accounts

A blanket vendor can be assigned to purchase orders allowing the vendor to be selected at invoice time

Multiple-Purchase Order formats, including customizable/user-defined with Crystal reports

Multiple Purchase Order documents can be printed

Purchase Order document can include any combination of encumbrances, requisitions (approval list),

and the remaining balance

The purchase order number can be automatically generated or over-ridden by user

Invoice entry automated, carries forward from encumbrance, only invoice specific info entered

Override encumbrance if expense exceeds encumbrance, Encumbrance tolerance levels, for invoices

that are more than the encumbered amount (user-defined exception by amount/percent)

Vendor may be added from encumbrance input screen, add vendor on the fly

Partial or Entire Encumbrance Liquidation supported

Automatically validates account numbers and available budget amounts.

Encumbrance Comment (Note) available for approval notes

An image can be attached to Encumbrance

Associated liquidating invoices for an Encumbrance easily viewed through drill-down

Requisition Control Module Working in conjunction with the Encumbrance and Accounts Payable modules, 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.

Works with Encumbrance Control

Requested PO is passed through appropriate sign off levels and approved or rejected

Multiple levels of approval by dollar amount

Passes all relevant information from step to step

Obligates the funds affected by the issuance of the original

Approval/Requisition history stored on each encumbrance

All sign off levels are user-defined

Rejected Encumbrances can be saved for reference


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Users automatically prompted when encumbrances need approval

Users also automatically prompted when encumbrances have been approved or rejected

Option to email users when they have encumbrances that they need to approve

Accounts Receivable Module This option provides complete multi-fund billing and receivable functions that automatically dovetail with General Ledger. Set up 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™.

Complete customer profiles

Unlimited Ship-To addresses designated for a customer

Unlimited customer history

A global customer email option

Unlimited customer notes for image attachment as well as follow up alerts

Customer Statement option

Customer class can be set up to group different types of customers

Customer Mailing Labels can be printed

G/L code predefined for billing and receipt entries

Multi fund billing and receivable functions, auto post in General Ledger

Standard (recurring) billing

Batch Billing can be set up to generate a bill for the entire batch at one time

Miscellaneous billing

Easily see which invoices haven’t been paid

Items set up for billing

The default price for an item can be defined as well as override amounts.

Invoice Reprint option

Multiple Invoice options, including customizable Crystal ReportsTM option

Credit memo options

Invoicing, statement preparation, aging reports, sales history reports

Payment Process: Select which invoice(s) to apply payments to

Payment reversal options

Over Payments easily maintained for applying to invoices in the future or automatically create a refund

check

Receipt & Billing Journals

Automatically updates the general ledger

Aging reports


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Cash Receipts Module 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 General Ledger.

Swift & efficient entry of receipts

Auto balancing

Cash receipts journal

Standard Receipt templates can be set up, saved in a library and selected from a dropdown

Cash Receipt History available

An image can be attached to a Cash Receipt

Data stored with miscellaneous cash receipt including (reference, description, batch id, check, deposit,

project, comment)

Appropriate cash accounts automatically updated/posted to General Ledger

Fee Receipts Module Prepares receipts and certificates for miscellaneous fees that are collected. Examples: building permits, pet licenses, business licenses, burning permits, park shelter rentals, event vendor licenses. Documents can be

user-defined/customized using Crystal Reports. Complete accounting, inquiries, and reports are also provided.

Database for maintaining “Client” records of renewable Certificates/licenses/permits

User-defined/designed certificates and receipts for fees collected

Documents are custom created via Crystal reports™

Complete accounting, inquiries, and reports

Fee Receipt templates are created for each type of receipt

User-defined fields on a template for specific needs

Images can be attached to the Fee Receipt

All journal entries are balanced and automatically posted

Names and addresses entered on fee receipt

Full History of all Fee Receipts processed

Fixed Assets Module Establishes and maintains the files for fixed asset data and accounting distributions. Items can be added on-the-fly while processing invoices. 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 asset labels are produced.

Handles all asset information

Multiple Statuses and Classes available, including Active, Inactive, Damaged, Depreciated, Disposed of,

Donated, Missing, Retired, Sold, Traded-In, & Transferred, non-depreciable

Establish and maintain files for fixed asset data and accounting distributions

Fixed assets can be added on the fly during invoice processing for an asset item

Depreciation calculation; Straight Line and Declining Balance Depreciation methods

Depreciation History

Depreciation can be processed but the user determines if/when posted to General Ledger


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General Ledger entries posted for depreciation

Depreciation can be allocated to different funds/accounts

Last Depreciation Amount, Year-To-Date Depreciation, Depreciation-to-Date, & life used

Original Purchase information stored: purchase date, the purchase amount, asset life

Ability to scan image of a fixed asset as well as invoice associated with the purchase of a fixed asset

Unlimited Fixed Asset Notes, including follow-up reminders and scanning

Replacement cost calculation for insurance purposes

Reports and labels

User-defined Fixed Asset classifications

User-defined fields are available.

Combining Reports Module 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.

Alternate chart of accounts for reporting

Ideal for linking, rolling up, and formatting numbers

GASB 34 & FASB 117 columnar type reports.

Data Dictionary Module Provides a gateway for ODBC compliant applications to access the BUCS® Budgetary Control System data. This enables the 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. It also provides the ability to publish financial reports in EXCEL and Adobe PDF formats.

Gateway to ODBC compliant applications

Ad hoc inquiries, reports, and file transfers

Extract data to Excel®, Crystal ReportsTM, Word®, Access®, etc.

Inventory Module Inventory for BUCS®, provides an integrated feature for establishing, tracking use, ordering, and reporting on the long list of consumable items every office utilizes in daily operations.

Unlimited inventory items

Average unit cost & last unit cost

Quantity on hand, on order, minimum stock, and reorder quantity

Supports tracking ordered items, received items, items used, and adjustments

Includes Stock Status Report

Includes reorder worksheet to see items that are below the minimum stock required

Includes an activity (history) report

Includes a Physical List to take an inventory of the items


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Blank Check Stock Module The Blank Check Stock Module for BUCS® provides a fully integrated feature enabling the complete printing of all your checks on the “blank” check stock! Control costs and eliminate waste as check changes can be made

and implemented immediately. No need to destroy volumes of unused check stock, or have new checks printed.

