The vendor is required to provide for the implementation of a financial management and accounting software application that will record the authority financial activity and examine its financial position.
- System requirements
• Standard and available in the current release.
• Software fully supports this requirement.
• No customization or modification is required.
• Meets requirement with minor configuration or modification.
• Vendor configuration is required; vendor maintains the application on upgrade paths.
• Testing and production of modifications will be completed by the implementation date.
• Show any costs for the modification.
• Available with 3rd party software application. indicate name of the application.
• Does not meet requirement and requires substantial system modification. indicate timing.
• Future release.
• The required feature will be available in future release.
• Indicate anticipated release month and year.
- General system and data requirements
• Complete online help functions, including help with common errors/corrections.
• Multiple users working in the same module simultaneously.
• Multiple users generating reports against the same data at the same time.
• “Drilling down” from reports, queries, or screens from summary to transactional detail.
• Adding scanned electronic documents to various records across entire system (i.e., vendor master records, journal entry transactions, accounts payable transactions, etc.).
• Full integration between modules, including single entry of information (i.e., using information across
multiple modules rather than requiring duplicate entry, such as vendor purchase information
automatically flowing to fixed asset record).
• Support services to authority personnel for unlimited number of funds, policies, payments, journal
entries, etc. Monday-Friday, 8:00am-6:00 CST
• User-defined account number structure.
• No proprietary databases.
• Real time, no batch processing in every module.
• Easy import and export of data (banking, journal entries, budget transactions, other types of data) in formats compatible with microsoft excel.
• Multiple year history to be maintained separately, by year (changes to current year g/l account
structure do not impact historical amounts).
• Audit trail and tracking – ability to view history of which users have accessed, created, modified data
entry items.
- The proposed software should support:
• Consistency with governmental accounting standards board (gasb) standards.
• Full fund accounting with self-balancing funds.
• Maintaining multiple years of budget/accounting history, by year (i.e., changes to current year gl account structures will not impact prior year accounts/amounts).
• Ability to lock the previous year after year-end closure to avoid inadvertent changes.
• Ability to soft-close the previous month after month-end closure to warn against inadvertent changes. at least 13 periods per year with open periods.
• Affords various views of the general ledger (fund, department, project, account, etc.)
• Ability to move from a g/l account to specific transactions affecting the account (drill-down capabilities).
• Ability to conduct searches, post transactions, and generate reports at all levels of the account structure by fiscal year, month, calendar years, or any user defined date.
• Supports unlimited number of funds.
• The ability to denote the type of journal (payroll, reclass, bank, etc.).
• If no field is available to indicate type, the memo field should carry to the gl detail so entries can later be sorted by type.
• Posting manual and recurring journal entries.
• Automatic journal entry reversals.
• Automatic year-end closing without loss of detail.
• Ability to post in future periods, including future fiscal years.
- Accounts payable
• Fully electronic process including workflows and approvals.
• Ability to customize approval workflow based on department and/or dollar thresholds.
• Vendor maintenance, including tracking an unlimited number of vendors and modifying vendor contact info.
• Verification of budget status prior to accepting a transaction.
• Quick selection of vendors from a pull-down box, search field, etc.
• Tracking aging items and other exceptions.
• Supporting one-time vendor override payments.
• Recurring payables processing.
• Ability to assign default gl coding to a vendor record, and the ability to override the default if needed.
• Payment approval list generated for board approval.
• Ability to post ap invoices in past (open) or future periods.
• Accessing vendor or purchase history by name, number, invoice date, check date, account code, and other criteria.
• Blocking duplicate invoice processing.
• Allowing users to cancel invoices.
• Allowing users to cancel/void checks from a prior period in the current period.
• Tracking whether vendors require 1099s.
• 1099 reporting capabilities at the invoice line-item level, not simply the vendor or the invoice.
• 1099 printing capabilities for vendors that require them.
• Check reconciliation system.
• Electronic payment to vendors (ach, wire, debit).
• Positive pay file output.
• Bank reconciliation for multiple accounts.
• Purchase card transaction processing with ability to include invoice information for vendor purchases.
- Accounts receivable and cash receipting
• Invoice generation, and ability to e-mail invoices to ar customers.
• Acceptance of electronic payments.
• Providing the ability to define payment mode.
• Automatic “account due” reminders generated and sent to customers with past due balances.
• Cash receipting for items that were not processed through ar module.
• Integration with accounts payable system to facilitate billing AR customers for items or services purchased through accounts payable.
- Questions/Inquires Deadline: May 30, 2025