The open item Accounts Receivable System processes all forms of revenue recognized by the agency. Customer records may be maintained for daily or weekly invoicing and monthly open account statements. Unpaid bills appear as open items on statements until payments areapplied. Accounts are aged monthly and past due accounts are brought to management attention. Cash receipts and payments on account are entered, listed and updated to the General Ledger System through a series of up to 1000 revenue accounts. Account detail andbalance due may be obtained by on-line inquiry. The Accounts Receivable System provides reporting on a detail and summary basis for easy recovery of information. Automatic systems for subsidiary ledger balancing and month-end procedures insure system integrity.Typically used in non-membership environments, such as in conjunction with Utility Billing.
For agencies required by ordinance to license all animals within their corporate boundaries, the minimal fees usually charged are often devoured by processing costs. Computerizing this procedure can keep these costs in bounds, while standardizing the handling of applications and receipts. This system can use county or state rabiescertificate numbers (provided via magnetic media or entered manually) to send pre-printed applications. Or, applications may be entered upon receipt. Dogs, cats, horses and other user-defined types may be maintained. Information may be stored such as the city tag, amount paid, date paid, batch, animal breed, color, name, owners name and address. Cash receipts journals and interface to General Ledger are included. Lists by certificate number, tag number, owners name, address, and not-paid are available. Statistics and annual updates, plus applications and past-due applications printing are available.
For recreation registration program budgets, this system goes the standard General Ledger Budget Worksheets one better. Programs are frequently too small in dollar volume, or seasonal in nature, to justify separate departments for each program. But, budgeting mustbe done for each program with the same level of detail as the average department. This worksheet system allows the end-user to define formats and groups the programs revenue and expense line items for clarity of presentation. Plus, it shows last years' seasonalregistration statistics and revenues and provides space for budgeting by season for next year. Recreation supervisors no longer need go to half a dozen or more reports to find their budgeting information.
This system is for municipalities faced with the burden of maintaining records about building conformance with local zoning ordinances for new construction. It tracks standard building information according to nationally recognized code structures. It tracks useful information by street parcels for survey work. It controls building permits (and may be used in conjunction with the Escrow System.)
Contractor requirements and data, and permit requirements and data can be entered, maintained, printed and displayed. Building permits are printed, inspections scheduled, and results entered for tabulation. All parts of the system provide specialized statistical reporting.
For a municipality which relies upon business license fees as a source of revenue, making sure all licenses are applied for and purchased in an efficient manner is vital. Too often, manual methods absorb much of the revenue in labor costs. And the ability to insurethat all licenses are purchased is cumbersome.
This can be a stand-alone system which maintains complete records of all businesses in the municipality. Its primary purpose is to produce business license applications on a periodic basis and to record cash received. However, a wide variety of useful demographic information is stored about each business, including ownership, keyholders, products and services provided, and more. License codes and fee schedules are maintained by the municipality. Detailed master lists may be displayed or printed to document the business information on the system. The system prints user-customized applications which itemize the licenses required and fees due. Cash receipts generated by the applications mailing are recorded against the business record to prevent past due notices. New licenses purchased for which an application was not sent are added into the business master fileduring cash entry to decrease handling. A Cash Report updates to the General Ledger System and provides complete audit trail and the required accounting memoranda. Mailing labels can be generated for the business on file.
The Cash Receipts System processes all forms of revenue realized by the agency. Daily reports from various cash collection points and devices may be entered for balancing and summarization. Interface exists for use with the AEK Cash Register System. Cash receiptsare entered, listed and updated to the General Ledger System through a series of up to 1000 revenue accounts. Revenue summary to date is available. The Cash Receipts System provides reporting on a detail and summary basis for easy recovery of information. Automatic systems and month-end procedures insure system integrity. Cash receipts is astandard part of AEK Accounts Receivable systems.
The standard General Ledger System permits cost accounting by inclusion of greater numbers of accounts. Within the standard system, this method can result in excessive detail and still not provide all the information desired for a typical cost accounting record. Thissystem is better suited than G/L for purposes of recording specialized types of items, projects or assets, including Capital Projects, Capital Equipment Replacement, Motor Fuel Tax Projects, and other activities which may also cross fiscal year end.