Utilize one check stock supply for numerous checking accounts

Digital signatures are supported

Single or multiple signature lines

Define all necessary bank information

Generates MICR character data line

Company Logo image and address lines, all data user-defined and configurable

Generate 100% complete check in a single printer pass

Eliminates fraud concerns associated with traditional blank checks lying around

Department Module The Departments Module enables the administrator or master user to set up department based user access in BUCS®, its data, documents, transactions, and reports. Not only does this shield one department's budget

and transactions from the eyes of another, but it also provides an enormous benefit in removing the clutter of all the other department's activity.

Assign a department code to encumbrances, purchase orders, invoices and journal entries

Assigning users to a department limits their view to only their department(s) transactions

Posting Analysis print can be based on the departments

Encumbrances and purchase orders can be printed based on department ranges

Users assigned to a Department(s) can enter only their department(s) PO’s and Encumbrances

E-mail Account A POP3 format email account is required to utilize the integrated E-notification features offered throughout FREY Municipal Software Applications. Not all users may have, or have access to a POP3 Email account. FREY

has established an independent POP3 Email server for our clients and now offers POP3 accounts directly to any client which would like an easy solution to the POP3 account requirement. Cost is a nominal $49.95 /year per account.

POP3 e-mail for A/P ACH e-mail notifications

Indiana Gateway Module Save time and avoid errors, the BUCS® “Indiana Gateway Module” gives Indiana counties, cities/towns, libraries, and special districts the power to create the text files for your Annual Financial Report and Budget,

eliminating the manual aggregation of data from multiple reports and physical keying of the mass of data into the Gateway annually.

Produces the Annual Financial report file

Produces the Budget file

Electronic Filing Module This module unlocks the many e-file options supported in the BUCS® system. Federal and State governments continue to embrace technology and develop more efficient methods for submitting data. Many e-file

options now exist and many more are sure to come! FREY Municipal Software supports many e-file options and will continue to expand its support of e-file options as they continue to grow in the municipal market.

Creation of the electronic 1099-MISC file and electronic filing form 1099-MISC

Ability to create sample/test files


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Sample Screens

History Graph Screen Invoice Control Screen

Primary Interface Layout

Invoice Entry Screen Bank Reconciliation Screen

Account Balances Screen


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Sample Reports All Reports Are Available in Presentation Format

Many Reports Are Also Available in Excel® Format

Chart-of-Accounts

Revenue

Expense

Budget vs. Actual

Fund

Balance Sheet

Trial Balance

Aged A/R

Fund Balance

Income Statement

Profit & Loss Statement

Budget Planning

Cash Flow Plans

Posting Journals

Encumbrances

Vendor Lists & Labels

Aged A/P

FASB 117 Reports

GASB 34 Reports

Other Columnar Reports

Customer Lists

A/R Invoices

A/R Statements

Fixed Assets

Combined Statements

Miscellaneous Reports

Balance Sheet


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Fund Report

Expense Report


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Revenue Report

Trial Balance Including Posting Journal


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Trial Balance

Fee Receipt and License Examples (BUCS® - Fee Receipts Module, document actual size 8.5” wide format)


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Fund Accounting Software Is Different Accounting systems fall into two basic categories: commercial/for-profit and fund/not-for-profit. Despite having many aspects in common, there are significant differences in the accounting procedures, management objectives, and reporting requirements between the two.

Here is a generally accepted definition of fund accounting:

"A fund is defined as a fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions or limitations."

More simply stated, a not-for-profit organization is required to track its funds based on regulations, restrictions, and limitations. Each fund must be treated as a separate entity with its own general ledger, and individual revenue, expense, income, and balance sheet reports. The organization must also report on its funds in aggregate (combined form).

Attempting to use a commercial system for fund accounting is similar to using a wrench rather than a hammer to drive nails. The wrench will work, but it will be a slow, painful process.

Choosing a Fund Accounting Software Package requires careful matching of your organization's financial operations with the appropriate set of software capabilities at a price that makes sense.

In 1993, the Financial Accounting Standards Board (FASB) issued Standards 116 and 117 defining accounting procedures financial statements for Not-for-profit Organizations. In 1999, the Governmental Accounting Standards Board issued Statement 34 defining financial statements for State and Local Governments. These standards further defined the requirements for fund accounting by the type of agency. One should ensure that the fund accounting software they select addresses the accounting and reporting required of their organization.

To simplify the process, we've created the following list of questions to help you evaluate key product features before you make your purchase decision.

Is it a true fund accounting system or a commercial application with modifications? A quality fund accounting system must be developed from the ground up. If you're considering a commercial system with fund accounting "overlays," be leery of its capabilities. It may never quite accomplish what you need or may prove very cumbersome to adapt.

Is it a batch or real-time system? Real-time processing is necessary to check budgets, spending limits, etc. Non-profits benefit from real-time processing, because it is generally much faster, saving time and money by eliminating processing steps.

Does it offer large free-form account codes? Most fund accounting applications require additional groupings and breakdowns.

Handle both cash and accrual basis funds concurrently? Most fund operations require this ability. For example, a municipal utility fund needs to be on an accrual basis, but the general fund must be on a cash basis.

Can the system handle the number of funds required? A good fund accounting system should not have a limit on the number of funds.


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Does the software offer security? Program, account, department and user limits should regulate application access.

Can invoices be paid from multiple funds using a single check? Commercial and low-end fund accounting systems fail this test. It can drastically reduce the number of checks written, G/L entries, and subsequent balancing time. If the system makes extensive use of "Due-to" and "Due-from" accounts, be very suspicious of its design.

Can multiple checking accounts be used, if necessary? Some organizations need to be able to maintain multiple checking accounts.

Is Grant/Project tracking available? Grants and projects often require different reporting requirements and they must be reported for different periods. They also require reporting on a to-date basis for the life of the grant.

Does it encumber? This is a must for many government operations. And, if you encumber, the system should definitely have real-time processing.

Does the budget planning allow for global changes? Fund accounting operations tend to have a very large number of accounts. Global change capabilities allow the user to quickly create and change budgets with a minimum of input.

Do the available reports meet the needs of your fund accounting operation? All fund operations need revenue and expense reports in addition to the standard reports offered by commercial systems. They show comparisons between actual revenues and expenses versus budgets. If you are a Non-profit agency, can the system provide FASB 117 report formats? If you are a State or Local Government, does the system provide the GASB Statement 34 report formats? Are the reports "presentation" quality? That is, can they be prepared using optional font types and sizes?

What is the pricing model? Products are generally priced in one of three ways: one price, regardless of the number of users; a price based on the number of users concurrently accessing the system; or a price based on the number of users that will access the system. Enterprise software systems may be broken down into modules, which allow the client to purchase only the features required for the specific operation and its size.………………………………………………………………………….

