Specifications include, but are not limited to: We are seeking an integrated software system that has the following components: 1. Accounting/Financial Management a. General Ledger i. Must accommodate up to 8 account segments ii. Functionally, the system will need to accommodate the tracking of grants and capital projects as independent components iii. Allow for the closing of an accounting period that prohibits items from posting to a closed period iv. Allow for the reopening of a closed period by designated users v. Allow for importing of journal entries from a defined template vi. Allow for the paperless workflow approval of journal entries with attached backup vii. Allow for the allocation of costs from one group of accounts to another group based on a wide range of methodologies, including, but not limited to hours worked, weighted average of total, predefined percentages, or a user defined field. Also provide the ability to run reports with details of allocations. viii. Prepaid allocation codes with codes that can be assigned to a transaction (either GL or AP). Code would include term, amount, prepaid schedule, and GL description. ix. Ideally the system will accommodate user defined fields for items not specifically tracked in the system otherwise x. Add historical budget and GL actuals from the 2020-2022 fiscal years b. Accounts payable i. Allow for a paperless workflow process for review and approval ii. Allow for vendors to submit invoices to us directly through an automated intake channel iii. Allows for the payments to be split among multiple account segment combinations iv. Automatically populate items based on the related purchase order v. Generate an ACH file for submittal to our bank to make vendor payments vi. Ideally the system would have some level of OCR technology to prepopulate information from frequently used vendors vii. Ability to edit a single item prior to posting as part of a batch viii. Ability to manually attach documents (Word, PDF, Excel, HTML/Email) to a transaction or batch ix. Ability to assign prepaid codes to an entry and see the proposed schedule prior to posting the entry. x. Ability to generate and issue 1099’s xi. Add historical invoice and check information for the past 5 years (2018- 2022) c. Accounts receivable i. Allow for a paperless workflow review of invoices/billings that need to be sent prior to their dissemination ii. Ability to send or schedule AR statements from the AR module iii. Tracking of AR balances by customer iv. Seamless integration with the grant management function for grant drawdowns v. Ability to create a variety of types of billings that Metro sends out for agreements related to the sales of buss passes or buss usage by an organization vi. Ability to manually upload documents (Word, PDF, Excel, HTML/Email) to transactions or batch
