Cost Accounting Amortization and Allocation Software  

Financial Data Support Systems, Inc. 
Amortization Software Products
Loan Files: FASB Effective interest method
Loan Packages: Effective interest method
Corporate Debt  Issue GAAP amortization
Merchant Cash Advances
FASB 91: All products
Bond  Purchasers: Effective Interest Method
Bond  Issuers: Effective Interest Method
  Prepaid Expenses Software
Deferred Income, Unearned Revenue
Fixed Assets, FF&E Depreciation    
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GAAP compliant


  

Cost accounting amortization and allocation software

     Add records to the data base.  Import Excel records.  Preserve current book values for existing records.
     Monthly amortization, accounting reports, debit and credit entries.  Single step process.
     Posting file formatted for your general ledger.  Account number subtotals or individual records.
     Retrieve reports for any prior month.
     Allocate/distribute/split expense for any record to multiple expense accounts using multiple methods.

Scroll down for  Highlights,  Price page and  free demo
 Hard to find
(including custom)
GAAP
Amortization
Software to run on a
PC,
Network sharing or
Cloud based system
supporting Windows
7,10,11






Multiple files

Need to keep some of your records in one or more different files?
     •  Subsidiary companies
     •  Department, divisions
     •  Geographic location
     •  Type of records

You can combine all records into a single file and segregate by general ledger accounts or
Maintain separate, independent files for whatever reason needed.

    































Assign any of 6 Amortization Methods at the record level

1)  Straight Line: 30 day financial months. Same amount each month. Any odd amount is taken in the first month.
1,200.00 over 12 months = 100.00 per month.



2)  Begin Date TO Review/Maturity Date: All months are 360 day basis (internally, a date of the 31st is changed to the 30th).
Partial first month and partial last month recognition supported. Any odd amount may be taken in first and/or final month. Begin Date is included. Review/Maturity Date is TO, not Through. If dates are the same, nothing will be recognized.

For Half Month convention: Set Begin Date to 16th. For a 12 month term, set Review/Maturity Date to 1st of the month following the 12th month. For "in service" period of one year, set Review/Maturity Date to the 16th of the Begin Date month plus 1 year.



3)  Begin Date TO Review/Maturity Date: All months are actual days, 365/366 basis.
Partial first month and partial last month recognition supported. Any odd amount is taken in final month. Begin Date is included. Review/Maturity Date is TO, not Through. If dates are the same, nothing will be recognized.



4)  Accelerated, also known as Sum-of-the-years digits (S-Y-D): More is taken in first month, then declines. Any odd amount is taken in final month.
1,200.00 over 12 months = 12/78 for the first month, then 11/78, then 10/78 and so forth.



5)  Recurring item or don't perform any calculations: Use Calculated field values which you enter.
Typically represents a record created for balancing purposes or a recurring amount when Expense contains a value.
Consider Method 5 as a "wildcard" wherein the software will report whatever is entered into the record.
Method 5 Review Date is for Review Date reporting only and does not "end" a recurring status. Begin Date, Alternate field values and Take Prior Thru date are ignored.



6)  Alternative Recognition of Cost based upon Total Units and Monthly Units, also known as
"Amortize cost however your boss tells you to" including monthly, quarterly, semi-annual ....  Any frequency.

The system can recognize Cost based upon a count of Total Units reduced by Monthly units (including 0) which are used or consumed in a given month.
Total Units - A positive number
Total Units might represent:

● Percent, where Total Units = 100
Monthly Units are the percent of Cost to recognize in each month.

● Prepaid service, where Total Units might = Hours (such as 650 prepaid professional services)
Monthly Units are the number of hours utilized or consumed.
When the record is first entered to the system, "hours utilized" are likely to be unknown. Simply enter zero for Month1 Units. As "hours utilized" become known, enter the hours into the appropriate Monthly Units category.

● Inventory, where Total Units = Inventory Count (such as 2,950 widgets)
Monthly Units are the count of items removed from inventory and entered each month.
Inventory can refer to any physical count, including office supplies, such as prepaid ink cartridges and other expensive items retaining a value.

● Dollar amounts, where Total Units might = Cost
Monthly Units are specific dollar amounts to recognize each month.

● Virtually any other type of Units.

The system recognizes monthly Amortization by multiplying Cost times (Monthly Units / Total Units) where the "/" means "divided by".
(Monthly Units / Total Units) derives a percentage. In effect, all Amortization utilizing Method 6 is a reduction by percentage.
When the sum of Monthly Units is less than Total Units, the system recognizes remaining Book Value in the final month.
And, as discussed below under "Extend the Term", if Monthly Units are not entirely consumed during the initial Term, you can extend the Term which will also extend Book Value Amortization.

