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800-659-3739
www.drfrey.com
Donald R. Frey and Company, Inc. has released version 10 of its fund accounting software designed for midsize nonprofit organizations. BUCS — Version 10 contains numerous new features and enhancements.
Janice Waldemar uses the BUCS Fund Accounting product along with the vendor's CHIPS payroll system. Waldemar works in the 57-employee finance department of the Citrus County Tax Collector's office in Inverness, Fla. Her office is responsible for collecting and distributing all real estate, occupational, hunting and fishing, and car and boat tax dollars for the county. Her department also handles the accounts receivable and payable functions for the office as well as the inventory of property, payroll and the annual budget.
Waldemar says the whole system is very user friendly and that the GL detail and reports are very easy to use. "The ability to go into the system and find detail of prior information is very helpful," she noted. "The general ledger detail can also be formatted into an excel spreadsheet, which can be very helpful for reconciliation purposes."
EASE OF USE/FLEXIBILITY
The completely updated interface simplifies navigation through BUCS. The main screen features a drop-down menu bar that features access to all installed modules. Modules are also listed at the bottom of the screen. Clicking on a module will update functions available on your main screen. The Fund Wizard assists with the setup of new funds, and the Favorites area allows for quick access to frequently used functions. Lookup options are available throughout BUCS, and data-entry screens are uncluttered. The optional Data Dictionary provides ODBC-compliant applications with access to BUCS data, which tremendously increases the program's flexibility.
MODULES/SCALABILITY
BUCS is a modular system with 17 available modules, including GL, AP, AR, Cash Receipts, Fixed Assets, Advanced Allocations, ACH Payments, CC-Tracker, Positive Pay, Encumbrances, Combining Reports, Fee Receipting, Budget Planning, Bank Reconciliation, Requisition Control, Fixed Assets, and MS SQL Server. An optional Payroll module (CHIPS) is available as well. The GL module is required, but all other modules can be purchased as needed. A multi-user option can also be purchased.
The optional MS SQL database, which is available for enterprise-level organizations, coupled with the program's modular applications means that BUCS can be scaled up or down to meet an organization's needs today or in the future.
FEATURES/FUNCTIONALITY
The latest version brings several new features and application enhancements. As previously noted, the redesigned user interface simplifies system navigation. Several new modules have also been added, including the CC-Tracker module (simplifies the processing of credit card payments), the Positive Pay module (provides the capability to import bank files for easier check reconciliation), and the Advanced Allocation module (enables the allocation of percentages to expense accounts). A Spell Checker has also been added, as has a Reminders function, where you can set up reminders for invoices, entering journal entries and posting of cash receipts. The new Fund Control option is a wizard that enables you to generate a new fund from an existing fund. The Budget Planning feature allows for the transfer of actuals to budgets for more accurate reporting, and allows for the creation of budgets based on needs, including annual, period, last 12 months or zero-based.
Recurring invoices can be created for automatic posting. Both cash and accrual methods are supported, and cash receipts can be posted to multiple funds simultaneously. The e-mail capability within the program also simplifies the process of e-mailing vendors and customers.
BUCS allows account numbering of up to 29 alphanumeric characters and can be arranged in any method desired. Each system user can store their own system preferences. Financial statements can be printed from prior periods at any time, and drill-down capabilities allow access to original transactions.
REPORTING
Extensive reporting options are found in each of the BUCS modules. Reports are easily exported to Crystal Reports for further customization, or to Word, Excel or *.PDF. Financial statements for any historical period can be printed at any time. Reports can be published on the Internet by easily converting them to *.PDFs. The Combining Reports module allows for the creation of an alternate chart of accounts for report processing. Using Combining Reports, users can also produce FASB 117 and GASB Statement 34 reports. Waldemar says BUCS' reports and tools are excellent, and she regularly relies on the expense and revenue reports.
SUPPORT/HELP
BUCS offers a variety of support options, including toll-free assistance, 24-hour fax/messaging, annual software updates, a user newsletter and an annual user conference. Training options offered include onsite, online and at Donald R. Frey's corporate headquarters. Version 10 also includes an updated product manual. Waldemar says the vendor's support is excellent: "They have always been very prompt in returning calls and resolving any problems or questions."
RELATIVE VALUE
Donald R. Frey has years of experience providing software solutions to nonprofits and government entities. With modules starting at $1,000 for a single-user system, in addition to a series of upgrades and additions, BUCS remains an excellent option for midsize nonprofit organizations looking for reliable, updated software that will continue to improve with each release.