Before making your choice, take a moment to evaluate the vendor:

? Did the vendor develop the software or is he a reseller? Resellers tend to lack strong application experience.

? How long has the vendor been providing fund accounting solutions? Remember that you are buying application expertise as well as a program. An extensive business background indicates a successful supplier.

? Is the software easy to implement? Expensive implementation cost indicates that the product may be complex and difficult to use.

? How extensive are the training requirements? Products that require extensive training are often cumbersome to use. Good software is intuitive and easy to learn.

? How often do they update the product? Major updates should be provided annually. Critical error fixes should be available promptly.

? Are the upgrades/new releases of the application offered as part of the support agreement or is there an additional charge? Beware of "hidden" charges.


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? Is the documentation high quality, and available on-line and in printed format? Many companies do not provide extensive application manuals, which are complex and expensive to produce and maintain.

? Can the vendor provide you with a list of customer references to check? Look for long-time customers. They demonstrate product stability and customer loyalty.

? Does the vendor support the software with a qualified staff that understands your specialized accounting needs? The question to ask is about the availability and quality of support. When you need assistance, you need a prompt competent response. This is a fact which can only be confirmed by speaking to some current client references.

Is This Software Right For You?

Before you make your selection, see a product demonstration and always check references.

To make the right decision on a fund accounting software system for your organization, you need to look closely at both the products and the vendors in this market. Understand what's available, and what meets the needs of your organization.

FREY Municipal Software CHIPS®

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CHIPS® Payroll System Designed for Microsoft Windows® CHIPS® is an easy to use fully integrated payroll system designed to sync perfectly with the BUCS® Budgetary Control System. Allocating your payroll expenses has never been so easy, plus enjoy seamless payroll-related journal entries and payroll-related accounts payable items.

Building your CHIPS® System: As you evaluate each module's function, place the appropriate mark in the green box found next to the description of the module. For features that require you to select a quantity such as multi-user indicate the number of active users you will have with the appropriate number in the green Users box.

= Need =Don’t Need =Not Sure = Users

Module Index

Application Package Magnetic Media Filing Page 26 ACH Direct Deposit Page 26 Check Reconciliation Page 26 Data Dictionary Page 26 Positive Pay Page 27

Time Clock Interface Page 27 Web Services Page 27 Retirement Interface Page 28

Blank Check Print Page 28 E-Mail Account Page 28 ACA Reporting Page 28

Payroll Module

This core module (Required) provides the facilities to maintain extensive employee records, federal, state, and local tax rates, plus other deductions. It calculates the payroll, prepares the checks, and the

necessary tax and deduction reports. It maintains individual notes with alarms, learned skills, year-to-date totals, emergency contact information, and more. CHIPS® allows you to scan in employee photos and easily display key employee dates such as reviews. Deductions may be made either before or after-tax calculations and can be calculated on a percentage of the gross or as a set dollar amount. Each employee may have as many as 30 permanent deductions as well as 3 temporary deductions added during the payroll process. Additional earnings may be taxable or nontaxable. Meals, tips, and workman’s compensation are also accommodated. The payroll process is quick, allowing the automatic updating of standard employees. The check printing can display vacation, personal, holiday, sick, and comp time, plus all breakdown and summary information if desired. Tax tables are easily modified, eliminating the vast majority of program maintenance. A seamless interface to the BUCS® fund accounting system is included.

User Preferences and Favorites can be set up for easy standardized payroll workflow control

Many municipal government-specific payroll functions are provided

Maintain extensive employee records

Employee Statuses include Applicant, Active, Inactive, Leave of Absence, Terminated, and Retired

Attach images and documents to employee records

Review Dates and reminders can be set and tracked

Full Employee Change History is tracked; any change to an employee record is logged with date-time

& initials of who made the change; log shows before and after change data

Employee Classes include: Full Time, Part Time, Seasonal, & Temporary

User-Defined Employee Categories can also be established

Unlimited user-defined pay type categories, and up to six at a time per employee, in addition to the

3 standards (regular, overtime, special)

CHIPS® FREY Municipal Software

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User-Defined Pay types can be set up to use a pay factor based on the regular rate

Pay Rate History stored, showing each time an employee pay rate has been changed

History of Off time Used and accrued directly on the employee screen

Easily view hours due and hours paid for each off-time category

Up to 30 permanent deductions per employee

Easily inactivate a Deduction/Earning on an employee, without having to delete the

deduction/earning

Set Effective date ranges for deduction/earning to automatically manage beginning and ending

Declining Balance type deductions, allow the user to set a total amount to take out, and pay the

period amount, once total has all been taken out, the deduction is no longer is taken

Individual notes with alarms

Attach employee correspondence and images to employee notes

Create and attach Microsoft Word® Documents to employee notes

Create and attach mail-merge Word® documents to employee notes

Attach Images and documents to employee notes.

Note alerts & Follow Up Note alerts

Learned skills employee record tab supports the tracking of continuing education requirements

Track Employee Skills including Training level, follow updates, certificate dates, and certificate

renewal dates

Attach certification documents to employee skills record

Extensive Drill downs for employee records/history

Unlimited check history, easily drill down to see the detail of specific payroll information as well as

distributions

Easily view Current YTD as well as any Previous YTD totals directly on employee screen

Emergency Contact Information

User-definable fields for tracking any operationally unique employee data

Individual employee and global integrated emailing capability

Designed specifically for the municipal environment, with many fund accounting specific features.

