ASI Multi Company Time & Billing Enterprise System

ASI Financials Time & Billing Enterprise System 5/3/2010
Argentto Systems Tel: (212)
595-8644
48 West 73rd Street Suite 4E email:
sales@argenttosystems.com
New York, NY 10023

This document represents ASI’s fully featured Financial Accounting, Client Billing, and Time & Billing
System Client Billing System, specifically engineered for your company’s business model.
ASI’s Client Billing Enterprise System is a fully featured system with unlimited expandability that
enables your accounting department to completely manage all financial, project, product, and
Employee transactions and history in detail.

ASI’S TIME & BILLING ENTERPRISE SYSTEM
Secured Logging into system
Security Roles & Functions are pre-defined by authorized users and adhered to at user login.

Employee/Staff Login & Employee Dashboard

Contains personal information, count & quick link to projects/jobs, as well as compensation statistics.
Employee can easily review their information and assure its accuracy; Employees receive email
notifications when the job supervisor approves timecards as well as other job notifications.

This Employee Dashboard displays an individual Employee’s project/job and income information.
Additional Dashboard features are easily implemented.

Time Cards Submission / View
Timecards are entered on a daily or weekly basis and submitted to approving supervisor.

Time Card Entry
Option 1: Time-In & Time-Out are entered; ideal for support staff.

Timecards contain complete Employee Project/Job dataset.

Time Card Entry
Option 2: Total daily hours are entered, ideal for senior Employees.

This option has less data input and a direct filtered dropdown for Activities.
Employees/Staff will enter time cards in less time and “clicks of the mouse”,
Time-In & Time-Out will not be captured on this screen.

Employee Expenses
Employees can submit ad-hoc general expenses that are not categorized by process or task, which will
then appear for approval.

Options to require scanned receipts
based on dollar amount or
employee pay grade or expense
category can be designed into the
system per client’s business model.
Custom business intelligence
options are all seamlessly
integrated into ASI’s system

These expenses can be marked reimbursable or not as well as billable or not. Additionally, the system
can upload scans of related receipts for viewing and storing, ideal for audit review.

Employee Labor History Review

The Employee Historical Report shows all time cards approved by Employee’s supervisor for billing. If
a Project requires approval time cards are queued for approval process before next step.
Filter the list by any one or combination of the following: date range, client name, job or fund as well
as a process and activity.

Employee Expense History Review

The Employee miscellaneous
expense report enables
Employee tracking of expenses;
viewing approval status per
client, job/project, and within a
desired date range.
Additional filters for Client,
Expense Category Group, etc.
are seamlessly incorporated.

Manager Login

Dashboard: Additional statistics and metrics for managers can be incorporated seamlessly into the
Dashboard. ASI’s database structure protocol is designed so all data is ready for sophisticated metric
extraction.

Job Management Console

Projects/Jobs are color coded to isolate issues and highlight priority Projects.

© Copyright Argentto Systems, Inc. 2003–2010 All Rights Reserved Page 6 of 48


Timecard & Expense Approval

CLIENT Manager can select Time Cards by Employee and Job/Project for approval



Un-submitted Timecards Report

Timecard inactivity and flagging jobs/projects for closing or follow-up are reviewed and managed here.



Pending Timecards Report

Ma
nagers can view and follow up on time cards that have not been approved or processed.
If CLIENT’s business model does not require an “approval” process, that feature is instantly bypassed.


Historical Timecard Data Review

ASI’s Time System can export data to Excel, CSV, and other formats. Filter and Group data selection in
user-determined selection.

Time Cards Info

User can select reporting by Division and Status of Time Card

MANAGEMENT & ACCOUNTING FUNCTIONS


THE 32 BIT ACCOUNTING MODULES

ASI System Manager & Module Wizard

ASI System Manager enables easy tree-style selection of Modules.
ASI’s Module Wizard gives Managers enhanced System functionality and usability.


ASI Job/Project Manager

Job/Project Manager
Project Profile Setup Screen

Managers can set user-level data security with complete flexibility for any
conceivable metric analysis. Screens can be customized for layout and data
input options.

