System Overview (Click Here to View/Print PDF)
eTEK
Fundamentals is designed to meet the specialized needs for fund
accounting, cash management, payroll, utility billing, fund raising,
donor management and other applications, typically found in small
government organizations, churches and not-for-profits (NFP’s).
While
eTEK Fundamentals is available for traditional in-house desktop and
client/server implementations, it is focused primarily on providing
full-feature fund accounting capabilities through its web-hosted version
so smaller organizations can realize a level of security typically not
found in smaller organizations.
Many small government and
not-for-profit organizations simply cannot afford to maintain the level
of IT infrastructure comparable to larger organizations regarding data
security, user remote access flexibility, and fail-safe, automatic full
system backup & recovery facilities.
eTEK’s cloud-based
Fundamentals is offered as a low-cost, web-hosted solution, sold as
software-as-a-service (SaaS) subscriptions. Hosted in an extensive
network of co-location server farms, the web-hosting environment used by
eTEK Fundamentals has
completed the SAS70 Type II Audit, the highest level of security
available for private co-location facilities. At least six different
interlinked co-location facilities comprise the
eTEK Fundamantals web-hosting backbone, thus providing an
unparalleled level of security.
eTEK
Fundamentals includes time-tested proven fund accounting functionality
as implemented in close to 300 municipal government organizations
(reference Enhanced Business Systems, Albany, New York).
eTEK Fundamentals provides a
modern Microsoft Office “ribbon"-based graphical user interface (GUI),
as found in all of eTEK's current products. From a
user's perspective, eTEK
Fundamentals "looks and feels" just like current Microsoft Office
desktop applications, such as Microsoft Word, Excel, and Outlook.
Application modules, available in various optional combinations to meet specific organizational needs, include the following: General Ledger, Accounts Payable, Accounts Receivable (includes optional Utility Billing and Counter Sales), Fixed Assets, Payroll, Cash Management (includes Cash Disbursements & Receipts; Bank Reconciliation), Purchase Orders, Budget Preparation, Allocations Management, Electronic Funds Transfer, Fund Raising & Donor Management, System Utilities (includes ability to configure unique user-level security settings), and On-Line Help (with built-in web video tutorials). Click Here to view web video demo (less than 20 min.) Click here to contact National Sales Manager for eTEK Fundamentals to arrange for your own private GoToMeeting demo.
Application Modules:
General Ledger
G/L is the heart of the system and accumulates information from all the
various subsidiary accounting modules, structured the way your
organization desires with your account numbers, funds, object of
expenditures, and detail so that you always have a truly meaningful
financial picture.
·
Budget tracking features
allow for automatic budget reporting and maintenance.
·
Transactions may be posted
individually on a real-time basis, or by batches.
·
Entries can be added any
time prior to posting, even after posting!
·
Entries to a closed period
are allowed.
·
System provides for
unlimited funds, journals, budgets, account segments and fiscal periods
with clear audit trails established automatically.
·
Account structure for fund
accounting has met the standards required by the Uniform System of
Accounts for New York State, and other such organizations in the U.S.
·
Safe post feature will not
accept out of balance entries, avoiding costly mistakes!
·
System is designed to be
“date sensitive” which means that transactions can be posted to past,
present and future accounting periods.
·
There is no complex or
difficult procedure for closing the general ledger at the end of a
fiscal period or at the end of a fiscal year.
·
Accounting periods may be
left opened, if desired, and still allow proper financial reporting!
Running a trail balance for a given fiscal period will provide the
closing option. If elected, the system will do all the necessary
processing to automatically close the respective period.
·
You are not limited by
forced procedures and “old system” rules. You are in control!
·
An extensive set of
financial reports are built-in.
Accounts Payable
Fully integrated with G/L and all applicable vendor/supplier contact
records maintained in the system’s included CRM (aka “People, Places &
Things”), A/P includes a broad range of capabilities summarized as
follows:
·
Supports multiple cash
accounts and multiple expense distribution of invoices, as well as
multiple checking accounts.
·
New suppliers can be added
during invoice and transactions entry with the “drill down” feature
eliminating the need to back out and restart.
·
Invoices can be
automatically or manually selected for payment.
·
Abstract of Vouchers
reports that includes description of materials purchased.
·
Track year to date
histories, supplier information, IRS 1099′s, recurring payables and
comprehensive reporting.
·
Includes the ability to
print “vouchers” for sign off by respective suppliers or department
heads.
·
Handwritten checks can be
added at any time for any accounting period.
·
Check voiding and invoice
voiding capability that produces a full audit trail for future
reference.
·
List button feature
available during invoice entry and handwritten check entry that
maintains individual entries for review prior to payment.
· Supplier invoice template feature that allows entering a series of expense accounts and can be automatically distributed based on invoice total and percentage assignments. Optional "Automatic Voucher Numbering" of each supplier invoice.
Accounts Receivable
Fully integrated with G/L and all applicable customer records maintained
in the system’s included CRM (aka “People, Places & Things”), A/R
includes a broad range of capabilities summarized as follows:
·
Maintains complete customer
information including YTD totals, payment history, current balance and
last payment.
·
Supports multiple cash
accounts and deposit options automatically or manually applied.
·
New customers can be added
during invoice and transaction entry to eliminate unneeded steps.
·
Payments are automatically
(or manually) assigned to outstanding invoices, with the system making
the appropriate journal entries.