The agency defines and maintains 5 categories within each of up to 25 different types of cost accounting records. Each type and its categories may be sorted and reported differently. All master records include information similar to that described in the Capital Projects System. In addition, each record is assigned G/L account numbers to which it must balance throughout all accounting systems. In this way, hundreds of cost accounting items or records may be posted through only a handful of primary G/L system accounts. Each accounting sub-system (A/P, A/R, C/R, G/L, etc.) checks the cost accounting file to see if a particular account being posted requires a cost account project number. If so, the sub-system posts its detail to the perpetual cost accounting file. These postings are journalized for audit purposes. The cost accounting subsidiary ledgers are balanced to the main accounting system internally. Reports on specific project records and summary reports for categories are included. Custom reports may be generated via report writer for selected categories to satisfy requirements related to the sources or uses of special cost accounting project funds. This is the perfect system for handling any size accounting job requiring special attention, perpetual memoranda, projects crossing fiscal years, or too much volume to be practical for the standard G/L System.
The AEK Employee Time Management System coordinates all facets of labor time scheduling, entry, reporting, and control. Schedules may be pre-determined for up to more than one year in advance by day, week, month or year. Employees or their supervisors may recordtheir entry at any workstation using the keyboard or optional automated entry devices such as handkey and stripe-read member employee ID cards. Job day entry clock-in and out are controlled by the system for early or late, scheduled and non-scheduled access. Work location employee attendance and shift change information may be displayed dynamically and used in real time for determining and managing the number and type of employee on-site. Daily, weekly, and periodic reporting provide supervisory and management control andsimplify payroll period reporting and record keeping - replacing card and manual records. Optional integrated and automatic updating is available for AEK and third-party payroll and other management systems.
The General Ledger System is the culmination of the accounting systems. It ties together all sub-system activity under a rigid internal control record keeping protocol. All sub-systems are completely integrated, preventing unnecessary duplication of effort.
Flexible account numbering allows a variety of up to the minute financial reporting with computer speed and accuracy. Any account balance and related information may be displayed or printed instantly. Reporting programs permit comparisons of budgets and actual expenses anytime for current month, prior year this month and year-to-date. Preliminary trial balances may be adjusted by journal entry and rerun until correct. Year-end reports may be transferred to the integrated audit system for continued adjustment while the new year goes on unimpeded. The General Ledger System provides a wealth of management planning, analysis and forecasting information. It has been designed to allow for easy end-user modification to meet changing management and audit financial reporting needs. Many optional reporting and analysis systems may be interfaced with the General Ledger to share its financial data resources.
The AEK Tee Time Reservation module provides management with a complete golf course scheduling tool. Golf staff may take telephone or in-person reservations based upon user-defined parameters. The system may be interfaced with the AEK Touch Tone Tee Time System to permit customers to make their own reservations. Personnel can make areservation, call up a schedule, or inquire on a membership/reservation status on any video monitor and/or print the information.
The system tabulates statistics including counts by time and date on all transactions put through the system. Non-members may make reservations in person or by telephone to staff who take pertinent information including credit cards. Personnel may load member data into the system 24 hours a day, 7 days a week via the AEK Membership System with Universal Card to permit Touch Tone Tee Time Reservations -- Memberships which may be annually renewed by the customer using the AEK Touch Tone for Memberships module.
Staff is able to make one or more tee time reservations at one or more user-defined golf courses. Staff may change, cancel and/or review tee time reservations 24 hours a day, 7 days a week. Changes may be made within user-defined limits prior to the reservation dateand time. Choices may be made for a tee time reservation by time and day/date, or by course if multiple courses are available.
Reports provide management with operating information such as: summary of existing reservations; percentages of resident, non-resident; peak reservation times, and more. The reporting functions of the system may be user-defined via standard report writer and SQLquery functions and offer options for printing, display, or output to data files for transfer to other systems and applications.
The system will account and maintain a history of golfer activity including "no show" for golfers who have failed to cancel or appear for their reserved tee time. The system also allows for the generation of no-show letters and reports. Penalties and charges may be optionally assessed, including rejection of any member number in the system. Staff may restore good standing status upon payment of outstanding fees or expired penalty time periods.