Job/Project Manager
Project Accounting Management Setup Screen

General Ledger Charting can be assigned by Project


Job/Project Manager
Project/Job Standings Dashboard

Provides a quick overview of the Project Standings.

Job/Project Manager
Project Expenses Dashboard

Expenses can easily be viewed for Billables and/or Invoiced.


Job/Project Manager
Labor Breakdown Dashboard

Employee Rates and Hours are easily viewed.

Job/Project Manager
Notes Dashboard

Unlimited user notes input by User and Date


Job/Project Manager
Project Activities/Budgets Dashboard

Project-specific Budgets and Activities can be created and monitored by Managers. ASI’s clients have
hundreds of thousands of budgets maintained and assured with a minimum of effort and resources.

ASI Client Manager

Client Profile

All Client information centralized in one screen providing a complete overview of client activity.


Client Invoice History Quick View

Company has grown from the two companies to eleven, and this type of multi-company filter is
represented throughout the entire system for easy intercompany viewing.


ASI Financials Time & Billing Enterprise System
5/3/2010
ASI Complete Project Tracking

Project/Job P&L
Multiple Selection Criteria

Managers can select a variety of reporting options. Project Job P&L itemized by project or range
of projects per client summary or details of project costs and billing are also filtered and grouped
for sophisticated in-depth reporting. Reporting by Summary or Details of Project Costs and Billing.
Report shows Divisional Group Profits with respect to Activity Budgets.


5/3/2010

ASI Project Costing
User reporting unlimited by criteria

The Project Costing screen above represents ASI’s standard reporting philosophy:
“By creating the ideal and specific data relations, every report can have an infinite amount of
filters, sorting, grouping and range. This empowers users to effectively create their own report
criteria on their own.”


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ASI Accounts Receivable

Client Maintenance

Functionality includes:

• Set up and edit customer information including contact information, shipping addresses, date
customer acquired, salesperson, applicable discounts, credit limit including available credit,
commission calculations, credit card information and payment terms.
• View invoices and invoice detail tab to immediately view customer purchase history.
• Use the extensions tab to view second addresses, additional contacts and notes.
• Toggle between multiple shipping addresses with the shipping tab.
• Manage applicable sales taxes per customer with the taxing tab.
• Apply separate taxing criteria based on different taxing jurisdictions.
• Review open customer invoices in an aging format with the aging tab.
• Go to the payments tab to view payments received to date by customer.
• Find all orders placed by customers with the orders tab. Drill down to the order detail
information with the click of the details button.
• Easily edit changes in customer information such as contact names, new shipping information
and more.


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ASI Invoicing

Invoice Processing
• Create A/R invoices quickly with dynamic customer searching features to auto-fill customer
information.
• Create invoices automatically by linking with work orders from the Materials Management
module.
• Add notes to an invoice for additional clarity, tracking and research.
• Post invoices immediately or batch post at a later time.
• Set invoices to print automatically or to print only when you are ready.
• Select only the invoices or groups of invoices to print by specifying date ranges, find and print
specific invoices or groups of invoices with easy to use search filters.
• Automate invoicing of recurring account receivables.
• Associate prepayments to automatically credit against future customer invoices.
• Apply refunds to invoices.
• Go directly to specific invoices to apply payments received.
• Post payments individually or via batch processing.
• Use the Finance Charge Calculator to apply finance charges to overdue invoices.
• Use the bank accounts tab to track deposits made, as well as, fees assessed by the bank.
• Rely on the Sales Tax Liability report to summarize tax liabilities in different jurisdictions.
• Automatically create bank deposit slips by batch, for a particular date range, by bank account or
by customer.
• Use the Edit Cash Receipts function to restore previously paid invoices to their original balance
before the check was applied.
• Use the A/R Close Period tab to efficiently close A/R for selected fiscal periods.

A/R Reporting
• Select from 25 built-in accounts receivable reports including A/R History, Aged Receivables,
Accrual vs. Cash, Customer Listing, Sales Journal, Receipts Disbursement Journal and more.