Monthly Units - Positive, negative or zero
Positive, to reduce Total Units remaining.
Negative, to increase Total Units remaining (typically to correct an error or return).
When Monthly Units are negative:
Remaining Units will be increased.
Amortization for the month will be negative. However, it will not exceed the prior month's Accumulated Amortization. In other words, Book Value will increase but not exceed original Cost.
0, meaning zero units were used in a month. No Amortization will be recognized.
Zero Monthly Units also allow Amortization to be recognized other than monthly. Use zero Monthly Units to "skip" months, thus accommodating Quarterly, Bi-Monthly and other Amortization frequencies.

Monthly Units - Unknown
Current and future Monthly Units can be blank (nothing - no entry or 0), meaning Monthly Units have not yet been determined.
Example:
Total Units = 960 based upon future reductions at an unknown rate.
Set Monthly Units to 0 or leave them blank (nothing).
At the end of each month, enter that month's Monthly Units including 0 if none were used.
When Monthly Units are blank or 0, the system does not recognize any Cost. The system waits until the final month to recognize any/all unentered Units, thus allowing you enter Monthly Units on a monthly basis.
Caution: Once Monthly Posting has been run for a month, it is too late to change Monthly Units from blank or 0 unless you run another Monthly Posting (for the same month).

Non-Monthly recognition - Quarterly, bi-monthly, annually ....
Amortization can occur on an other than monthly basis.
To accomplish this, enter Total Units of 100, representing Percent. Enter Monthly Units in the months you want recognition to occur and zero in the Months you don't want to recognize anything.
Example:
Quarterly recognition
Total Units = 100
Set 25 into 4 of the months, leaving other months at 0.
Each month with 25 will recognize 25/100 or 25%
You can enter Monthly Units (including 0) into any month to create a recognition pattern of any kind and frequency.

Extend the Term:
If Units remain at the end of the Term, you can:
1) Do nothing. The system will recognize remaining Book Value in full.
2) Extend the Term (only if the final month Amortization has not been booked to the general ledger).
On the Field Editing screen, select "Adjustment F8" and extend the Term, then modify/enter Units for the additional remaining Term.
You can Extend the original Term or remaining Term at any time for any purpose utilizing "Adjustment F8".

How it works
Each month, the system divides Monthly Units by Total Units to derive a percentage. This percentage is multiplied by Cost to determine how much Cost to recognize in the given month.
If the total of Monthly Units is less than Total Units, the system recognizes the remaining Cost in the final month.
The system keeps track of Total Units and Monthly Units by appending the values to Method in Field 6.

See screen example, below.
    



































































































 

Overview - FAQs  (click a topic to expand/collapse)

Basic System
Everything required to manage and amortize Prepaids 

"2 click" monthly accounting reports
    Select the desired amortization month from a dropdown menu
    Generate a report stream with two mouse clicks
    View on screen. Send to local or network printer
    No monthly close out required

General ledger subsidiary ledger trial balance
     Records sorted and grouped within general ledger accounts.
        Subtotals for each account and report:
        Count
        Cost
        Expense
        Accumulated
        Book Value
(Reports can also be formatted and exported to Excel, available under "Additional Features", below)

Journal Voucher with debit and credit postings for
     General ledger subtotal levels or
     individual posting for each record
(Transactions can be formatted for uploading to the general ledger. See "Additional Features", below)

Take a full month's amortization in the month acquired.
Or, use half month convention for first month.
Or, take a partial month. For example, acquire on the 22nd and recognize 9 days amortization in the first month.

Monthly amortization reports can also produce an upload posting file suitable for importing to your general ledger system

Output consists of
          Disk file plus
          Ability to copy posting file columns and paste to Excel.

Posting transactions can consist of
          Individual records or
          Subtotals at the general ledger account number summary level

The system comes with a standard 4 column upload format in both a disk file and for exporting to Excel.
If a format is not already supported, we will create a format to update ANY general ledger system at no charge.

Expense, Accumulated and Book Values for current and future time periods
    Single month or a range of months showing expense, accumulated, book value
    (To run reports covering prior periods, see "Additional Features" below)

New records report
     Additions for any time period, such as year to date, grouped by general ledger account

Review date report
     Automatic Review/Maturity date calculation with tickler report

MySubtotals report
    Group and subtotal records by any field value

Filters:
     Create selective reports using field and date filters

Supports any chart of accounts
     General ledger base accounts, branch, department and cost centers ....

