Financial Suite

The Harris Financial software package is in full compliance with Generally Accepted Accounting Principles and the processes and requirements of both the Governmental Accounting, Auditing and Financial Reporting and the Governmental Accounting Standards Board.

The Harris system was designed from the "ground up" by individuals with direct experience in the municipal sector of government. Over the years, each existing client has assisted in keeping the application software comprehensive, flexible and "current" in terms of meeting today's municipal financial and management information needs by providing input to the requirements definition for product enhancement.

Harris' Financial Applications work together seamlessly to enable you to easily monitor and control every aspect of your organization's finances.

Accounts Payable

The Accounts Payable module allows for timely, online processing and recording of payments and liabilities for goods and services rendered. You may input information from invoices, handwritten checks, vendor information, void checks and more. As a result, you will be able to prints checks and warrants to vendors, perform unlimited trial check runs, update and view the check register, and view and print audit reports. You may also view and print other management reports such as: missing receiving documentation, outstanding checks, cumulative vendor payments, unpaid claims by vendor, General Ledger account, due date, vendor file, trial disbursement for approval register, final disbursement register and 1099s on paper or magnetic tape.

Claims may be imported from other modules to write A/P checks such as: wage garnishments from the Payroll module, customer deposits from the Utility Billing module or customer refunds from the Miscellaneous Receivables module.

Features:

Numerous inquiry provisions
Vendor information is readily adapted and provides for name, address, including separate remittance name and address
Provides accurate liability and expense reporting
Invoice-based control
No special processing is required for routine functions
Encumbrances can be established and relieved
You can process payments for special check
Easy to use special report writer provided with system
Multiple fund and account distribution
Statistical data is integral to the system
Separate checks can be processed for specific payment terms
The system interfaces directly with General Ledger, Bank Reconciliation, Purchasing, Inventory and Fixed Assets Ability to merge duplicate vendor numbers and all related information into one vendor number.

Bank Reconciliation

The Harris Bank Reconciliation module is an integral part of the Harris Software Applications. This module is primarily responsible for financial accountability to balance checking accounts. The Bank Reconciliation module maintains a database of check information. In addition, this module provides an automated method of clearing checks and updating that information to other informational modules within the Harris system.

Harris software works in a relational database environment. In user terms, this simply means that any changes or updates to the data base will be shared by all other software modules and users who require this information. For example, when you begin clearing a check for a payment made to an A/P vendor, you will find the information you need, such as net amount of check, date of check, vendor name and number, etc., has already been entered into the system. Original information for checks were entered into the Harris Accounts Payable module when the check was issued. The Harris Bank Reconciliation module uses this information to remove redundant entry and assist the user with consistency of the data required to process the reconciling of checks.

Benefits:

Gain total control of your check file
Ensures current and accurate account status information as each transaction is processed
Saves time as check information generated automatically flows from accounts payable and payroll

Features:

Reconciles multiple bank accounts
Ability to enter outstanding checks from previous system
Ability to enter and clear bank transactions from bank statement
Ability to void unused checks
Ability to enter beginning, debit, credit and ending amounts from bank statement
Ability to display any check
Checks may be cleared individually or by a range of check numbers, or automatically using a magnetic tape program or other automated data transfer processes
Ability to enter book ending balance from GL or check register for true reconciliation of bank account
Ability to adjust cleared checks

Chart of Accounts

The Harris Chart of Accounts module allows each user to easily customize a chart of accounts that meets their specific needs. Segments of the account number can be defined and placed in any order that the user desires. Segment values are also defined by the user so they can apply the account numbers that they want to use. Proper setup of segment values will enhance financial reporting. Segment values can be set to any length that the user wishes. Restrictions can be placed on segment values—they may be allowed or disallowed. This control will stop the use of incorrect account numbers before they are used.

The Chart of Accounts module enables users to establish alternate charts of accounts that can be used to produce financial reports for external reporting or for internal financial statements.

Benefits:

Design your own chart of accounts.
Complete control:
• new accounts and restrictions on segment values
• stop the input of incorrect general ledger account numbers
Establish your own segment values, which will maximize financial reporting
The notes feature allows users to document why a segment value was created, when it should be used, etc.
Use alternate charts of accounts to report to others based on a chart of accounts that is different from your primary chart of accounts
Create shortcuts to make general ledger account number input easier

Fixed Assets

The Harris Fixed Assets module allows for timely, online processing and recording of assets to be tracked from initial order until disposal. The Fixed Assets module is utilized to track capital assets and movements of these assets. The purchasing system allows an order to be created for an asset, which begins the tracking process. The asset is then transferred over to the fixed asset system for acquisition. Assets may be transferred to multiple sites, cost centers and from one responsible party to another.