A/R Invoices

ASI’s system has multi-company functionality. User can view divisions with pending time cards.
User has the option to view only pending time cards to assure full billing;


5/3/2010

A/R Invoices

To assure that all time cards are billed, clients with pending time cards are displayed. An option
to search “All Clients” is available for miscellaneous direct billing.

A/R Invoices


5/3/2010
Users can add Regular hours, Vacation hours, and Expenses to Invoicing. This can be customized
per client requirements.

General Ledger Capabilities

• Chart of Accounts segmentation allows for precise association of information to logical groupings
of functions and activities. Segments can be added or edited as required.
• In ASI’s Multi-Company system, each company can operate independently within on data
sources and allow inter-company distributions.
• You can use built in account definitions with pre-defined account numbers or create custom
accounts by adding to or editing the built-in accounts. Easily add sub accounts for additional
segmentation.
• Create company defined natural accounts or import natural account names and numbers from
the “Import Natural Accounts” template. Choose from up to 20 industry specific business types
including construction, legal, manufacturing, not-for-profit, medical and more.
• Define multiple business units and divisions with the “Company Structure/Departmentalization”
wizard. Add, edit or delete business units as your company grows and changes.
• Pull the G/L together automatically with the “Assemble Chart of Accounts” wizard. The wizard
organizes account set ups in a temporary bin until, after making final additions, edits or
deletions before committing the accounts to becoming a permanent part of the G/L.
• Establish multiple accounting periods to simultaneously track different time periods such as
fiscal years versus calendar years.
• Use the “Auto Generate” feature of “Period Generator” wizard to define individual periods as an
entire year, semi-annual, quarterly, monthly, weekly or daily.
• Use the “Post Defaults” wizard to allow posting to any defined period, to generate warnings on
postings outside the defined period or to prohibit posting outside of a defined period.
• Create setup defaults with the “Setup Defaults” wizard. Set up current earnings and retained
earnings using drop down lists for easy reference, establish validation rules to run prior to
allowing a transaction to post, establish transaction types such as standard, budget, revised
budget, aggressive budget, statistical and revised statistics and create journal codes from the
built in default list or create new codes with the add/edit/delete function.
• Maintain general ledger accounts with the “Edit General Ledger Account” feature to specify
account settings and edit those settings. View general ledger accounts including a detailed
description of the action that has taken place.
• Ctrl + Q anywhere in the system allows you to quickly add accounts to the general ledger.

Journal Entries

• Use the Subsystem Interface function to create a journal for transactions created in a subsystem
modules (AR, AP, MM, Payroll) up to a date range you specify.
• Perform journal processing to create journals either automatically or manually. Edit or delete
journals as well.
• Create Budgets in the same fashion as standard journal entries.
• Use the “Edit List/Validate Journals” feature to verify journals before final posting to the general
ledger.
• Produce a report to show the impact to the General Ledger before actually posting journals.

Period Processing

• Close a period with the “Close A Fiscal Period” feature.
• Restore historical information to active tables with the “re open a closed period” feature.
• Purge activity from a previous year with the “Close a Year” function.
• Go to the general ledger utilities to run any of the three calibration utilities to ensure that the
general ledger is validated and correct.

Reporting


5/3/2010
• Run standard general ledger reports including Accounts Listings, Custom Reports Definitions,
Custom Reports, Define Balance Sheet/Income Statement, GL Journals Distributions, and
General Ledger Details Report.
• 16 additional G/L enhancements to provide in depth control over allocations,
segmentations and reporting.
• Full detail or basic financial statement allows for a variety of reporting capabilities, including
seven separate financial statements.
• Full detail 2 column + optional variance column income statement with budget to actual
capabilities.
• 14 column income statement by department (segment).
• Each report has subtotals & group totals.
• Allocations: If your company has multiple departments that are each tracked as a profit center,
some expenses (or revenues) are shared among departments. UA now has an allocations
function to distribute revenues and expenses among groups of accounts.
• Import journal entries from nearly any data source. Useful for integration with other software
packages, conversion from other software packages, and for creation of journal entries from
reporting packages such as Microsoft Excel, Access, Dbase, CSV formats.
• Electronic Billing and Data Transfer i.e. Baan, JD Edwards, Lawson, Made2Manage, Mapics,
Marcam, Oracle, NetSuite, Agresso, Siebel, SSA Baan, Epicor, Coqnos, Peoplesoft, SAP, Ross
Sage Mas500 SSA, ABA Ledes, or any system that accepts electronic invoicing.
• XML or SOAP XML data transfer procedures.
• GAP & IFRS Compliant
• Full Transactional Auditing for Sarbanes-Oxley & SAS 70