Add and edit records using a data input screen
    Add new records in any order
    Documentation provided for each data value
    Instant amortization schedule helps verify monthly recognition is what is expected.
    Testing for logical date and monetary values

Book values
     Preserve current book values
     or the software can calculate records from original begin dates

Eliminate headaches with new records
     Capture prior months expense if set up late
     Defer amortizing to a future "in service" future month
     If not ready to amortize yet, set Term to "0"

Adjustment screen with single step entry to
     Increase cost, such as additional charges during term
     Decrease cost, such as partial refund during term
     Change remaining term
     Write-off this month

Edit other values at any time

Terms for 1 through 999 months

Calculation methods supported at the record level
     Straight line 30 day financial months
     Half month convention
     Date to date actual calendar days, including half month convention
     Accelerated sum of the years digits (rule of 78's for any term)

A Records Listing screen displays all records
    Sort records by any column value

Easily delete old records at your convenience
     Sort records by book value
     Highlight and delete 0.00 book values in a single step

Default Record
    Use the Default Record to prefill commonly used data values for a new record
    Change applicable values for the new record

Duplicate an existing record
    Create a new record using the same values as an existing record
    Change applicable values for the new record

Windows
Operates on laptop, PC, workstations, network sharing devices and Cloud based systems supporting Windows.
Developed in Microsoft .NET Framework Visual Studio within Azure.

Macs
Operates on Macs with Parallels.
Parallels is a third party app that allows Macs to run Windows software.

Process your records
Process client records

You might also want to see "Additional Features" (below) to include:
    Additional Reporting, Export reports to Excel and Adobe
    Import records from Excel

Meets requirements for

    GAAP
               Record keeping, amortization schedules, subsidiary ledger, journal voucher, annual recap and more.

    AICPA
               Many of our clients are CPA firms importing client records from Excel to prepare monthly financial accounting reports.

     SOX - Sarbanes Oxley
               History archiving (Additional Feature, below) electronically preserves all reports for recall at any future date.

Scroll down for Price Page
You can also download a free demo from the Price page right now
    The demo is a live version of the software limited to 100 records
    If you obtain the software, any records you've entered can be retained


Additional Features
Include one or more of these options now or at a later date

These export icons appear when viewing a report
    "Populate Excel": Automatically format and populate Excel with reports
    "Populate Adobe": Automatically format and populate Adobe .pdf file

Additional fields allow reporting by user defined Type, Vendor and Link values
    Generate reports with subtotals and file totals
    Example: "Link code" to group some or all records having a common purpose, such as IT, regardless of expense account
    Example: "Type code" to group some or all records within Type codes

Description files for
    General ledger account names
    Type code names
    Vendor code names
    Link code names

MyReports
    Create and retain user defined sort and subtotal values

Notes
    Maintain and report Notes pertaining to individual records

Graphs
    Graph field values
    View graph. Print. Copy data, paste to Excel and insert graph

Import existing records once, as a conversion
Import new records on a monthly basis
Import an entire file each month for amortization and reporting

Automatically add records from another source to the software.
     Import dozens, hundreds or thousands of records.
     The software verifies data values are of a correct format and lists any data errors (an invalid date, for example).
     The software automatically calculates a maturity/review/tickler file reporting date.
     Current accumulated and book value for existing records can be preserved or calculated by the system.

Our clients use the import feature in a variety of ways.
     Some maintain all records in a spreadsheet and always import their entire file for accounting reports.
     Many converted all their spreadsheet records and now use the Editing screen to enter new and edit records.
     Some converted and now add (append) new records to the software, such as on a monthly basis.
          New records come to them in a file(s):
               Created at branch sites.
               From their Accounts Payable (A/P) department.

We can also import and convert an Excel file at no charge.

Distribute monthly expense for one or more records to multiple multiple branch, cost, revenue and other centers using one or more Allocation Methods maintained in the software.

Use one Method. Use many methods. Assign each Method a name that is meaningful to you, perhaps "SQ" to mean the Allocation Method is based on the amount of square feet occupied by a department. Or "EMP" to allocate using the number of employees in each branch.

Each Method contains your chart of account branch numbers (or cost/revenue center numbers or ....) along with the number of units each contains, such as square feet, employee count and even your own assigned percentage. Any type of numerical value including "1" to allocate the same amount to each branch (if you have 6 branches, the software will allocate 1/6th to each branch).

To allocate a record, merely replace the branch portion of a general ledger account number with the Method name. More than one record can use the same Method.

The system will calculate the percentage being allocated to each branch based on number of units and create multiple posting records, each for smaller amounts that add up to the original.

Monthly amortization and field change activity for each record

General ledger account posting
     History Audit Reports: Changes and Postings
     Create Trial Balance subsidiary listing and other reports from a History month file

Audit Reconciliation (see "Audit Recap" Topic for more detail)
     Reconciliation Report with Beginning Balances, Activity and Ending Balances from any Begin Month through any Ending Month
     Create this report for audits and examinations in a matter of seconds

Notes History
     View and report notes for records as they existed as of the History/archived month

Generate your auditor's reconciliation worksheet in a matter of seconds.
Or utilize this feature to help pinpoint an out-of-balance condition

Select a time period, typically 12 months (can also be run for other periods including a single month)
Generate a report for the requested period displaying
     Beginning of period balances
     Monthly activity consisting of
         + New records (cost) added during that month
             including +/- Adjustments due to additional costs, partial refunds for a record
         - Amortization expense
         = Ending Book Value for the month
     Summary recap of all monthly activity during the period