Ability to allocate individual’s time by cost center

Unlimited Distribution Groups can be assigned to an employee, defining standard distributions to

use for employee pay

Globally change pay rates, deduction/earning amounts, off-time hours, and employer retirement

percentage by employee range

Total management of personal/sick/vacation accruals for each employee

Off Time accruals can be set up to accrue based on months worked (length of employment) as well

as hours worked, both supporting maximum hours that can be accrued

Miscellaneous Reminders can be set up to remind the user of payroll-related events or task

Federal, State, & Local Tax Rates

Easy user-managed state and local tax table update

Federal Tax Table automatically updated at year-end


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Unlimited Deductions

Deductions for before or after-tax calculations

Deductions as a percentage or a set dollar amount

Additional earnings may be taxable or nontaxable

Meals, Tips, & Worker’s Compensation are accommodated

Declining Balance, Garnishment & Loan type deductions can be defined

Deductions based on hours worked can be defined

Taxable Employer benefits can be tracked

Deductions & Taxes automatically generate an invoice to pay the withholding

Deduction Yearly Maximum amounts can be setup

Track employer contributions to retirement & insurance

The payroll process is swift, allowing the automatic updating of standard employees

Add comp time hours during payroll processing

Easily review time transactions on screen

Calculates Payroll-Prepares checks-tax/deduction reports

Up to 10 temporary deductions can be added during type payroll processing

Individual check message and global check message available

Easily Distribute hours during time payroll entry to numerous accounts

Add employee notes directly from time payroll entry

Check stub can display any combination of vacation, personal, holiday, sick and comp time balances;

displays how much was used on this check

Print checks in alphabetical order, by employee & department

Ability to specify a combination of off-time hours accrued on each paycheck stub

Reprint copy of Check stub for employee

Print YTD totals on the check stub

Auto backup functions for check/direct deposit print as well as year-end close

Seamless interface to BUCS® Fund Accounting system

Ability to Print W2’s and reports for any previous year

Report scheduler to make processing faster and more convenient

Automatically generate 941 Form as PDF

Print Employee mailing labels

Ability to Protect Employee social security number on any report, including check stub

Numerous Employee reports

Numerous Hours and History reports available


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Multi-User Module (indicate the concurrent number of users you require for payroll administration)

If your organization's payroll administration requires multiple persons to be active in the payroll system

simultaneously you will need to determine the number of active users you will require.

CHIPS® is a true multi-user system, multiple users can access the payroll system simultaneously

Features include record locking, operator logs, active users, and restricted access by user

Check Reconciliation Module

A fast convenient mechanism to reconcile your payroll checking account(s).

Powerful ‘void’ feature that automatically reverses all accounting entries created when the voided

check was originally prepared

Check void note available

Allows examination of outstanding and cleared checks

Transfer Clear/Outstanding totals to BUCS for bank reconciliation functions

ACH (Direct Deposit) Module

Uses the ACH (Automated Clearing House) processing system in conjunction with your local banking institution to facilitate employee payroll Direct Deposit.

Allow the employee to use up to 10 bank accounts for ACH

Pay individuals with a mixture of ACH and check

Bank Institution routing ID is stored to easily add the same bank for different employee

Temporarily deactivate a specific bank account for an employee without deleting

Set a dollar amount to go into each direct deposit for an individual employee

Generate prenote test file for the bank to verify routing id & account information is correct for all

employees or individually when banking information is updated or changed

Magnetic Media Filing Module

The magnetic media filing, required for larger employers, will create a file to transmit end-of-year documents such as W-2s to the government.

Creates a file to transmit end of year documents such as W2’s to the state or federal government

Mask employee Social Security numbers on related reports

Data Dictionary Module

Provides an industry-standard “ODBC” (open database connectivity) interface for your CHIPS® data files.

Enables full integration with Microsoft Office products such as Exel, Word, Access

Enables performance of ad hoc inquiries, reports and file transfers to other systems.

Extract any field and design your own reports using Excel, Crystal Reports, Word, or Access

Enables the preformatted MS-Excel option throughout the payroll system


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Time Clock Interface Module

Provides an interface between the CHIPS® Payroll System and your chosen third party Time & Attendance system. Customization of the interface file is also available from FREY.

Enable CHIPS® to import data from robust third party time and attendance system of your choice.

Efficiency & accuracy with electronic payroll data import eliminates manual data entry and errors

Eliminate paper timesheets and re-keying of data

Added record detail

Time Payroll Template, CHIPS® generates a template upon demand using your current payroll data.

Once populated with current payroll data import the template to generate payroll with a click of the

mouse. This advantageous feature can be utilized independent of third party time and attendance

system.

Positive Pay Module

Positive Pay is an automated fraud detection tool offered by the Cash Management Department of most banks. In its simplest form, it is a service that matches the account number, check number and dollar

amount of each check presented for payment against a list of checks previously authorized and issued by the company.

Provides an organization with an important safeguard against check fraud

Includes a nicely enhanced bank reconciliation feature for clearing checks from a file.

Each time a check run is performed, the system automatically creates a positive pay file to transmit

to the banking institution

The bank is able to use the data in this file to validate each check as it attempts clear account

Many banks now require their business clients to provide positive pay file in order to qualify for

banks’ fraud protection guarantees

Automation of checking account reconciliation process by enabling import of electronic

reconciliation file from your bank

Web Services Module

Enhance your CHIPS® Payroll system with web-based features that will provide your employees with 24/7 access to two years of pay stubs and W-2’s via the web. Employees login to the CHIPS® Payroll online

services and enter a user name and password to gain access to their records.

Web-based employee payroll portal provides 24/7 access to two years of pay stubs and W2’s

Employees log in to CHIPS payroll online services with user names and passwords to gain access to

their records.

SES-256 bit encrypted data transfer technology ensures data is secure and safe

Hosting of the service is provided by FREY

Password Security Question technology is utilized to support the forgotten password feature

Eliminate printing and distribution of pay stubs for direct deposit employees, saves work, time and

expense


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Retirement Interface Module Many states operate a state public employee retirement system, most of which adhere to common standards for provisions and data/report filing. If your state is one of these you can utilize this module to

simplify the required reporting and filing necessary to comply with the program.

Allows Retirement information to be transmitted electronically to the state retirement system for

Indiana, Florida, Ohio, Arizona, etc.

Follows reporting requirements as designated by the state

If your state is not on our current list it’s requirements can be reviewed by FREY for implementation

Blank Check Stock Module Print your payroll checks on blank check stock. It allows you to control costs and eliminate waste as changes to your check data can be made immediately.

Designate up to three signature lines with a scanned signature image

Define all necessary bank routing and account number information

Utilizes MICR character line

Supports Company Logo image

E-mail Account Module A POP3 format email account is required to utilize the integrated E-notification features offered throughout FREY Municipal Software Applications. Not all users may have, or have access to a POP3 Email

account. FREY has established an independent POP3 Email server for our clients and now offers POP3 accounts directly to any client which would like an easy solution to the POP3 account requirement. Cost is a nominal $49.95 /year per account.

POP3 e-mail for Web Services E-stub notifications a Web Services Module feature

ACA Reporting This module will enable ACA (Affordable Care Act) information to be stored in the system so the user can generate ACA Reports including the 1095C, 1094C, 1094B, and 1095B forms.