Importing Journals

Import journals, budgets, balances, period entries, etc. in any raw format. Ex. ADP Payroll Journal


5/3/2010

ASI AUTO EMAIL NOTIFICATIONS AND CRITICAL FINANCIAL ALERTS

• ASI’s Financial and Time & Billing Systems bring financial accounting to the proactive level with
Automated Email Notifications and Critical Financial Alerts.
• ASI’s Systems run custom user-defined procedures to isolate data of interest and emails the
results to the pre-defined manager or accountable party.
• ASI’s Automated Email Notifications eliminate the downside of detailed reports:
• Managers can pre-define Email data criteria. Automated Email proactively alerts users on a
real-time basis eliminating time-lapse between report run and review.

Employee Time Card Submission Automated Email Alert

The manager responsible for time card approvals will get a notification of submissions.
Client’s managers can have several options added to this feature, such as a consolidated
notification of all Employees entries in one email at a designated time, notification of individual
Employee time entries, etc.


5/3/2010

Employee Time Card Approval Notification Automated Email Alert

When the manager approves the weekly time entries, the Employee will receive a notification of
this approval. In the event that the manager edits or denies the approval those changes will be in
the notification to alert the Employee.


5/3/2010

Time Cards Never Slip Through System

ASI’s Time & Billing System is designed with features to assure that Timecards never go unbilled.
This email notification notifies the appropriate department (Accounts Receivable, Human
Resources, Accounting, etc.) of time cards that are older than 30 days and have not been invoiced
to the client.

Discuss Scenarios how & why this happens.


5/3/2010

Low Profit Margin Notification

ASI’s Time & Billing can proactively send any metric or isolate any financial area of interest.
Timing of financial data is critical. If these areas of interest are addressed too late project
effectiveness can be compromised. Automated Emails for Notification will keep your projects on
budget and on time, and managers can focus on the business at hand.

*** ASI’s philosophy of real-time notification can change your business from reactive to proactive.
See how your business can be improved, whether in accounting, consulting, or client services.
Envision being notified as it happens.


5/3/2010

Top 20 Clients Invoiced

Above is a sample of what the President of a Fortune 500 company received on a monthly basis.
This President did not want to remember to run a report or even ask for the report. The report is
automatically generated and sent to the President’s email, accessible at any time.

*** Argentto Systems, Inc. applications are all designed with intuitive business logic giving
managers the capacity to do more with fewer resources and greater efficiency. ASI has over 175
of these types of financial and metric notifications, and every month our clients’ CFO’s,
Controllers, and Managers ask us to incorporate more notifications into the system.


5/3/2010

Employee Rating & Feedback

Company Policies vary on allowing rating and feed back In the event that client allows for this,
the system has functionality to log and track feedback from clients and managers to assure that
client is providing a proper fit and top notch Employees for their clients.


5/3/2010

Comments and Suggestions

Employees, managers and client input is critical to assuring all business models and needs are
met. The above client report is distributed once a month and reviewed.

ASI JOB SEARCH WEB MODULE


5/3/2010

The features on the next few pages
may not be initially needed, but as
you grow and demand for client’s
services grows your system has the
ability to expand in all areas you
require.
This will be the last system you will
ever have to implement!

CLIENTS’s web site can have the ability to post jobs for applicants to apply.