Reserved tee times may be designated for any day of the week for a user-defined period of up to weeks or even years in advance. It will match twosomes into foursomes, if desired. Singles my be designated for match-ups only with twosomes or threesomes. The system may offer the best available tee time at any individual course or the best time at any course in the system based on the user's menu selection.
The Tee Time Reservation System interfaces via AEK's Cash Register to handle the golfer's payment of greens fees, as well as tee time reservation fees and cart fees, if used. A golfer will present the cashier with an AEK Universal Card and by scanning the bar code on the card, the system will determine what fees the golfer must pay. If the golfer does not have a card or is a non-resident, the system will charge user-defined duplicate non-member rates for payment.
In addition to the schedules and lists above, the system produces demographic data on the golfing population, including: system set ups, golfer categories, usage and population statistics, and more.
The Maintenance Management System provides systematic scheduling and recording of labor, materials, and equipment against work orders. It reports by task, nature, material and equipment information entered against locations and areas, and provides detail-to-summary reports about how maintenance costs were expended. Track all work, materials, and equipment used to maintain anything: buildings, grounds, trees, roadways, equipment, and more! System setup is simplified by combining category and component definitions for locations, areas, tasks, nature of work, labor types, and materials. Work orders control all system entry and may be initiated and status-checked at any workstation - anytime! Work orders may be automatically generated from pre-defined schedules. A Maintenance Due Report may be printed anytime by responsibility, dates, and sorts, and includes personneland inventory requirements. Managers may schedule and prioritize work before printing and assigning to staff, including pre-defined groups of inventory, crews, equipment, or contract vendors. Maintenance Schedule Templates may be created for common work to be performed, then custom tailored to specific jobs.
Entries against work orders will ultimately result in detail-to-summary reporting about all maintenance-related costs. Reports may be generated anytime - no need to wait until month-end. All application programs provide on-screen look-ups for all fields and willautomatically error-correct, file-expand, and self-recover from system or operator abort. Optional interfaces are available to other AEK systems. The system interfaces with the AEK Accounts Payable Vendor Master File for contract work. The AEK Inventory Control System shows the Material Number and reports available resources. A General Ledger System account number interface permits cost allocation linking to maintenance component definitions for reporting by G/L expense account and optional automatic payroll processing. The AEK Employee Time Management System optionally also may be interfaced for to provide simplified automatic time entry by the employee, maximum scheduled work control and reduced clerical time processing. Future interfaces may include Building Permits, Inspection Services, and Police Ticketing.
The Maintenance Scheduling and Work Order System provides a means for scheduling, recording and reporting all maintenance performed by staff. The system can track vehicles, generators, radio equipment, recreational equipment, fire hydrants, sewer lines, areas, fields, and any other type of equipment or area requiring continuous maintenance. It can immediately report, in summary and detail, the activities involved in this maintenance. It can even set up the schedules for performing maintenance. Emergency and other unplannedmaintenance may be entered as work orders.This system will account for labor hours, parts used, and costs for maintenance. This information allows you to see the total cost of maintaining a piece of equipment or an area over its life. Standard descriptive information is entered for each piece of equipment or area. Besides these standard items, other items may be defined by the user. Reports which sort on this information allow production of lists of equipment or areas with specific characteristics, i.e.: 4 wheel drive or generators purchased after a given date, ball fields with lights, etc. Along with general information, the system records each maintenance task and how often it should be performed. This allows the system to produce a work schedule for any given period of timedetailing the tasks to be performed, the amount of man-hours required and the parts needed to complete the task. Work order forms are produced by the system. All of the information required to perform maintenance is printed on the work order. The work order form is usedto enter the work completed into the system. Special parts ordered, work done by outside agencies and the ability to reschedule work can all be recorded when entering the work order.
This system has the ability to interface to other systems. The parts required for maintenance are entered through the Inventory Control System. This gives you the ability to have immediate control over how much you have in stock and when you need to reorder parts. Fuel and oil usage are recorded in the Fuel Usage System. It can feed theMaintenance Cost Reporting System to produce summary reports.