The report can be run
     For all general ledger accounts
     For selected general ledger accounts or a single account
     For all records or selected records only
     With detail (records) and account number subtotals or subtotals only
     For past and future period projections

     This report is included with the History Feature
     (We recommend also including the Additional Feature "Additional Reporting" for exporting reports to Excel)

Records are normally edited using the software's setup/edit screen, either one record at a time or in sequential order.
The editing screen:
          Performs data value testing
          Displays an immediate amortization schedule

But there may be times when you'd prefer to use Excel.
This 3 step option allows you to:
     1) Copy the master file to a spreadsheet, such as Excel.
     2) Edit records using all of the spreadsheet functions.
               Edit records
               Add records
               Delete records
               Fill down
               Sort
               Other Excel capabilities
     3) Copy records from the spreadsheet and paste back to/as the revised master file.
               The software verifies all data values and relationships, such as dates, are valid and compatible.

Periodic
     •  Monthly (system default)
     •  Bi-monthly
     •  Quarterly
     •  Tri-annual
     •  Semi-annual
     •  Annual

Odd periods
     •  Irregular frequencies (e.g. take 20% in months 1 and 2, then nothing for 6 months, then 40% and 20%)
     •  Pre-determined amounts (e.g. take $10,000 in month 1, then $5,000 and then $2,000 each month for remainder of term)
     •  Send amortization schedule to person requesting the above and verify results

Consumption
     Recognize bulk items, such as ink cartridges, stationery, marketing material and
     other prepaid inventory based upon each month's consumption (or zero).
               Monthly expense = consumption count / original inventory count * Cost.
               Book value corresponds to remaining inventory count (also provided by the software).
               Remaining terms can be shortened if inventory is exhausted beforehand.
               Remaining terms can be lengthened to account for a remaining inventory.
         Also applicable for retainers and other prepaids where monthly usage is unknown at setup time.  Enter as it becomes known.
         Consumption can be entered as count, hours (e.g. professional retainer), percentages, dollar amounts, other numerical units.

We can modify the software to meet specific needs

Please contact us at 1-800-245-8444 to discuss any special requirements you have






 Features
•  No monthly close out
•  No end of year chores
•  Post "as of" any month with "undo" for errors or omissions
•  Span calendar and fiscal years
•  Amortize expense over 1 - 999 months or actual days
•  Other amortization methods, date-to-date terms
•  Defer amortizing to future month
•  Capture prior month(s) amortization
•  Audit year 12 month, multi-column recap
•  Instant amortization schedules
 •  Balance sheet reconciliation
•  General ledger transaction posting file
•  Records retention
•  Adjustment screen for changes during term
•  Allocation to multiple cost centers
•  Month by month expense projections
•  Tickler review/renew date calculation
•  Paper reports or go electronic
•  PC, laptop, workstations and network sharing systems
•  1-800 and email support		 •  Report filters
•  Graphing functions
•  My Subtotals report
•  Type classification
•  Vendor reporting
•  Date range reporting
•  Export records and reports to Adobe and Excel
•  User defined allocation methods
•  Enter records and/or import records
•  Documentation, Help, Tips



Reports
Run.  Rerun.  Any time.  Any month. 
     View
     Send to printer
     Send to Adobe
     Send to Excel

  

"Thank you so much for your help.
It’s so refreshing to talk to someone who understands!"
               Oakland, CA

  "Thanks for your help today.  We imported all of our records and current balances without a problem.
  Your software is as advertised and will be most useful."
               Houston, TX

 







    
Meets requirements for

    GAAP
               Record keeping, amortization schedules, subsidiary ledger, journal voucher, annual recap and more.
    AICPA
               Many of our clients are CPA firms importing client records from Excel to prepare monthly financial accounting reports.
     SOX - Sarbanes Oxley
               History archiving electronically preserves all reports for recall at any future date.



Available as

     BASIC SYSTEM
               Monthly amortization and reports which satisfy the need of most clients.
     ADDITIONAL MODULES
               For clients requiring one or more specific functions such as allocating amortized expense to multiple branches.
     CLIENT MODULES
               Solutions for a unique need in your operation.
               For more information on a Client Module email Support@fdssi.com or call 1-800-245-8444



General Ledger Posting Files for ANY general ledger system using ANY chart of accounts
     Excel (cells formatted to your data specs)
     In house, core system
     Service bureau
     Fiserv
     Quickbooks
     JDE  (preserve leading and trailing zeroes in account numbers)
     SAGE
     Other general ledger systems
     Support any format:
               Multiple columns.  Dots.  Dashes.  Split values.  Trailing zeroes.  Disk file.  Worksheet.  D/C.  Signed.  (Credits).  Fixed length.  Tab delimited ....     
               We provide or create ANY format for ANY general ledger system at no additional charge.
 










  Price page and free demo  ....