Generates the 1095-C, 1094-C, 1095-B, and 1094-B forms

Offers data export

State Specific Features FREY Municipal Software supports clients in 30+ states throughout the US market. Many state-specific features have been developed to accommodate state-specific reporting and filing requirements. Please

inquire with FREY if you have a state-specific requirement, Some examples include:

Gateway R100 – Electronic E-filing - Indiana & Pennsylvania

State W2 Magnetic Media – Mississippi, Virginia, Illinois, Kentucky, Indiana, Minnesota, Alabama, &

Pennsylvania. This e-file is almost uniform across all states if your state is not listed here.

Unemployment Interface Report: Florida, Virginia, Ohio & Indiana

Retirement: FRS (Florida), INPRS (Indiana), RSA (Alabama)


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Sample Screens

Employee Notes

Deductions & Earnings

ACH Direct Deposit

Payroll Data Employee Maintenance

Primary Interface Layout


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Sample Reports

Payroll Quarterly Report


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Year-End Payroll Report

CHIPS® Payroll System also Generates:

W-2s

Printed on either single part or 4 part forms

An electronic copy can be accessed for the past 2 years (web services)

W-3s

Can be generated in printed format for mailing

Can be generated electronically for e-file/upload to SSA

941s

Generate pdf format on plain paper

Creates the Schedule B


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Detail Deduction History Report


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Payroll Check with Stub Sample

CUBIC® FREY Municipal Software

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CUBIC® Utility Billing Designed for Microsoft Windows®

The CUBIC® Comprehensive Utility Billing and Control System is designed to provide a powerful billing and CIS (Customer Information System) for utility operations. It supports robust customer information, billing, and cash receipting functions, usage and bill/payment history, plus a myriad of report options. It supplies important functions like multiple search criteria for account inquiries, real-time updating and electronic input, and receipting interfaces. Reports provide extensive statistics based on customers, services, rates, and routes and much more. CUBIC® powerful receipt processing supports traditional receipt processing and high-speed scanning systems. Everything is online including bill/payment and usage history, deposit and service information, as well as a consumption graph for each individual service. Accounting is highly controlled by the system as well. NARUC reporting is easily accomplished with CUBIC®. It also has a highly integrated interface with the BUCS® Budgetary Control System. The CUBIC® system is modular-based, build a system that fits the size and requirements of your operation from small single service utilities to large multi-service operations.

Building your CUBIC® System: As you evaluate each module's function, place the appropriate mark in the green box found next to the description of the module. For features that require you to select a quantity such as multi-user indicate the number of active users you will have with the appropriate number in the green Users box.

= Need =Don’t Need =Not Sure = Users

Module Index

Billing – Accounts Receivable Net Metering for Electric Page 41 CASS Certification Page 38 Data Dictionary Page 39 Hand-Held Interface Page 37 RUBS Processing Page 38 E-mail Account Page 41 Internet Inquiry Page 39 Inventory Control Page 38 Productivity Package Page 37 Meter Maintenance Page 39 Back Flow Prevention Page 40 Budget Billing Page 40 Installment Billing Page 38 Payment Assistance Page 41 E-Billing Page 40

CUBIC® Comprehensive Utility Billing & Control System

The base system includes many robust features to support the daily operational requirements of a municipal utility operation.

Highly scalable according to your operations account volume, services and billing procedures

Powerful accounting for utility billing for multiple services

Preferences set by the user, by the program, allowing for fast and convenient navigation and process management

Pop-up calendars for integrated date selection

Definable formats for postcard and statement bills, work orders, delinquent notices

Definable accounting distribution rules

Print Preview with search capabilities, similar to those in MS Word, which will allow one to preview a report and then search it for specific information

Report scheduler to establish multiple report groups and generate them in batch output directly to MS Excel file format.

Internal Backup functions are available including Trial Balances, Aged Trial Balances, Billing Journals, Receipt Journals, etc.

Reminders can be set for future events as one time or recurring reminder

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Customer Maintenance

Access Customer Maintenance within many functions without closing out of the current process

Numerous robust customer reports

View pending transactions in customer maintenance

Complete Customer Change History, viewable directly on the customer screen. Stores before and after

of any change made to customer information

Easily generate a bill for owner, tenant or both

Easily see the total number of penalties, NSF’s and shutoffs for the last 2 years with a click of the mouse

Easily generate a Mail Merge letter for an individual customer or a range of customers

Ability to transfer a balance from one account to another, including deposit

Easily track Billing/Tenant Information separately from Owner Information and actual service location

Flexible Move In/Move Out Process

Customer Statement of Activity for a specified period on demand

Attach MS WORD® correspondence to customer notes

Scan documents and attach them to customer notes

Note alerts can be set to automatically prompt any time customer is accessed, scenarios specific

Individual and global e-mailing capability

Customer internet inquiry to display balances, dates, consumption history with graphs

Connect your GIS mapping system to the CUBIC® database through the ODBC gateway

Integrated web maps for google maps and street view of account locations (US and Canada only)

Drill Down in bill/pay history to show details of bills and payments

Unlimited Notes with the ability to create and attach correspondence, set follow-up dates, and attach

images to notes

Re-sequence route and account numbers without creating numbering conflicts

Custom fields enable storage and reporting of additional data unique to your operation

Definable account copy rules for final bills, and move-in/move-outs

Unlimited bill/pay history in most recent activity order

Unlimited consumption history in most recent activity order

Ability to selectively copy tenants and landlords on bills, delinquent notices, etc

Deposit management by service, with interest and refund processing

Billing/Accounts Receivable

Print Bills in Zip Code, Carrier Route, or book/account sequence

Supports numerous bill types including postcard or statement formats, or customized Crystal Reports

formats

Print to file, create a bill data file for outsourcing the printing and mailing of bills

Bill data export feature, easily outsource printing and mailing of bills with DataMail service

Processes to check for any unbilled accounts


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Final Bill a customer on demand

Easily add a customer note during the billing or receipting processes

Bill miscellaneous charges either as part of a regular bill or as a separate bill

High/Low testing available to easily identify high/low bills as well as 0 usage bills

Easily Estimate an individual account or range of accounts

Usage graphing display option on statement format bill

Summer Sewer billing capability, use a winter water usage average for billing sewer in the summer

Multiple Estimation methods for when Bills need to be estimated

Automatic correction of overestimated readings

Shut Off Notices can selectively activate a work order to be generated

Deregulated billing capabilities

An unlimited number of rates can be set up and maintained in CUBIC®

Easily Reprint a selected customer bill on demand

Installment billing for items such as tap fees and payment arrangements

Automatically apply deposits to final bills

Option to prorate initial and/or final bills

List multiple bills being sent to the same bill-to address

Definable rate study programs and reports

Automatically provide a corrected bill for leaks and misreads, sages and balances are automatically

corrected

Optional CASS address certification to take advantage of USPS discount program

Advanced Levelized Billing or optional Budget Billing

Billing for metered and unmetered services

Multi property billing and receipting aggregated property bills in statement format

RUBS (Ratio Utility Billing System) for apartment complexes and warehouses not fitted with individual

meters. The system utilizes a configurable algorithm to generate individual bills from single usage reading.