Periodic depreciation of assets is performed by an automated process, which posts transactions to the general ledger. In addition to the accumulated depreciation months and amounts, replacement cost and salvage value are also maintained in the asset master file. Maintenance information performed on the assets may be accumulated. At the time of disposal, a net loss or gain is posted and detailed information about the disposition of the asset is recorded. The Fixed Asset system creates transactions during acquisition, transfer, depreciation and disposition of an asset. All transactions are created in detail.

Features:

Provides the ability to maintain and assign assets to responsible parties and locations
Provides insurance specific provisions
Ability to keep maintenance performance records for assets
Ensures current and accurate information as each transaction is processed
Provides a property accounting report used to balance the Land, Structures and Equipment account
User data query/report writer—ad hoc reporting.
The system interfaces directly with Maintenance Work Orders, General Ledger, Purchasing and Accounts Payable
Save time as one-time entry of Fixed Assets flows through other modules

General Ledger

The General Ledger module allows for timely posting of transactions from other modules and for flexible financial reporting. The General Ledger allows users to input journal entries and recurring journal entries. Journal entries can be reversed or copied and edited. Both are time efficient methods of journal entry input. Recurring journal entries can be setup and generated based on any schedule that the user desires (e.g.. weekly, biweekly, monthly, quarterly, etc.).

Allocations can be setup in the General Ledger and used in the general ledger and other modules to speed data entry and prevent errors. All transactions are centrally controlled in the General Ledger module for posting purposes. As a result, accounting personnel can control what goes into their general ledger. Transactions can be imported from spreadsheets and financial reports or other data can be downloaded to spreadsheets. General Ledger features user-friendly on-screen displays of transactions and balances.

The General Ledger Report Writer provides you with a tool to create your own reports. Current year and prior year(s) balances, budget and actual balances, encumbrance balances, unexpended budget balances, certain statistical calculations, among other elements can be included in a report. The user can also choose how to sort and summarize each report. Reports can be written to provide data for certain accounts, funds, departments, projects, etc. A Detailed General Ledger report, a Balance Sheet report, and detailed and summary reports of unposted transactions are provided by Harris to all users.

Features

GL Explorer allows an on-screen drill down to the source document (e.g. journal entry, claim, purchase order, etc.) from a general ledger account number
Inter-fund balancing transactions are created during the posting process
Flexible financial reporting
Automated year-end closing process
Transactions interfaced from originating module
Reporting based on the alternate charts of accounts
On-screen displays of transactions and balances
Ability to create multiple closing accounts for each fund
Recurring journal entries
Ability to create funds with different year-ends and closing accounts
Ability to reverse and/or re-post entire batches of transactions
Centralized control of the posting process

Inventory Control

The Harris Inventory Control module allows for timely, online processes related to the stocking and issue of inventory, transfers between locations and return of items to stock. The Inventory Control module maintains a database for inventory requisitions used for generating picking lists. In addition, this module will generate a report for inventory stock items that need to be reordered. It will also automatically generate purchasing requisitions in the purchase order module as well as automatically retrieve purchasing receipt information through accounts payable claim generation.

Benefits

Gain total control of your inventory (parts/stock) file
Ensures current and accurate account status information as each transaction is processed
Saves time as one-time entry of an inventory requisition can automatically be used to issue stock, transfer stock, return stock, become a back order for stock not in-house, and then issue stock from the back order when available
Reduces special handling
Eliminates traditional system limitation constraint (non-user based)

Features:

Minimum and maximum stocking quantity
Ability to generate a worksheet for making an "on-the-spot" physical count of random stock items as well as worksheets for all stock items at all or selected inventory locations for either monthly, quarterly, semiannual or annual physical counts
Suggested reorder point
Multiple costing methods (Weighted Average Costing, FIFO or LIFO)
Economic order quantity
Ability to generate a markup by percentage for issues and returns
Tracks Inventory for multiple warehouses
Ability to display all known suppliers for a specific stock item
Warehouse, aisle, shelf and bin locations
Ability to display a specific stock item at all inventory locations
Overflow aisle and bin locations
Use of handheld computers
Picking list
Print bar code labels for scanning with handheld computers
Vendor analysis
Ability to identify any inventory stock items made or composed of hazardous materials
Alternate vendors
Material usage analysis
Commodity codes allows for up to 13 digits for NGIP code

Miscellaneous Receivables

The Harris Miscellaneous Receivables module allows for the invoicing and billing of customers and the tracking of customer accounts. Extensive customer records are maintained.

