General System Overview

ALIO is a complete family of software products for the support of administrative functions in government and education. The software is designed to enhance decision making by providing timely and accurate information to the administrator, in an interactive environment.

 

The ALIO Financial Accounting System (FAS) is designed to meet the budgeting and accounting needs of educational institutions.  Since the system has extensive security features, FAS may be used in centralized or decentralized organizations, where, for example, the input of requisitions is allowed at the site level.  User access is restricted to those accounts and functions that are specific to their authorized location.

 

All accounting and budgetary data is integrated into one database in FAS, completely eliminating redundant input.  The consolidation of data allows users to maintain and report all related information in a timely, effective manner.  The systems unique Drill-Thru allows users to drill from summary to detailed data, as well as from one application to the other,  providing a paperless option for information gathering.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

System Features

System administration of your ALIO products includes system security and operational control. System administration helps you streamline the use of your ALIO applications.

 

ALIO software benefits users through flexibility in definition of user access to programs and data. Comprehensive security is provided on a field, function, program, menu and/or application level to allow administrators to easily define the proper access for each user.

 

The system offers definition of different levels of access for each user and role. For example, user access can be defined to allow for access levels such as view, add, modify, or delete for each program and screen.

 

Favorites menus can be developed by each user, based on their security access. Shortcuts provide users a way to navigate quickly to programs.  Users can also search for programs based on any portion of the program name. All systems are fully interactive with menus, scroll bars, "radio buttons" drop-down lists and “hot keys” for ease of operation.

 

ALIO provides for an unlimited number of fiscal years on the system (limited only by the available hardware storage capacity).  All years are stored in a relational database which facilitates historical reporting based on date ranges. All applications are integrated to eliminate redundant data entry.

 

Highlights:

Ø      Controls user access by application, menu, program, function and/or field.

Ø      Fields can be relabeled, hidden or made required within each program.

Ø      Enables tailoring of user menus, HELP text, and program descriptions.

Ø      All user documentation available in PDF format.

Ø      All reports can be previewed on the screen and generated in PDF, XML, HTML, RTF or delimited files.

Ø      Supports database “Roll-Back” so the database can mirror any prior date.

Ø      Integration to Microsoft^® Excel^®, Word^® and Access^® office products.

Ø     

 

Ability to store scanned images in the database and attach the images to specific records.

 

® - Microsoft is a registered trademark of the Microsoft Corporation

® - Excel is a registered trademark of the Microsoft Corporation

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General Ledger

The General Ledger is the heart of the system and provides integration to other applications in the FAS, Human Resources System (HRS), Budget Preparation System (BPS), Public Education Information Management System (PEIMS), Fixed Asset Inventory System (FIS) and Warehouse Inventory System (WHS).  The system supports accounting for multiple funds and is able to have multiple budget years open simultaneously. The account number structure is user defined and allows account numbers of up to 40 digits to be used.

 

FAS is a double entry, fund accounting system with automatic posting of offsets. General Ledger processing is an integral function of the system.  Complete balance sheet accounting is provided.  Current year and prior years budget and actual data is maintained for revenue and expenditure accounts.  A detailed transaction history is maintained for all transactions entered into the system.

 

Detailed transaction history is maintained on-line for effortless inquiry when a printed report is not required.  Transactions can be post dated, allowing for entry into future periods without the need to maintain a manual tickler file.  Account balances are updated as each transaction is posted.

 

Highlights:

 

Ø      Define chart of accounts and associated elements, up to 40 digits

Ø      Adjusting journal entries with recurring options, including ability to upload from a spreadsheet

Ø      View or report on account balances grouping by account type(s) or range of accounts, or by individual account

Ø      Create account Nick Names to use on any account code field throughout all applications

Ø      Control/host account budgeting

Ø      Drill Thru to detailed account transaction information from inquiry screens

Ø      Track detailed Project and Grant information including reporting options

 

 

Revenue and Expenditure Budgeting

The current year's budget is maintained for the appropriated amount.  An adjusted budget field reflects budget transfers or modifications and is the day-to-day operating budget for each account.  Appropriated and adjusted budgets are retained throughout the year to allow comparison of budgets-to-actuals by account or range of accounts.