Easily process penalties as amount or percent, multiple penalty methods supported

Receipting

Daily Receipt report, easily analyze total receipts by date or a given date range

Generate the actual deposit Slip for daily receipts to eliminate manual creation of a deposit slip.

Real-Time and Batch Receipting options

Interface bank deposits directly to BUCS® bank reconciliation

Automatically generate deposit refund or other account refund checks in BUCS® seamlessly

Barcode scanning of payments for high-speed remittance processing

NSFs automatically reverse payments and apply an NSF charge to an account

Easily Reverse payments keyed in error

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Automatic interface all utility activity summary journal entries with BUCS® Budgetary Control System

Ability to process multi-account customers with a single receipt

Customer account barcoding for efficient work processing

Work Orders

Ability to create a miscellaneous work order, not associated with a customer account for infrastructure

maintenance or repair

Work Order Status Report

Easily generate a work order during billing and receipting processes

Numerous Work Order Options including Move Out, Move In, Changeout, Re-read, and ShutOff

Customizable Work Order Job Codes

Automatically Access charges upon work order completion

Automatically generate Shut Off Work Orders

Detail Comments and Resolution Comments posting to work orders

Definable work order formats

Attach images directly to a work order

Productivity Module A bundle of features designed to enhance productivity in the larger utility operation.

Customer barcode for scanning in payments, speeding the receipt process substantially

Postnet/Intelligent Mail Barcode

Receipt printers and cash drawer functions

Document imaging is available with a convenient means of scanning, storing & retrieving images

ACH (Automated Clearing House) processing is included

ACH provides automatic bank debiting capabilities

ACH Activation/Deactivation Dates associated with each customer

Receipt/Check Validation capability

Batch Receipting

AMR Interface Module (automated meter reading) Provides a means of communicating with hand-held, drive-by, radio read and other AMR (Automatic Meter Reading) systems.

Provides a means of communicating with handheld, touch read, drive-by, radio read and other AMR (Automated meter reading) systems.

Provides a file created by CUBIC® to be loaded to the AMR system

Readings collected by the AMR system are then imported to CUBIC® via the AMR interface

Works with many of the most popular manufacturers can be customized for others



Installment Billing Module It provides a mechanism for time payment plans. These plans can be used for the settlement of accounts in-arrears as well as for installment purchases such as tap fees.

Installment information easily accessed on the customer account screen

Installment analysis report

Installment aging report

Installment maintenance

RUBS Processing Module

Ratio Utility Billing System is designed to allocate utility bills in multi-unit complexes based on occupancy and/or square footage.

Establish rate ratios based on occupants, unit square footage or a combination

Account for common area reduction percentage in ratio rate

Option to include/exclude inactive accounts in calculation

Tracks master meter bill amount compared to ration amount charged to customers

CASS Certification Module The CASS certification Module interfaces the CUBIC® system with a third-party service provider which performs the CASS certification of the CUBIC® customer account address data. Upon certification, an address

list file in CSV format and CASS PS form 3553 in PDF format will be returned for import which will update the ZIP codes for the customer billing address and/or owner address and produce an error report for any address(s) which could not be certified.

A certification system, designed by the US Post Office to validate street addresses and assign Delivery Points

This address certification process allows one to qualify for discounted postal rates

Provides certified address list and CASS Form 3553

Works in conjunction with a subscription to a third party certification service

Annual certification subscription $400/12 certifications per year, $30/additional certification

Inventory Control Module

A simple, effective integrated system for tracking inventory used to service the utility infrastructure and customer installations.

Create and maintain utility inventory item file

Processing for Receipt, issuing, and adjustment to inventory

Reports on inventory levels and valuations

Generates management reports and reorder worksheets

Integrates with CUBIC® work orders to relieve inventory associated with completed work orders

Allows work order assemblies to be created and relieve associated individual items from inventory

Integrates with BUCS® Budgetary Control System for vendor data

Reports include: Inventory item list, stock status report, reorder worksheet, activity report, valuation report,

physical list.



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Data Dictionary Module This powerful module provides a user-friendly means of unlocking the true value of the CUBIC® database. A Data Dictionary is an organized catalog of all data held in a database, a list of items giving the data user

identifiable names enabling the user to locate and identify the information stored in the application's database.

Export your favorite CUBIC® reports to beautifully formatted Microsoft Excel format with a single click

Create your own custom reports using Microsoft Excel

Create your own custom reports and forms using Crystal Reports™

Merge your CUBIC® data with an unlimited number of your own custom-designed forms, notices, and letters

Enables performance of ad hoc inquiries and reports, as well as file transfers to other systems

Design custom bill formats using Crystal Reports, Delinquent Notices, Shut-Off Notices, & Work Orders

Internet Inquiry Module Enhance customer service and accessibility with this CUBIC® generated web portal with online account access and payment processing. Your customers will enjoy 24/7 access to account information, balances, and usage

data as well as a convenient integrated payment option.

Provide your customers 27/7 access to their account information via the web

Multiple payment options including credit card, debit card, and e-check

Payment processing options that include an absorbed fee, convenience fee-based, or blended fee, models

IVR (interactive voice response) payments option

A credit-based payment option provides customers an alternative to delinquent charges and service

interruptions

Decrease calls to the utility office by enabling customer self-service

Meter Maintenance Module Meters should be regularly calibrated and tested in accordance with the manufacturer’s recommendations or the guidelines recommended by the American Water Works Association (AWWA). The meter maintenance

module provides a mechanism for the scheduling of meter reliability testing at user-defined intervals, maintenance of test results records, and the expansion of meter-related information pertinent to operations.