For customers that will be billed cyclically, recurring invoices can be set up based on billing frequency, or one-time charges can be generated.

Invoices, as well as statements, may be printed on regular billing runs. Also, reprinting of selected invoices or statements is available.

Benefits:

Gain total control of your customer file
Reduces special handling
Ensures current and accurate account status information as each transaction is processed
Eliminates traditional system limitation constraint (non user based)
Saves time as one-time entry of a customer record can automatically be used with other Harris revenue generating modules, e.g., Business License, Utility Billing, etc.

Features:

Ability to process automatic bank payments
Claim created for importing to accounts payable to write A/P check for refunds
Ability to accrue interest on customer deposits
Ability to create one time charges on a customer account
Penalty/interest rates can be applied to delinquent balances
Special search and inquiry options on customer accounts
User-defined sorting options for printed Invoices and Registers
Ability to receive miscellaneous receivable payments through central cashiering

Payroll

The Harris Payroll module processes employee data, produces paychecks for active employees, generates federal and state mandated reports, maintains unlimited history information, pays employees through ACH/direct deposit and maintains human resource information for employees.

This module processes employee information with time entry data to produce paychecks for your employees on a weekly, biweekly, semimonthly or monthly pay cycle. All time entry is date specific on an exception or total time basis. Employee data changes are effective date driven, thus, allowing changes to be entered at any time. You will be able to perform unlimited trial payrolls and view and print audit reports of all changes. Year-end W2 and 1099R processing may be filed electronically or on diskette/magnetic tape.

All Harris systems work in a relational data base environment, thus, ensuring that all changes and updates are shared among all interfacing modules and users. This fully integrated, employee based payroll system automatically interfaces to General Ledger, Bank Reconciliation and Work Orders.

Benefits:

Gains total control of your employee files
Ensures current and accurate employee information as each transaction is processed
Eliminates duplicate entries into other modules
Provides accurate liability and expense reporting

Features:

Automated interface to General Ledger, Bank Reconciliation and Work Orders
Maintains unlimited history (positions and pay rates; checks; time entered; month, quarter, year, fiscal year and life-to-date amounts for pay, benefits and deductions)
Allows exception based, date specific time entry
Extremely flexible pay, benefit and deduction functionality with unlimited numbers of each
Automatic accrual of leave hours
Effective date employee maintenance
Multiple fund and account distribution
ACH/Direct Deposit functionality
Handwritten and special check processing
Allows up to 10 separate paychecks per employee per pay cycle
Easy to use report writer provided
Maintains position control information

Purchase Orders

The Harris Purchase Order module allows for timely, online processes related to the evaluation and authorization of goods and services supplied by vendors. The Purchase Order module maintains a database for requisitions, quotes and purchase orders. In addition, this module provides an automated method to generate requisitions for the reordering of inventory stock items. It also provides for the automatic retrieval of purchasing receipt information through accounts payable claim generation.

Detailed accounting information is maintained for transactions related to purchasing. Other information, such as that for accounts payable and the chart of accounts, is available to this module for purposes of information validation and retrieval.

Benefits:

Gain total control of your vendor and invoice file
Reduces special handling
Ensures current and accurate account status information as each transaction is processed
Eliminates traditional system limitation constraint (non-user based)
Saves time as one time entry of requisition can automatically become a purchase order

Features:

Maintains vendor related information, including commodity types and quote information
Provides for automated interface to accounts payable, chart of accounts, general ledger, fixed assets and inventory control
Processes purchase order information and validates that information against tables in the chart of accounts and general ledger modules for accuracy
Provides a versatile means of inquiry of vendor, commodity, purchasing and accounts payable invoice information
Provides a flexible means of inquiry and reporting of vendor, commodity and other purchasing information
The purchasing system provides processes for both purchase orders and subsequent changes to purchase orders. Information for a purchase order is immediately available for on-line inquiry in Purchasing or Accounts Payable.
Prints purchasing requisitions, quotes, purchase orders, and a variety of reports that will provide for efficient processing of information for the acquisition of goods and services
Normal liquidation of encumbrances (optional) originating from a purchase order occurs in the processes related to the entry and processing of receipts and invoices: A liquidation may be processed as a partial or final receipt against outstanding encumbrance(s). If an accounts payable claim is processed as a final and the purchase order is closed, all outstanding encumbrances, if any, are liquidated or restored automatically to budget.
Provides an automated interface to the general ledger system for the automated verification of available funds and the encumbering of purchase commitments
Ability to make a vendor inactive, system wide, so as not to be used in any process or module

Work Orders

Advanced features have been added to the Harris Work Order system giving you the flexibility to do so much more! Now you can: reallocate burdens on an estimated percentage basis, group work order components (Payroll, Inventory, Equipment and A/P units) into a construction unit, generate transactions to satisfy work-in-progress requirements, define system default values for setup fields, and simplify your setup by eliminating repetitive steps.

Standard features in the Work Orders software continue to: open and close work orders, track materials and cost, provide preventative maintenance reports and track the number of work orders on a daily basis.

Categorize your Work Orders and separate them by category (routine, emergency, preventative, and extraordinary), track aged outstanding work orders, work orders needing materials, and track completed work orders by codes: service, craft, or crew.

There is also an optimal interface to draw down on inventory, and track fixed assets items. In the absence of an equipment maintenance system, Works Orders is capable of tracking time to pieces of equipment, which could be a vehicle, generator, etc.

Along with Inventory and Fixed Assets, your transactions can also integrate with Purchasing and the General Ledger processing systems.

Features

Menu-driven Graphical User Interface (GUI)
Tracks the number of requested and / or outstanding work orders
Tracks and reports unit/project history information Tracks open work orders by unit, project, area or craft
Prints Work Orders remotely to correspond with crew locations
Supports standard hours and variance reporting
Displays all open Work Orders, automatically
Processes separate checks for specific payment terms
System-wide ability to make a vendor inactive
Multiple fund / account distribution
Defines system default values for certain setup fields
Generates invoice charges from work orders
Calculates burdens on an estimated percentage basis throughout the month
Compares Estimate vs. Actual figures at different drill-down levels
Calculates labor and material costs and displays online
Deferred charges and notices processed automatically
No special processing is required for routine functions
Creates standardized sets of jobs within a Work Order
Generates G/L transactions to satisfy work-in-progress requirements
Tracks and reports preventative maintenance schedules.
Creates a Work Order by: name, address, client, unit, project #, site # or building

Report Writer

The Harris Report Writer is the answer for database query and reporting on the desktop. It gives users the freedom to quickly and easily create any query and report while providing administrators with the flexible scheduling and distribution capabilities they demand.

The Harris Report Writer presents information the way people view their business—not the way the database is structured. The catalog is a repository of business knowledge and data-access rules that organize data using business terminology, so users are insulated from database complexities such as SQL syntax, table joins and cryptic field names. Presenting data in this way makes it easy for users to navigate within a database and assemble reports.

Standard Reporting:

Roll out standard reports quickly and easily with query and reporting capabilities
Distribute systems of related reports that include sub-reports and report-to-report drill through
Use conditional filters and highlighting to conduct exception reporting.
Access a variety of filter capabilities with the filter button drop-down list.

Ad Hoc Reporting:

Build queries and reports from one integrated module.
Create list and crosstab-style reports step-by-step with the report wizard
Make reports instantly come alive with predefined, database-independent templates
Use frame-based reporting to create simple or complex reports.

Catalog:

Provides a LAN-based repository of business knowledge and data-access rules
Insulates end users from the database
Leverages existing metadata stores by allowing administrators to create, modify or delete catalog contents through an OLE Automation interface
Optimizes performance by using table weighting to prioritize database table join orders
Stores report-based prompts within the catalog to be used throughout reporting applications
Uses inheritance-based administration to ensure that all catalog changes automatically cascade throughout the organization

Centralized Administration:

Administrators can easily create user profiles and classes that determine how the database is accessed and what users see in their catalog
IT has precise control over costly query activity with client/server balancing and governors.
Administrators can see when, how and by whom reports are accessed through powerful auditing features.

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