PRICE PAGE with FREE DEMO
Click to open and view Price page
Download a free demo from the Price page which includes:
     •  A live version of the software
     •  Sample records
     •  Run reports
     •  Add some of your records and rerun reports.   If you order the software you can keep whatever records you entered or start out fresh.

     Questions about your needs?
          Call 1-800-245-8444 or email  Support@fdssi.com









Basic System consists of these features

Records:
Amortization and monthly reporting.

Add records in any order.
     Sort list by any column value

Book values.
     Preserve current book values or
     Software can calculate records current from original begin dates

New record:
     Capture prior months expense if set up late.
     Defer amortizing to a future "in service" future month.
     Data validation:
          A date must be a valid date
          A dollar amount must be a valid number

Instant amortization schedule
     Helps prevent set-up errors by seeing "what" will occur each month over desired term.

Adjustment screen with single step entry to:
     Increase cost, such as additional charges during term
     Decrease cost, such as partial refund during term
     Change remaining term
     Write-off this month

Edit other values at any time.

Delete old records:
     Sort by book value
     Delete 0.00 book values in a single step

Supports any chart of accounts:
     General ledger base accounts, branch, department and cost centers ....

Calculation methods supported at the record level:
     Straight line 30 day financial months
     Half month convention
     Date to date actual calendar days, including half month convention
     Accelerated sum of the years digits (rule of 78's for any term)





Reports:
"2 click" monthly reporting.
     Generate a report stream with two clicks of the mouse
     No monthly close out required.

General ledger subsidiary ledger trial balance:
     Records sorted and grouped by general ledger accounts.

Debit and credit Journal Voucher postings
     General ledger subtotal level or individual posting for each record

General ledger base accounts, branch, department, cost and revenue centers ....

Calculations for future time periods

New records report
     Additions for any time period, such as year to date, grouped by general ledger account

Review date
     Automatic Review/Maturity date calculation with tickler report

MySubtotals report
    Group and subtotal records by any field value

Filters:
     Create selective reports using field and date filters

 










Modular pricing.
Add one or more of these available features ....



Import records from Excel and other spreadsheets
Automatically add records from another source to the software.
     Import dozens, hundreds or thousands of records.
     The software verifies data values are of a correct format and lists any data errors (an invalid date, for example).
     The software automatically calculates a maturity/review/tickler file reporting date.
     Current accumulated and book value for existing records can be preserved or calculated by the system.

Our clients use the import feature in a variety of ways.
     Some maintain all records in a spreadsheet and always import their entire file for accounting reports.
     Many converted all their spreadsheet records and now use the Editing screen to enter new and edit records.
     Some converted and now add (append) new records to the software, such as on a monthly basis.
          New records come to them in a file(s):
               Created at branch sites.
               From their Accounts Payable (A/P) department.

We can also import and convert an Excel file at no charge.







Upload posting file with journal entries to update the general ledger
Creation of a General ledger upload posting file.

File output
     Disk file plus
     Output display with ability to copy posting file columns and paste to Excel

Posting transactions can consist of
     Individual records or
     Subtotals at the general ledger account number summary level

The system comes with a standard 4 column upload format in both a disk file and for exporting to Excel.
     If a format is not already supported, we will create a format to update ANY general ledger system.  At no charge.







Additional Reporting
Type, Vendor and Link fields for user defined values'

MyReports:
     Create and retain user defined sort and subtotal values

Description files:
     General ledger account names, Type codes, Vendor code names

Export:
     Automatically format and populate Excel with reports
    Automatically format and populate Adobe .pdf file

Notes:
     Maintain and report Notes pertaining to individual records

Graphs
     Graph field values
     View graph. Print. Copy data, paste to Excel and insert graph.







History Archive - Retrieve any report from any prior month
Monthly amortization and field change activity for each record.

General ledger account posting
     History Audit Reports: Changes and Postings
     Trial Balance and other reports created from a History month file

Audit Recon
     Reconciliation Report with Beginning Balances, Activity and Ending Balances form any Begin Month through any Ending Month

Notes History
     View and report notes for records as they existed as of the History/archived month







Edit records using Excel
Records are normally edited using the software's setup/edit screen, either one record at a time or in sequential order.
The editing screen:
          Performs data value testing
          Displays an immediate amortization schedule.

But there may be times when you'd prefer to use Excel.

This 3 step procedure allows you to:
     1) Copy the master file to a spreadsheet, such as Excel.

     2) Edit records using all of the spreadsheet functions.
               Edit records
               Add new records
               Delete records
               Fill down
               Sort
               Other Excel capabilities

     3) Copy entire spreadsheet and paste back to/as the revised master file.
               The software verifies all data values and relationships, such as dates, are valid and compatible.







Allocate amortized expense
Distribute one or more general ledger posting amounts to multiple branch, cost, revenue and other centers using one or more Allocation Methods maintained in the software.