Job Search Results

View Selected Jobs


5/3/2010

Candidate Registration & Profile

View Jobs Applied (Candidate Profile)


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Candidate Profile

Career Information


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Career Information


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5/3/2010

Education History

Work Employment History

Upload Resume


5/3/2010


5/3/2010
Employee/Candidate Profiles & Searches
Employee Profile & Registration

Log thousands of potential Employees with skills, area of expertise and resume for easy
access and searching.

Employee/Candidate Profiles & Searches
Employee Profile Search

Use the powerful search engine to search through 100,000 + Candidates/Employees to find the
ideal fit for the Project as well as availability.


ASI’S SYSTEM SUPPORT
Support Tickets

A full web portal is available for support tickets to be entered, cataloged and updated.

ASI’S SYSTEM SECURITY
Third Level Security
In addition to SQL Security and Business Logic Data Level Security a third level application
level security is available.

This increases the system’s level of security in addition to incorporating very specific and isolated
custom security protocols that may be unforeseen to date but needed in the future.


5/3/2010
ASI’S MULTI-COMPANY GL CONSOLIDATION SYSTEM
Single Database for Multiple Companies
Manage and consolidate multiple independent companies without ever changing databases. Inter-
Company transactions are easily executed and tracked.

Extensive Filtering by Company
Every Form, Function, and Report has Company or Division Filter functionality. ASI’s Multi-
Company System assures complete accounting separation and/or consolidation between
separate companies within one database.

Some Key Benefits
Fully customizable to meet your company’s needs.
Ability to add or dissolve new subsidiaries and or divisions.
Manage multiple divisions within one database without having to open and close
Companies.
Keep basic Vendor / Customer information in one data base for all divisions; eliminates
duplicative user entry.
Ability to compare Division Financials.
Separation of Division Current Earnings / Retained Earnings at Year End Closing
Incorporate all your legacy front-office systems into a single database .
ASI’s Reporting System is easy to use and fully integrated. No outside reporting tools are
necessary! Any report can be generated from the system alone, as well as with any legacy
reporting tool.
Lowest Cost of Ownership vs. Competition.

General Ledger

General Ledger Setup Wizard

An Additional Step is added to the General Ledger Setup Wizard for adding and managing each
separate company.


5/3/2010

Multi-Company Setup

ASI’s Multi-Company version utilizes the existing segmentation features of UA, only as a premise,
not as a company separation.

Setup Defaults


5/3/2010

ASI’s Multi-Company System contains separate Default General Ledger Accounts and separate Tax
Id’s for Tax Reporting for each individual Company. Defaults are automatically identified and
activated throughout the system.

Multi-Company Reporting


5/3/2010
Financial Reporting can be Consolidated Enterprise-wide, Intra-company, and/or by a single
company, including A/P, A/R, Order Entry, Materials Management, and GL Reporting.

12 Month Rolling Report included in Multi-Company System

ASI’s Multi-Company System gives you the ability to report an income statement up to 12 rolling
months with Line Totals and Cumulative totals. ASI is the only system to include this in its
Reporting functionality.

Company Selection Option


5/3/2010

Each Report & Data Entry Screen has a Company/Division Selection option.

Multi-Company Data Entry
Separate Accounts for A/R, A/P


5/3/2010

Each Company has Separate AR /AP Accounts.

Click Here To Auto Create GL Balance Sheet
Due To/Due From Entries

Data Entry is easily segmented by Company

Multi-Company History
Separate Vouchers by Company

Highlight the Company and Auto-Segregate Bills/Payments for that Company


5/3/2010
ASI’S FOREIGN CURRENCY TRANSACTION MANAGEMENT SYSTEM
Foreign Currency Selection
The currency management system provides transaction capabilities for multi-national
operations.

Foreign Exchange Rate Selection


5/3/2010

The currency exchange rates feature enables you to enter a specific rate for any currency on a
specific date. The Reciprocal the historical exchange rate data can also be displayed.

Exchange Rate History

Review Historical Exchange rates by currency.


ASI Multi Company Time & Billing Enterprise System

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ASI Multi Company Time & Billing Enterprise System