This system performs all necessary record keeping for parking and moving violations, plus complaint citations such as municipal generated ordinance violations. Ticket processing includes: assignment of tickets to officers, entering issued tickets, enter addresses of violations not paid, court date/city attorney assignment, past due notices to violators, and final disposition entry. Ticket status and statistics are available as are inquiry andhardcopy of information about individual tickets. Payments are recorded for integrated update to the AEK General Ledger System. This system may also be interfaced with the Cash Register for entry of ticket payments.
The Security and Control System coordinates and regulates computer system activity. It initiates system access in an organized fashion, secures systems and programs from unauthorized use, initiates unattended system backup procedures and records all system activity for printing and display. Ancillary components of Security and Control perform other important system coordination and maintenance tasks for all AEK sub-systems. The Month End Procedures component monitors and organizes the automatic and accurate close of each accounting sub-system. The On-Line Training and Documentation section creates the temporary training data files, on-line user help and updated manuals. It allows development and maintenance of selector menus.
Security and Control is required to use any other AEK application system.
This module controls all other AEK Touch Tone system modules such as Touch Tone: Recreation Registration, Tee Time Reservations, Membership Renewal, Utility Billing Receipts and Employee Time Management.
The following functions and features are included in the base module:
A date and time stamp is written to a ghost status file each time it looks for a transaction or every five minutes. This monitor is used by a display screen to determine if the ghost and program are functioning. All calls are logged into an audit file with date and time initiated. This information is used for statistics. The user has full control of start up and shut down of The Touch Tone Control Module, using programs found on the Touch Tone main selector.
The AEK Touch Tone Registration System works with AEK Recreation Registration and the Touch Tone Control module to allow customers to register themselves into programs. The Touch Tone Control module provides the core AEK computer application which controls computer hardware that enables the computer to understand Touch Tone telephoneinstructions. Optional additional modules link the core Touch Tone application to Recreation Registration to register for classes, to Tee Time Reservations for Golf, to Employee Time Management System to deliver work schedules and changes to staff automatically, and to Memberships, Utility Billing and other AEK applications which collect payments.
After the telephone registration is completed, the normal Recreation Registration Cash Transaction processing updates all files and processes the charges through AEK Bankcard Validation. The Touch Tone module can also perform out call notification by telephoning acomputer list and playing a recorded message to whomever answers the phone. This allows the computer to notify all Recreation Registration registrants electronically of canceled or changed class schedules, leaving an answering machine message if they don't answer in person. In addition to the AEK application modules, the system requires a board for your computer and related board-level software.
The Utility Billing System records all pertinent usage information by meter, creates bills, maintains customer accounts and updates receivables and cash receipts to the General Ledger. A variety of useful location and meter information also is maintained. Up to three types of utilities can be billed. New customer accounts are set up for billing. This creates a "Welcome Letter" list of new residents. Security deposits may be recorded. Meter readings may be entered quickly in meter book order. Optional interfaces to automated reading devices and services are available. Bills are printed periodically,usually quarterly or monthly. Late notices with penalties are accommodated. Receipts are recorded for each utility fund billed. This system interfaces with the Accounts Receivable System when accounts are finaled out. Balances due are transferred to A/R for subsequent handling automatically. Deposits on account are credited to the final balance due. If a refund is due to the customer, an interface to the Accounts Payable System will generate a refund voucher automatically.
Vehicle Registration for municipalities is often a cumbersome and sometimes a difficult tax to collect. This system streamlines the procedure by permitting the use of state vehicle files or manually entered local information to pre-print next year's city stickerapplications. Use of the state tape has been shown to add as much as 20% to collections when used in conjunction with pre-printed applications. Information on the vehicle owner, address, make, model and other information is maintained. Multiple user-defined rates fordifferent types of vehicles and owners are possible. Cash receipts entry by batch, including on-line vehicle information maintenance, is provided. Cash journals interface to the optional AEK General Ledger System. Master lists by state license, city sticker, owner's name, address, and unpaid are available. Past due applications and even optional past-due violation tickets can be printed. Annual statistics plus display and hardcopy of individual records are possible. This system can be interfaced with AEK Utility Billing to help catch scofflaws by cross-checking names and addresses.