You assign each Method a name that is meaningful to you, perhaps "SQ" to mean the Allocation Method is based on the amount of square feet occupied by a department.
Or "EMP" to allocate using the number of employees in each branch.

Each Method contains your chart of account branch numbers (or cost/revenue center numbers or ....) along with the number of units each contains, such as square feet, employee count and even your own assigned percentage. Any type of numerical values. To allocate a record, merely replace the branch portion of a general ledger account number with the Method name. The system will calculate the percentage being allocated to each branch based on number of units and create multiple posting records, each for smaller amounts that add up to the original.







User defined Alternative Recognition Methods
Periodic
     •  Monthly (system default)
     •  Bi-monthly
     •  Quarterly
     •  Tri-annual
     •  Semi-annual
     •  Annual

Odd periods
     •  Irregular frequencies (e.g. take 20% in months 1 and 2, then nothing for 6 months, then 40% and 20%)
     •  Pre-determined amounts (e.g. take $10,000 in month 1, then $5,000 and then $2,000 each month for remainder of term)
     •  Units other than % or $ with ability to adjust estimates during term

Consumption with Inventory Control
     •  Amortize bulk items, such as ink cartridges, stationery, marketing material and other prepaid inventory based upon each month's consumption (or zero).
               Monthly expense = consumption count / original inventory count * Cost.
               Book value corresponds to remaining inventory count (also provided by the software).
               Remaining terms:
                    Shorten remaining term if inventory is exhausted beforehand.
                    Extend remaining term to account for a remaining inventory.
         Also applicable for retainers and other prepaids where monthly usage is unknown at setup time.  Enter as it becomes known.
         Consumption can be entered as count, hours (e.g. professional retainer), percentages, dollar amounts, other numerical units.
 










  Price page and free demo  ....


PRICE PAGE with FREE DEMO
Click to open and view Price page
Download a free demo from the Price page which includes:
     •  A live version of the software
     •  Sample records
     •  Run reports
     •  Add some of your records and rerun reports.   If you order the software you can keep whatever records you entered or start out fresh.

Pressed for time?
     •  Send us your existing records in an Excel file.
     •  Preserve current book values.
     •  We'll import the file, convert your records and provide a turnkey system at no additional charge.
     Request more information  Support@fdssi.com   or  1-800-245-8444


Sample Reports Packet

Request a free software overview containing:
     Sample reports
     Screen images
     Price
Mention any "must have" features and we'll include them with the samples.

Send request to Support@fdssi.com
      
















About us:
  •  On the Internet since 1995
  •  Our market niche is Amortization Software
  •  First page rankings on Google and Bing






1-800-245-8444











Administrative reports

     New records: List new records for the month, Y-T-D and other time periods

     Maturity/Review date:  A tickler file showing records that are nearing the end of their term

     Vendors:  If desired, add vendor name or code and get a list of total cost for each vendor

     Type:  If desired, assign a type code to group records for desired purpose other than expense account

     Link:  If desired, tie records together by a common purpose, such as all IT and other department costs

     Alpha:  Alphabetical listing of records in description order

     Filters:  Alpha and monetary values, dates and date ranges
               Select all records for a report or
               Use one or more filters to only included specific records, such as cost > $1,000.00

     Reconciliation: Beginning balances, new records, amortization, ending balances for month, year

     MySubtotals:  Filter and obtain records and subtotals sorted by selected values on the fly

     MyReports:  Create and retain reports, filters and sorted subtotals you need for repetitive runs

     Records only or Subtotals only:  Run reports with or without individual records for "Totals only" (shorter report)

     Amortization periods:  Expense plus ending book values for 1 month, range of months, entire year

     Columns:  Expense for multiple months, entire year, displayed in multiple monthly columns, past or future

     With reports:
                View on screen
                Send to printer
                Export to Excel
                    A great way to respond to a request from your boss
                    Or export all or filtered records and do whatever reporting you want in Excel
                Export to Adobe
 








  Price page and free demo  ....


PRICE PAGE with FREE DEMO
Click to open and view Price page
Download a free demo from the Price page which includes:
     •  A live version of the software
     •  Sample records
     •  Run reports
     •  Add some of your records and rerun reports








More features



Exception handling
     Defer amortizing a new record to a future "in service" begin date
     Catch-up and include prior month(s) expense this month if not entered on time
     Extend term, shorten, write-off at any time
     Eliminate problems with additional payments, partial refunds using an adjustment entry screen
     Recurring items, fixed or variable amounts




Method 6 - Recognize an amount each month as a user defined:
     % percentage, $ dollar figure, inventory consumption, retainer fees used ....
     Known and unknown amounts.  Change anticipated to actual when known.
     A great way to track and expense prepaid inventory cost AND count!