Standardized reporting tools

Record all meters in your system and in inventory

Establish installation dates and test schedule for each meter

Maintain records of repairs and replacement

Track the complete history and costs from purchase to replacement

Automated Meter Change-out procedure with Work Order program

Meter test result posting includes the option for attaching images or documents to results

Many state regulators require such testing as part of the utility’s operation



Budget Billing Module Many of your customer's finances can't handle surprises. This fully integrated CUBIC® module enables your utility customers to sign up for a program that will deliver a uniform bill each month. Guarantee of a uniform

monthly bill can also entice customers to sign up for a utilities monthly automatic direct debit program. Some customers are leery about automatic direct debit because the amount varies each month. Budget billing can eliminate that concern.

Eliminate utility bill ”Surprises” for your customers

Enables customers to be billed a set amount each month

Initial budget amounts can be calculated programmatically with the availability of an override option

Utilizes a settlement month when the budget amount is adjusted to accurately reflect upon actual usage

Supports the option to recalculate budget amount at settlement month and roll the budget balance into a

new budget bill amount for the next eleven-month billing period.

Increase customer's use of utilities automatic direct debit payment option.

Improve utility operations cash flow model

Decrease delinquencies and shut-offs

E-Billing Module

E-Billing gives the utility the option to deliver utility bills via e-mail. This enhances customer service while at the same time reduces postage costs, printing costs, and handling. *Internet Inquiry Module is a pre-requisite

for the e-billing module.

Works in conjunction with internet inquiry/payment option

Allows bill information to be emailed to the customer

Offers a great opportunity to cut costs of mailing bills

Option for a customer to receive a paper bill, e-bill, or both

Allows all customers to view their complete, last bill, online

Send an Electronic Delinquent notice in addition to paper

Backflow Prevention Module

Backflow devices require regular testing either by the utility operator or by licensed plumbers with testing

certification. The CUBCI® Backflow device management module prints notices at the prescribed interval and

provides follow-up reports for those who have not submitted the proof of testing documents.

Required when customers have a piping arrangement where backflow into public water system might occur

Common in the industrial applications as well as residential systems when irrigation systems are in place

Backflow systems require regular testing, system tracks when testing is required

Print notice at prescribed intervals and provide follow-up reports

CUBIC Backflow module integrates all of this information into the customer database

Customizable Backflow Device Type setup

Generate Notices based on Microsoft Word Mail Merge templates

From customer maintenance, easily see all backflow devices associated with an account

Track approved Backflow Testers including Certificate Number, Certificate Date, and Certificate Expiration

Easily Review any Delinquent Test

Scan Copy of Test results to attach directly to Backflow Test Results in the information screen



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E-mail Account Module A POP3 format email account is required to utilize the integrated E-notification features offered throughout FREY Municipal Software Applications. Not all users may have, or have access to a POP3 Email account. FREY

has established an independent POP3 Email server for our clients and offers POP3 accounts directly to any client which would like an easy solution to the POP3 account requirement. Cost is a nominal $49.95 /year per account.

POP3 e-mail for E-Bill, E-Delinquent, and ACH e-mails CUBIC® features

Net Metering Module Net metering is a billing system feature that allows electric customers to sell to their electric utility any excess electricity generated by their Distributed Generation System (DG). DG systems are small-scale, on-site power

sources located at customers’ homes. Some common examples include rooftop solar panels and wind turbines.

Many municipalities are adopting “Net Metering” ordinances to encourage residents to invest in

supplemental “Green” energy solutions

Enables utility to bill negative usage for electric services

The system can calculate as a rollback if usage is negative

Will prompt user as to why usage is negative

Gives options of Rollback, Turnover, Over Estimate or Correction

Payment Assistance Module Automate the management of funds your customers receive from programs that offer utility subsidies. These assistance programs have rules, funds are “service-specific”, funds may or may not be applied to taxes or

miscellaneous charges, unused funds must be refunded to customers upon relocation, and so on. The payment assistance module makes managing these programs a breeze!

Supports rules commonly associated with popular assistance programs.

Tracks the source of the assistance payments

The system will automatically apply assistance payments to the appropriate service

Clean, accurate reporting of all related activity and balances



Sample Screens

Edit Customer – Service Location Tab

Customer – Service Location

Customer – Service Information, Usage Tab Edit Customer – Bill Pay History Tab

Common Primary Interface Layout

Customer – Service Information, Usage Graph

Edit Customer – Billing Information Tab



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Sample Bill Formats

Post Card Utility Bill Sample (4.25” x 6” actual size)



Example of a Statement Utility Bill (Actual document size 8 1/2 x 11)



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Note: This image and its data have been truncated in order to fit the page’s dimensions

Customer Online Account (Customers View online)



Sample Reports

Billing Journal

Billing Journal Flags High/Low Usages

Billing Journal Summary



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Cash Receipts & Write Off Log

Cash Receipt & Write Off Journal

CUBIC® Does Rate Studies Too!

The CUBIC Rate Study tool analyzes customer usage patterns by rate code and date range. This allows the user to quickly gather historical usage data for a selected usage date range. It can be used to help identify ranges of consumptions to be used in determining future rate increases including step rate usage ranges. Rate Studies may include Customer Status, Customer Type, Rate Code, Meter Size, and Usage Dates. The Rate Study reports can also be exported to Excel®.



Regular Trial Balance

Aged Trial Balance

Interface Distribution Summary



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Utility Billing Software Checklist

Organization Type Utility billing software users tend to be divided into several types: government, or nonprofit, which can be investor-owned or special districts, and commercial operations. Commercial operations usually have additional restrictions and controls not imposed on governments and nonprofits. Commercial operations operate under restrictions because they are typically regulated by state utility commissions. They usually require special reporting following NARUC (National Association of Regulated Utility Companies) chart-of-accounts guidelines. Make sure the product you are reviewing is designed to meet the needs of your organization.

User Interfaces Today, two clear choices are available: Character and Graphical. The Character interface is the one offered on mainframes, MSDOS, PCs, etc. It has little, if any, implementation standards. The way it looks is purely up to the programmer. You have to learn these applications "from the ground up" because they all behave differently. The clear graphical interface implementation choice is Microsoft's Windows. Be careful though, not all Windows applications have followed Microsoft's design guidelines. Products that have these features

are known as True Windows products. Be sure to ask this question of prospective software suppliers. If the application originated as a Microsoft Windows 3.1 product, ask if it has been updated to the Windows standards. If you cannot use a mouse, it is not a Windows application.

Utility Billing Software Provider

How long have they been in business?

Is the company an organization or a one-person operation?

How long have they been providing Utility Billing solutions?

Did they develop the product or do they merely modify and resell it?