 

The Budget Preparation System interfaces with the both Financial Accounting System and the Salary Administration System to provide a comprehensive facility for budget development.  Budgets may be developed utilizing historical information from the FAS system or by using zero-based detailed input.  Throughout this development process reports are available for use in comparing the new budgets with prior actuals and prior budgets.

 

Data maintained in this system is easily downloaded to spreadsheets for simulations.  Or, if preferred, budgeted information contained in spreadsheets may be uploaded.  When budgets have been assigned satisfactorily to all appropriate accounts, the budget data may be uploaded back into FAS.

 

 

 

 

 

 

Highlights:

 

Ø      May run stand-alone or can upload budgets to FAS

Ø      Base the current year budget on historical budgets, actuals or zero based

Ø      Maintain statistical data such as units, FTE or square footage and use these to calculate an extended cost when using detail budgeting

Ø      Create several versions of the same budget

Ø      Prepare budgets for two or more years

Ø      Tiered distribution of budget amounts for Control/Host Account budgeting

Ø      Lock budgets or accounts for adopted budget amounts

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Security system controls user access to accounts

 

 

Reporting

A user defined report specification program is provided for expenditure, revenue and balance sheet reporting.  The reporting requirements of the US Office of Education Handbook requirements are met by the system.  This reporting facility runs either detail or summary reports and provides the user with the ability to define report selection criteria, sequencing, and totaling.  Full audit trail reporting is provided through comprehensive transaction journals.  The structure of the database facilitates the use of report generators to develop custom reports.

 

Highlights:

 

Ø      View reports online, print, or download to CSV (comma separated value) files to import into Excel®

Ø      Reporting specifications or templates can be created for common reports

Ø      Use of Oracle Discoverer report writer for custom reports

Ø      All reports can be previewed on the screen and generated in PDF, XML, HTML, RTF or delimited files

 

 

Accounts Payable

The Accounts Payable application is used to maintain vendors, enter invoices, debit or credit memos and generate payments.

 

FAS accepts both partial and final payments against purchase orders.  As payments are applied to an encumbrance, the "open amount" is reduced.  A final payment removes any remaining encumbrance from open status.  Unexpended amounts are returned to the available balance when payments are processed or encumbrances are liquidated.

 

A complete vendor file is included in FAS.  It is maintained through on-line access even while transactions are being processed.

 

Accounts payable transactions access the vendor and purchase order data directly, eliminating redundant data entry.  The payment amount is the only field that must be entered when making payments against purchase orders.  All other fields of information will pre-load from the order.  Invoice numbers can be system generated.  Direct payments to a vendor, without a purchase order are also supported.  Recurring invoices can be defined to reduce redundant data entry on bills such as utilities and phone, where each month only the amounts differ.

 

 

Invoices may be entered when they are received to provide accurate accounts payable data. FAS prepares checks only when authorized based on your district’s matching and business rules.  Manual, computer generated and ACH payments are all supported.  Users may designate whether a vendor is to be issued one check or multiple checks within a check run.  Invoice, purchase order and credit memo data are listed on the check stub for vendor reconciliation.

 

Highlights:

Ø      Create one-time vendors

Ø      Multiple addresses per vendor, including order from locations

Ø      District employees tied to vendor address book to keep address information in sync

Ø      Combine duplicate vendor records using a utility program

Ø      Un-post invoice batches for error corrections

Ø      Categorize and track vendor groups and commodity codes

Ø      Track vendor standard items and negotiated pricing

Ø      Fully compliant for 1099 tracking and reporting

Ø      Attach scanned documents associated with vendor including contracts, price lists, etc.