Custom Coding
     Unique requirement?
     Special type of records?  Amortization?  Allocation?  Reporting?
     We offer custom coding services.
     More info  Support@fdssi.com  




Client Accounting:
     Generate income.
     Enter client records to the software or import entire file from Excel.
     Run monthly amortization and balancing reports.
     Export to Excel and Adobe









General ledger files


Debit and credit postings to update ANY General Ledger System at no additional charge ....

A default general ledger layout comes with the software.
If yours is different, we will match your layout including requirements such as:
     File type
                 Core system, in-house, service bureau, commercial software
                 As a disk file or copy/paste
                 Tab-delimited (often for Excel)
                 Fixed length
                 Variable length
                 Csv, txt, xlsx, other delimiters, other requirements
     Header record, if required
                 Descriptive headings
                 Company/customer identifier
                 Single or multiple lines
     Posting transaction layout:
                 Db and Cr designators as D and C, signed amounts, 1 and 2, other values
                 Date formats
                 Account number splitting into separate columns
                 If this, then that testing
                 Table lookup
                 $ postings as:
                      General ledger account number summaries or
                      Each individual record's amount and description
     Trailer record(s), if required
                 End of file marker
                 File contents, count, amount
     Other requirements

Simply tell or show us what you need
We will provide an example prior to any commitment on your part
There is no charge involved because this has been a big selling feature of our software since 1995


Format and Document External Postings, too!
The software includes a stand-alone program to format postings from external sources.
     •  Copy and paste transactions from an Excel file, such as daily journal entries plus
     •  Copy and paste transactions which were output from another software application
Paste three columns to a designated screen:
     •  Account Number
     •  Amount (+/-)
     •  Description
The program will:
     •  Prepare a Journal Voucher with debit and credit columns as your source document and
     •  Format transactions for uploading to your general ledger system
   











  Price page and free demo  ....


PRICE PAGE with FREE DEMO
Click to open and view Price page
Download a free demo from the Price page which includes:
     •  A live version of the software
     •  Sample records
     •  Run reports
     •  Add some of your records and rerun reports










CPA, client accounting firms ....
Utilize the software's Import and Export features
     Import an Excel file with client records to the software at any time
            Service one client or
            Multiple clients
     Generate all monthly accounting reports
     Export reports to Excel or Adobe
     Process accounting functions and/or send reports file to client
     Import client file, generate all reports, export in a matter of seconds
 









Price ....

Click to open and view  Price page
Evaluate the software with a free demo available on price page.
       The demo is the live software and any records added can be rolled into a permanent system.



Questions? 1-800-245-8444 or
email Support@fdssi.com

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Managing your records
     •  From within the software ....
               Add existing and new records using a data input screen with user assigned default values
               Instant amortization schedule helps verify data was entered correctly
               Edit records at any time for any purpose
               Adjust a record during the amortization term due to
                              Additional funding
                              Partial refunds
                              Early write-off
               Easily delete fully amortized records when you decide to purge the file
               No end-of-year chores, carry forward problems, file initialization ....

     •  Import records, too - several options
               Import records from a worksheet once, as a conversion
               Import all records every month
               Import new records each month

     •  Export records and reports to Excel and Adobe
  




First month's expense for a new record
Full and partial month recognition choices at the record level
     • Recognize entire month (default)
     • Utilize Half Month convention
     • Recognize actual remaining days in month. 9, 23, 4 ....
     • Defer recognizing until a future "in service" month
     • Include prior month(s) amortization if the record should have been set up a month or two ago


Existing records
     •  Preserve current book values or have the software calculate them
  




Single step monthly processing
     •  Expense amortization for the desired month - current, previous, other
                    Direct postings as well as branch, department, cost center accounts

     •  Subsidiary listing with subtotals for all expense and asset accounts
                    Supports any chart of accounts
                    Post to direct accounts and
                    Post to branch, department, cost center accounts

     •  Journal voucher with debit, credit column recap
                    Subtotals level or
                    At the record level
     •  Upload posting file for importing to any general ledger system

     •  Send reports to screen, local or network printer, Adobe.  Export to Excel.

     •  Find a big mistake?  Forgot to enter some records?
                    Simply fix the problem and rerun the reports.
                    Already updated the general ledger?
                              Run "Reversal" to undo.
                              Then fix the problem and rerun monthly reports.
  