How does the company provide day-to-day support? Do they offer toll-free phone

support? Remote Help desk support? What is their response time?

How often do they update the product? Product reviews and updates should be

conducted regularly.

Do they provide high-quality documentation both in hard copy and on-line?

Documentation is a complex and time-consuming process. It is very important that good

documentation is supplied. It is also highly desirable that the documentation be available

on-line in an easily searchable format such as PDF and industry-standard Help Doc

format.



Software Features Listed here are features that distinguish a good utility billing system. This list is not complete, but it is an excellent starting point.

Does the system track each service and/or product as a separate business? If you follow NARUC requirements, this is necessary. Whether you are a government or a nonprofit organization, you need to track the operations as separate enterprise funds. Quality utility billing systems must be developed from the ground up with this philosophy in order to operate properly. Some vendors offer utility billing systems with commercial accounting systems. If this is what they are selling to a multi-service utility, be leery of the product.

If you bill multiple services, does the system properly account for Unapplied Cash such as overpayments? Excess payments need to be isolated until they are used in the billing process. This is especially important when dealing with budget billing and seasonal customers.

How long has the product been on the market? New products often have more flaws and they tend to be less stable. A mature product is also more feature-rich because the product has been enhanced over an extended period of time.

Is it a batch system or real-time? Top-quality systems offer a choice because each technology has advantages. Does it offer connectivity to other systems and products? It should offer capabilities such as an ODBC gateway, which allows the user to have the ability to create special reports and inquiries as needed, without programmer assistance.

Are there user-definable fields available? These fields aid in tracking special items of interest to your particular operation.

What are the limitations on usage and billing/payment history? You should be able to control the length of time information is retained by your system. Insufficient retention poses management and control problems. Retaining information too long causes the system to bog down and provide poor response time.

Is CASS and Postnet barcoding available? US Postal Service Postnet barcoding can save thousands of dollars in mailing costs.

Do you need even or budget billing plans? Levelized billing plans are replacing the above-mentioned methods. Levelized plans offer customers uniform methods of payments- without extensive history, settlement periods, and exaggerated balances.

What productivity aids are available? Tools like barcoded bills for receipting, receipt printers, and automatic cash drawers make operations more productive and accurate.



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Does the software offer security? Application access should be regulated by program and user. The system should be able to tell you who is on the system and what programs they are using.

Does it offer ACH (Automated Clearing House) processing for customers? ACH allows payments to be automatically deducted from customer's checking or savings accounts. It not only simplifies payment processing, but it eliminates problems associated with multiple banking institutions.

Do the available reports meet the needs of a utility billing operation? Utility operations need multiple revenue and expense reports by service, in addition to the standard reports offered by less advanced systems. Can the accounting accommodate the NARUC chart-of-accounts?

Is it right for you? Before you make your selection, see a product demonstration, and always check references. To make the right decision on a utility billing software system for your organization, you need to look closely at both the products and the vendors in this market. Understand what's available, and what meets the needs of your organization.

Frey Services FREY Municipal Software


Application Services

Support & Maintenance

FREY Municipal Software offers the most comprehensive application support in the software industry and at an exceptional value. Support is provided directly by FMS, we do not outsource or offshore technical support of our applications or services. All support technicians are degreed in accounting and information systems. Benefits include:

Toll-Free Support Line

Web-Enabled - Remote Help

24 Hour Fax/Messaging

Internet Software Updates

Annual Software Releases

Annual User Survey

Annual Documentation Updates

Release & Tips N Tricks Webinars

User Newsletter

Many calls to support are answered immediately, the others are returned within minutes. We take support personally. We know your name when you call and you know ours. With customers spanning from Massachusetts to Hawaii, we serve over forty states and multiple time zones. FREY Municipal Software provides support you can swear by, not at!

Training

FREY Municipal Software offers complete and thorough training in a classroom environment at our offices located in Fort Thomas Kentucky, on-site at the client’s offices, and web-based training sessions.

Classes: Scheduled classes are offered every month at FREY Municipal Software Offices located in Fort Thomas Kentucky, near Cincinnati Ohio. A maximum of two organizations can be accommodated in each class, not to exceed four participants. This rule ensures your personal attention and success in our classroom environment. Onsite classes are scheduled based on the client's schedule. We require a classroom setting for any onsite training to ensure those participating in the training will not be interrupted by their regular work responsibilities.

Product Presentations and Demonstration

Live one on one application demonstrations can be scheduled with sales at FREY Municipal Software upon request.

Email: [email protected] Toll-free: (800) 659-3739 Local: 859-441-6566 www.drfrey.com


mailto:[email protected]


FREY Municipal Software Frey Services

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Project Cost Your project cost is determined by a combination of factors. BUCS

® and CHIPS

® pricing is based on the modules selected and the

number of concurrent users. CUBIC®

is based on the number of active customer accounts, services billed, and selected modules.

Implementation and training options selected also contribute to your systems proposal cost.

To request a detailed application(s), implementation and training proposal for FREY Municipal Software contact Sales.

Email: [email protected] Toll-free: (800) 659-3739 Local: 859-441-6566 www.drfrey.com

BUCS® Budgetary Control System Modules & Active User Seat License:

Accounts Payable Cash Receipts Fee Receipts

Accounts Receivable Check Reconciliation Fixed Assets

Advanced Allocations Combining Reports Requisition Control

A/P Positive Pay Credit Card Tracker Inventory

Accounts Payable ACH Data Dictionary Blank Check Stock

Budget Planning Encumbrances Electronic Filing

Departments E-mail Account Indiana Gateway

Active Users Seat License # ODBC Users Seat License #

CHIPS® Comprehensive Integrated Payroll Modules & Active User Seat License:

Check Reconciliation Magnetic Media Filing ACH Direct Deposit

Time Clock Interface Data Dictionary Positive Pay

Blank Check Print Web Services Retirement Interface

Active Users Seat License # E-mail Account ACA Reporting

ODBC Users Seat License #

CUBIC® Comprehensive Utility Billing and Control Modules & Active User Seat License:

Water Miscellaneous Budget Billing

Sewer De-Regulated Services Payment Assistance

Gas AMR Interface CASS Certification Mailing

Electric Miscellaneous Services RUBS Processing

Storm Water Data Dictionary Inventory Control

E-mail Account Productivity Internet Inquiry web portal

E-Billing Net Metering for Electric Meter Maintenance

Active Users Seat License # Installment Billing Backflow Device Test Mgmt.

ODBC Users Seat License #

mailto:[email protected]