·
As with all other modules,
accounts receivable uses the “drill-down” approach to access associated
information such as customer payment history, for example.
·
Automatic postings to
specific sales accounts and accounts receivable accounts based on the
invoice date.
·
Upon payment, the
respective bank account (cash account) with an off- setting entry to
accounts receivable based on the deposit date.
·
System includes Water/Sewer
Billing or Counter Sales, fully integrated with G/L.
System includes a fixed assets and depreciation program that is easy to
use and truly affordable! Features include:
·
Straight line depreciation
in accordance with Capital Asset requirements that automatically
depreciates individual assets. (Other depreciation methods are
available).
·
User defined locations and
groups.
· Wide-range of built-in reports: Current Value / Depreciation Report, Retired / Disposed Report, Status or Valuation by Item, Status or Valuation by Group, Status or Valuation by Location, Status or Valuation by Supplier. Reports "Depreciated value" of respective assets that can be used to reduce premiums paid to insuirance companies.
Payroll
System includes a comprehensive, easy to use, Payroll System, offering
Direct Deposit and many other features summarized as follows:
·
Maintains complete employee
information including pay rate, filing status, totals for earnings,
deductions and taxes.
·
Includes retirement
reporting and all Federal and State Quarterly reports.
·
Allows for overtime,
holiday pay, employee advances, and base pay.
·
Generates payroll checks
with summarized stubs on laser printers using multi-purpose check stock.
·
Track employee
compensation, sick time, vacation and user defined payroll information.
·
Multiple employee pay rates
and multiple fund designation in one employee record.
·
Supports deductions for
pension plans, deferred compensation, credit union, loan repayment and
many others.
·
Pay periods can be weekly,
bi-weekly, semi-monthly, monthly, quarterly, semi-annual or annual.
·
Includes direct deposit
capability.
·
Features the ability to undo a current payroll and start over without effecting any employee
records!
·
Fully integrated with
general ledger.
Human Resources
The Human Resource module includes the following capabilities and
features:
·
Benefits administration
·
Leave and attendance
·
Workers compensation
·
Licensing and certifications
·
Compensation, bonus, stock options
·
Training, company property
·
FMLA, EEO, OSHA, and more
·
Application and hiring process
·
Salary and performance management
·
New hire and termination letters and notices
·
COBRA administration
·
Ability to add user-custom forms and reports
Cash Management
The Cash Management module includes the following capabilities and
features:
·
Complete cash disbursements
& receipts provides a detailed look at supplier payments, payroll
general ledger number postings and a comprehensive cash receipts
overview.
·
Fully integrated to the
General Ledger, the Receipts aspect of this module is based on journal
entries and will automatically track revenue postings for any given date
range for all funds, or for a specific fund.
·
Adding to the array of
financial reports found in the system, Disbursements reporting offers
additional analysis of specific payments based on accounts payable
postings or payroll payments.
·
Reports found in this
module can be sorted by date range, for all funds or for a specific
fund. Further sorting is allowed for payee or by general ledger number.
·
A complete bank
reconciliation program is included in this module with no limits on the
number of different bank accounts that can be maintained in the system.
Practical reports such as an un-cleared checks report are built-in.
Purchase Orders
The system includes a complete purchase order system with capabilities
summarized as follows:
·
You to efficiently generate
and manage all purchasing records with powerful single-form ordering,
receiving and invoicing functions.
·
Different levels of
authority can be established and used for entering, editing, and
eventually approving purchase orders … only approved purchase orders can
be processed.
·
Receipt confirmation
control…analyze variances, open orders, complete orders, cancellations,
partial receipts and non-approved orders using “drill-down” inquiry
capability.
·
Allows relevant fund based
reporting options such as encumbrance reports.
·
Includes the capability to
automatically create an accounts payable invoice once the purchase order
is committed.
Budgeting
The system includes practical reports and tools to assist in
organizational budget preparation, fully integrated to the general
ledger module. Capabilities include the following attributes:
·
Export the respective
municipalities’ G/L numbers to a pre-designed Microsoft Excel
spreadsheet.
·
Use of a standard format
for the budget preparation process that includes columns for Prior Year
Budget, Current Year Budget, Tentative Budget and Adopted Budget.
·
Each fund totals by
Appropriation, Revenue and Amount to be raised or (lowered).
·
System provides sample
budget spreadsheet, and various other budget summaries and reports
applicable to your use of the system.
System Utilities
System provides a broad range of capabilities for setting security/user access permissions as desired, so that only the users you want have access to specific data entry forms, queries and/or reports as approved for their use in your organization. System includes flexible archiving capabilities as well as frequently used utilities for printing lists and mailing labels. Centralized tax rate specs and financial utilities are provided to minimize errors and ease updating procedures.
Other Applications ...
Fund Raising
The Fund Raising and Donor
Management module provide a range of basic capabilities summarized as
follows:
· Organizes and tracks fund raising campaigns, events and tasks as well as complete record keeping on contributors, donations, pledges and related issues.
· Generates reports with drill-down links on a wide range of subjects including pending tasks, unpaid pledges, contact info for volunteers, & on-going campaigns.
· Can synchronize contacts
with appointments in Microsoft Outlook
· Ability to create custom
reports; provides ability to export to Excel and Word
· Maintains complete
contributor and donation lists and donor history
· Integrates with the
Fundamentals accounting modules so that gifts received are posted as sales receipts;
pledges can be posted as invoices, campaigns are linked to funds and
object of expenditure GL