Ø      Create recurring invoice batches

Ø      Pay electronically using ACH standards

Ø      Three-way matching between the purchase order, receipt and invoice

 

 

Cash Management and Cash Receipts

The FAS product provides a repository of all bank transactions.  The district can reconcile all bank accounts, and retain bank account balance information. The user can reconcile and void payments generated by Accounts Payable, reconcile Accounts Receivable, Payroll and other bank transactions, and enter non-Accounts Receivable cash receipts.

 

Highlights:

Ø      Track AR and Non-AR cash receipts

Ø      Print a receipt for your customer

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Track check, cash, credit or other receipt types

Ø      Electronic bank reconciliation

Ø      List transaction history by bank account

Ø      Process ACH or laser checks for vendor payments

Ø      Process direct payments for vendors

Ø      Reinstate PO amounts during check void

 

 

Accounts Receivable

The Accounts Receivable application provides an easy way for school districts to generate invoices and statements for tuition, facility usage, grant expense reimbursement, and others.  The application contains a flexible cash application system to allow the user to easily reconcile receivables.

 

Highlights:

 

Ø      Generate invoices and statements

Ø      Generate and track customer invoices for items such as Cobra or Tuition

Ø      Recurring invoice options

Ø      Apply cash and reconcile customer invoices

Ø      Invoice adjustments

Ø      Drill Thru to detailed payment information and outstanding balances

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Enter cash payments and apply to open transactions

Ø      Review customer balances

Ø      Run aging reports

 

Requisitions

Encumbrance Accounting is fundamental to the design of FAS.  FAS encumbrance capabilities include the "pre-encumbrance" of requisitions, as well as the actual encumbering of funds at the time of purchase order authorization.  Available balances of expenditure accounts are adjusted as each requisition or purchase is entered into the system.  Budget managers with on-line access have current information available for every account without the need to maintain a separate monitoring system.  Requisitions and purchase orders can have unlimited line items, each chargeable to a unique expenditure account or to a split distribution of accounts.  FAS will generate and print purchase orders from requisitions, or purchase orders may be entered manually.

 

The Requisitions application allows users to create requests with the demand on stock (warehouse) or the demand on a vendor (PO) and process and manage the requisitions. Requisitions are provided through an easy-to-use application and allow users to order from an online catalog of vendors standard items.  The requisition is then routed for approval.

 

 

Highlights:

 

Ø      Pre-encumbrance of funds

Ø      Create requisitions to request items from inventory or vendors

Ø      Attach scanned documents to requests

Ø      Maintain and view requisition status

Ø      View lines with summary account distributions

Ø      Create automated approval policy based on user, accounts, locations and amounts

Ø      Define catalogs or vendor standard items that end-users can order from with negotiated vendor price lists

 

Purchase Orders

The Purchasing/Order Entry system allows users to place orders/requisitions into the accounting system.  Account numbers and available funds are verified. The amount of the order/requisition is pre-encumbered against the accounts.  When the order/requisition has been approved through all levels of the approval chain, a purchase order is printed. 

 

Approval chains can be defined by the District, including routing options by dollar amount, accounts, as well as by type of purchase. 

 

For example, the District can specify that all technology purchases must be approved by the Technology Director, in addition to dollar amount approvals.

 

Highlights:

 

Ø      Multiple account distribution on each requisition or PO

Ø      Detailed Vendor Inquiry to see all detailed transactions associated with a vendor

Ø      Audit trail of all transactions associated with requisition and purchase order

Ø      Supports blanket purchase orders

Ø      Generates PO's against next years budget

 

 

 

 

 

 

Fixed Asset Inventory

The ALIO Fixed Asset Inventory System is designed specifically for use by educational and governmental users.  It provides a means of tracking information on physical assets such as cost, life expectancy, etc. to meet auditability, insurance, and GASB 34 requirements.  The Fixed Assets System interfaces with the Financial Accounting System to provide accountability for the organization's property.  Records can be kept for all equipment, and reports are generated t