The Vendor is required to provide for a cloud-based accounting software system, to accommodate fund accounting, including implementation, training and technical support.
- The new system will streamline fund accounting processes, improve system integration, enhance financial reporting, and automate manual workflows.
- The new ERP system will:
• Replace the existing Microsoft Great Plains Dynamics system.
• Integrate with external systems such as CINC, ADP, Absence Plus, EZ Claims, and Trizetto.
• Eliminate reliance on Excel Add-ins for payroll allocation and 837P file generation.
• Automate manual processes to improve efficiency and accuracy.
• Provide a scalable, secure, and user-friendly platform for financial management.
- Accounts Payable
• Automate invoice approval workflow
• Enable direct invoice upload from agencies without manual batch processing.
• Vendor Management:
1. Maintain vendor records.
2. Track credit card transactions and approvals.
3. Generate invoices and attach supporting documentation.
• Integration with the general ledger for seamless financial tracking.
-  Accounts Receivable and Billing
• Automate Billing Sheet Generation:
1.  Extract service logs from CINC.
2. Generate 837P files without Excel add-ins.
3. Load 837P files directly into EZ Claims.
• Claim Processing Integration:
1. Synchronize claim status updates from external systems with the Cloud ERP system.
• Customer Management:
1.  Maintain customer records and track billing history.
2. Generate customer statements and invoices.
3.  Provide tools for managing customer disputes and adjustments.
• Collections Management:
1.  Automate collection processes for overdue accounts.
2. Provide reporting on aging receivables and collection efforts.
3. Integrate with the general ledger for accurate financial tracking.
- Payroll Processing
• Automate payroll allocation, removing the need for Excel add-ins.
• Directly process ADP payroll file imports.
• Generate payroll distribution reports within the ERP system.
• Integrate with CINC to automate provider payroll processing.
-  Financial Reporting
• Provide real-time financial dashboards for AP/AR, Payroll, Trial Balance and Revenue Tracking.
• Automate agency report generation, eliminating manual retrieval from CINC.
• Compare actuals vs. budgets/forecasts for financial analysis during Variance reporting.
• Enable detailed audit trails for compliance and tracking.
- General Ledger
• Maintain a centralized general ledger for all financial transactions.
• Support multi-fund accounting to meet State and Federal reporting requirements.
• Automate journal entries and reconciliation processes.
• Chart of Accounts:
1. Provide a flexible and customizable chart of accounts.
2. Support hierarchical account structures for detailed financial tracking.
• Financial Consolidation:
1. Consolidate financial data from multiple entities or funds.
2. Provide tools for intercompany eliminations and adjustments.
• Period-End Close:
1. Automate period-end close processes, including accruals and adjustments.
2. Provide reporting on period-end financial results.
- Grant Tracking
• Ability to track expenses, revenues, and compliance for each individual grant. 
• Only specific transactions based on grant coding should be allowed. 
• Grants must link to accounts payable and receivable modules for better financial tracking. 
• Ability to track the rolling balance for each grant.
-  Budgeting and Forecasting
• Provide tools for budget creation, tracking, and variance analysis.
• Support scenario planning and forecasting capabilities.
• Integrate budgeting with the general ledger for real-time updates.
• Automate workflows for budget approvals.
- Fixed Assets Management
• Track and manage fixed assets, including depreciation schedules.
• Integrate asset management with the general ledger.
• Provide reporting on asset values, maintenance schedules, and disposals.
- Procurement and Inventory Management
• Automate procurement processes, including purchase orders and approvals.
• Track inventory levels and automate reorder points.
• Integrate procurement and inventory data with the general ledger.
- Cash Management
• Bank Reconciliation:
1. Automate bank reconciliation processes.
2. Provide tools for matching transactions and identifying discrepancies.
• Cash Flow Forecasting:
1. Provide tools for cash flow forecasting and analysis.
2. Integrate with Accounts Payable and Accounts Receivable for accurate cash flow projections.
• Payment Processing:
1. Support electronic payments, including ACH, wire transfers, and credit card payments.
2.  Provide tools for managing payment batches and approvals.
• Cash Position Reporting:
1. Provide real-time reporting on cash positions and balances.
2. Support multi-currency transactions and reporting.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: July 9, 2025