Fund Accounting Integration

The purpose of this document is to explain how the AEK accounting applications operate and interface to other AEK applications.

AEK accounting applications (General Ledger, Accounts Payable, Payroll and Accounts Receivable - open item) are complete and integrated fund accounting systems conforming to the Governmental Accounting, Auditing and Financial Reporting requirements. These systems provide all of the required audit trails for proper and complete processing of your accounting needs. In addition, there are many supplementary functions of the system that aid and assist in keeping proper accounting ledgers. Some of the unique features of our accounting applications are listed below.

• Internal balancing routines to assure that all funds are in balance at all times.
• Internal balancing routines to assure that all subsidiary ledgers are in balance with the General Ledger. Some of these subsidiary ledgers are: Open Voucher and Open Purchase Order Ledgers.
• Complete automated month end and year end procedures that assure that all the required processes are run in order and at the correct time and that all ledgers are in complete balance prior to the close of any given period. This will reduce or eliminate any manual reconciliation of these ledgers except for the annual audit review.
• Complete and automated recordkeeping and posting for program deferred revenue. This is accomplished through the complete and total integration of the AEK accounting applications with the AEK Recreation Registration application. This feature will account for revenue that is received in the current fiscal year for a program that will start in the next fiscal year. This income cannot be realized until the new fiscal year is started. Until then, it must be carried on the books as deferred revenue. This is a unique feature of the integration aspect of AEK applications.
• A full-featured Budgeting module that integrates with the General Ledger system to provide current and prior year comparison and entry of proposed budgets for the new fiscal year. An additional module, Program Budgeting, will allow you to create detail program budgets to update to the General Ledger.
• A separate audit system that will provide a 13th month of activity for posting audit-adjusting entries at year-end. This feature allows you to get complete year-end audited financial statements while continuing with your current year processing.

Putting an automated system in place provides you with the statistical data and budget detail you will want to gather. The AEK Fund Accounting package includes audit and budgeting in the General Ledger, Encumbrances and Accruals in Accounts Payable and Fixed Assets (which maybe necessary for complying with Gabsy-34). Additionally our Payroll handles all aspects of municipal (multiple employers) payroll, from police and fire pension funds, fiscal end totals in the Treasurers Report, Section 125 reporting, UC-40 reporting, Benefit time tracking and EFT to credit unions and banks.

In addition to these accounting applications, there are other applications you can license from AEK. These applications are the Recreation Registration, Membership Management, Point-of-Sale, Reservation Scheduling, Sports Scheduling and Bank Card Validation to name a few. They are full-featured applications that are able to provide all the processing needs of the Agency. As with the accounting applications, these systems are fully integrated with all other AEK applications. This is a distinct advantage for using these systems as opposed to stand-alone applications.

• A stand-alone module will require that you define a separate GL numbering system that does not integrate with your current GL. The AEK applications use the same GL numbers throughout all applications.
• A stand-alone module will require that you manually enter revenue received as journal entries to record these sales in your General Ledger. The AEK applications will automatically integrate with the AEK accounting applications to post this revenue on a daily basis. This will mean that your General Ledger balances will always be up to date and accurate.
• A stand-alone module will require that you process refunds for programs on a manual basis. The AEK applications integrate with the Accounts Payable system to provide seamless processing of refunds.
• A stand-alone module will require manual posting and recordkeeping of all program deferred revenue. As stated above, the AEK applications provide an integrated solution to the General Ledger.

AEK has other management applications available.

• Employee Time Management interfaces to AEK Payroll. This means hourly employees time sheets are automatically updated to the payroll system (with supervisor approval of the time sheet). This application is completely integrated in the same manner detailed above.
• Our latest application Web Registration release allows your patrons to register for classes on the Internet. We have studied all similar existing web applications and fully believe that ours is the best solution.

In addition to the above stated features, the entire AEK database is ODBC (Open Database Connectivity) compliant. This is an industry standard that allows data in the AEK database to be exported to any other ODBC compliant application. This means that you can export AEK data to WORD or EXCEL. The ODBC interface is a product that must be licensed separately from AEK. All of these features and functions of the AEK applications provide a complete, flexible and integrated solution for your accounting needs.