[Lubbock, Texas - January 22, 2021] The purpose of your average accounting software package is to track cash management, and ultimately profit and loss of the organization. Local governments do not specifically have a purpose of generating profit, but need to track the amount of cash assigned to different purposes, and how that cash is/was used.

Small local governments sometimes “cobble” together accounting systems using low-cost software packages that aren’t suitable for fund accounting – on the advice of local business people that aren’t well versed in public accounting rules. The end result, which at first seems easy on the pocketbook, is heavy on the manpower hour costs to keep fund income and expenditures separated.

These packages often don’t offer departmental access for budgeting and generate reams of paper reports for review by department heads, management, council and commissioners.

FundView’s General Ledger is true fund-based accounting that emphasizes accountability rather than profitability. Funds are self-balancing sets of accounts and can be unrestricted, temporarily restricted or permanently restricted based on imposed requirements. Using a consolidated cash fund eliminates the need for multiple bank accounts for each fund, and eases bookkeeping and reconciliation processes on a monthly, quarterly and annual basis.

FundView’s Budget Management allows restricted access to departmental personnel for the creation and management of working budgets, proposed budgets, and finally adopted budgets. Budget Adjustments allow staff to make changes during the fiscal year, and generate reports as needed.

FundView’s Bank Reconciliation spotlights the Matching Feature which searches bank transactions and matches them up with posted General Ledger transactions for fast and easy reconciliation every month.

FundView Cloud ERP provides local governments with affordable, easy to use software with access from anywhere – even during a quarantine or lockdown.

Make the move to a true fund accounting software and call us today at (806) 794-3278 for a demo!

[Lubbock, TX - January 15, 2021] For employees, payday is the reward for one or more weeks of hard work. For payroll and accounting professionals, there are a few more steps before the work is actually completed!

On each employee’s paycheck – there are amounts withheld typically for:

  • Federal/State mandated withholding
  • Social Security/Medicare
  • Insurance & voluntary deductions
  • Child Support & garnishments

Payment of these withheld amounts – plus any employer-provided or matched items – falls on an Accounts Payable process.

FundView Payroll automates the payments of withheld amounts by creating Accounts Payable invoices with pre-determined payment dates according to each type of deduction. Here’s how that saves time for our users:

  1. Payments are created by the payroll system and automatically sent to Accounts Payable each payday. Payments are pre-distributed to the appropriate expense and liability accounts according to each employee’s designated charging department (or split departments).
  2. Employer-paid benefits are also charged appropriately and applied to employee tax records at year-end in compliance with Affordable Care Act and other reporting requirements on the W-2s.
  3. Payments that are automatically withdrawn from the organization’s bank now have automatically generated entries to dovetail the bank reconciliation processes.
  4. Refunded deductions create Accounts Payable credit memos to offset previous invoices. Appropriate General Ledger entries are also generated to adjust the expense and liability accounts.

Ready to let your software do the work for you? Call us at (806) 94-3278 or email us for a demo of our Financial Suite modules, including General Ledger, Accounts Payable, Secure Signatures, and Payroll!

July 27, 2020 (Lubbock, Texas)

Texas hurricane season started with the landfall of hurricane Hanna over the weekend. Historically, hurricane season will continue for a few more months, along with accompanying tornadoes and flooding. Scorching summer heat may also bring a heightened fire season, which can whip through unexpectedly at any time.

Having a disaster plan in place is critical for local government entities – most likely multiple plans should be created to address different types of emergency events. Here are some pointers with regards to servicing your citizen-customers in the aftermath of a disaster:

1) Identify and Evaluate Critical Service Needs - Form an inter-departmental committee to arrange plans and identify critical services needed by citizen-customers
2) Write Out the Plans of Action - From the critical services list identify the following:

    • Key employees – Who needs to be available to provide the services
    • Necessary Equipment – What equipment is needed to support the services, and how will it be replaced if lost or destroyed
    • Location – if there is a total loss of building, where will services be based/housed

3) Communication – In the aftermath of a disaster, how will key (and secondary) employees communicate in the absence of electronic communication means; and how will the organization communicate to the citizen-customers

Critical Services - What is important? Keeping utilities and protective services (police and fire) available are usually the highest priority a municipal entity has.

Providing Critical Services – Do you have an alternate business location in mind if municipal facilities are inaccessible due to fire, flood or tornado? Possibilities include local hotel or meeting facilities, a mobile RV or other temporary portable facility.

Equipment - Do you have a plan for replacing necessary equipment to conduct business, including computers, printers, furniture, supplies, vehicles and other specialized equipment? You might think about entering into a partnership agreement with other local communities to co-locate and borrow specified equipment until replacements are available.

Communication is very important – if cell towers are down, is there a plan to bring in portable towers with generators to restore cellular service? In the absence of cellular service, do you have handheld radios that can facilitate staff communication? Be sure that those items are fully charged and have multiple sets available at various locations throughout your community. When municipal offices are unavailable, you’ll need to get these communication devices to critical staff members.

Protective Services – Police and Fire services have emergency management plans on file. Ask these staff members to share their plans with the committee for ideas and inspiration.

Information Technology – In the absence of electricity and internet access, you should have a plan for conducting business with paper receipt books and other means of tracking payments, for at least a day or two. With regards to records, saving copies of paper files to cloud storage is highly recommended to all businesses, including municipalities. Visit with your IT consulting company for advice on cloud storage. Make sure that your software providers have cloud-based solutions, and make the switch away from outdated local server-based solutions.

“A great disaster plan ensures that your organization is able to continue its primary function - to take care of your citizens,” says Brian Cook, the CEO of Fund Accounting Solution Technologies, Inc. (FAST). “Our organization’s entire business operation can be run from anywhere in the world with electricity and a reliable internet connection. Our goal is to help our own local government customers take care of day-to-day business in the same manner that we do, faster and easier.”

FundView’s Cloud ERP solution resides in a secure state-of-the-art data center with access from any internet connection. Upgrading to FundView eliminates the need for on-premise servers; updates and backups happen automatically, lowering initial investment and recurring annual software cost. FundView’s native document attachment feature stores your organization’s supporting records securely in the cloud.

Download a checklist for Hurricane Planning for Local Governments ====>>>>here.

For more information about using FundView, call (806) 794-3278 or [email protected]