Amortization Methods
     •  Multiple amortization methods assigned at the record level:
               30 day financial months (default method)
               365/366 actual days in each month
               Half month convention
               Sum-of-the-years-digits for accelerated recognition up front
               Daily amortization, days, weekly, 4-4-5, quarterly and other periods amortization software

     •  User defined recognition methods:
               Variable monthly percentage, such as 14% the first month, 11.25% the second month ....
               Specific dollar amounts each month, such as $400 the first month, $525 the second month ....
               Inventory take-down and others, where monthly recognition is cost X (number of units consumed / total beginning units)
  




Amortization Terms - Months or Days
    •  Assign an amortization term at the record level:
               1 month through 999 months (default term is 12 months)
               Partial months
               Actual date to any date period  (e.g., April 12th to June 6th = 19/55 days, 31/55 days, 5/55 days)
               Recurring amounts, fixed or variable

     •  Adjusting a term - single step procedure
               Use the record Adjustment screen to change the remaining term to any shorter or longer term

     •  Cancel, stop amortizing or write-off a record - single step procedure
               Use the record Adjustment screen and change the remaining term to 1 month
               The system will recognize remaining book value in full
  
 



Additional reporting capabilities
     •  Reconciliation Report, Auditor's Worksheet
                    Any month.  Range of months.  Entire year.
                    Columns:  Beginning balances plus New records minus Amortization equals Ending Balances
     •  Administrative reports with filter capabilities for internal purposes
     •  Tickler, review date reporting
     •  Vendor totals reporting
     •  Type, expense category reporting
     •  Consolidation totals regardless of expense account by project or purpose categories, such as IT
     •  User defined reports with subtotals at any level
     •  Expense, accumulated and book value (3 columns per month)
                    For a range of months prior or future months
                    For entire calendar or fiscal year
  




Retrieve old reports
     •  The system creates a historical archive file each month
     •  Run any report from any month and year at any time in the future
     •  A great tool to have during audits and examinations
  




Allocate (distribute) monthly expense
     •  Allocate one or more selected records
     •  Distribute amortized expense for one or more records to multiple branch, cost center accounts
     •  Use one or multiple allocation methods
  




Edit records using Excel (or another spreadsheet program)
Records are normally edited one at a time using the software's setup/edit screen.
     Among other features, the editing screen performs data value testing and produces an immediate amortization schedule.
This 3 step spreadsheet editing option allows you to:
     1) Copy the master file to a spreadsheet, such as Excel.
     2) Edit records using all of the spreadsheet functions, such as fill down.
          You can can also add and delete records.
     3) Copy records from the spreadsheet and paste back to/as the revised master file.










PRICE PAGE with FREE DEMO
Click to open and view Price page
     Try a free demo, also available on the price page
               Download the free demo right now to get a feel for how the software operates.
               The demo is the live software and can be rolled into a permanent system.




OTHER VERSIONS
We also offer other versions of the software.
If you need something you don't see, please contact us with your requirements
and we'll let you know whether or not they can be met.
     Email  Other versions of the software






 




 

GENERAL LEDGER
     •  Supports any general ledger chart of accounts
     •  Supports direct posting to accounts and allocation to multiple cost center accounts
     •  Creates an upload posting file for any general ledger system
     •  The software can "break apart" account numbers and place specific portions into different columns.



DIRECT POSTING
     •  Monthly amortization can be posted to direct expense accounts



ALLOCATION - COST ACCOUNTING
     •  Monthly amortization for one or multiple records can be distributed to:
               Branch accounts
               Department accounts
               Cost center accounts
               Other internal designations

     •  Distribute amortized expense using:
               One allocation method
               Multiple allocation methods

     •  Define your own allocation methods, such as but not limited to:
               Branch, department, cost center count wherein each receives the same expense portion.
                         Create a single record for an expense to be distributed among branches.
                         If 5 branches, each receives 1/5 of monthly amortized expense.
               Participating branch, department, cost centers wherein only some receive a portion.
               Percentage.  Assign varying percentages to be allocated to each.
               Square feet, such as allocating to departments based upon space occupied.
               Employee count, wherein allocation is assigned based upon number of employees.
               Workstation count, allowing IT expenses to be allocated based upon assigned equipment.
               Other user defined allocation methods.

     •  A branch, department or cost center can be located anywhere within your account number.

     •  Assign an allocation method within the expense account number at the record level.
               An allocation method can be assigned to multiple records.

     •  The software replaces a method with as many branch, department, cost centers assigned to the method.
         Examples:  4000-MMMM might become 4000-0001, 4000-0002, 4000-0003 ....
                           01-MM-1655 might become 01-01-1655, 01-02-1655, 01-03-1655 ....
                           MMM8888 might become 0048888, 0078888, 0258888 ....
 











                                                                        REPORTS  LISTING


General ledger reports:
     •  Monthly Posting Report Stream: Trial Balance Subsidiary Listing + Journal Voucher + General Ledger Posting File
     •  Monthly Posting short version: Journal Voucher + General Ledger Posting File
     •  Trial Balance Subsidiary Listing: Group and subtotal by General Ledger Expense within Prepaid Asset Accounts
     •  Multiple Months: Expense Amortization for prior or future periods such as two months, a quarter, full year and other date ranges


Reconciliation reports for asset and expense accounts - 1 to 12 month range:
     •  History Audit Report: Posting activity for a range of months, including Reconciliation for the period
             Beginning balances, plus new records cost, minus amortization expense, plus or minus adjustments = Ending Balances
             Automatically create the annual schedule utilized by your CPA auditor in a matter of seconds.  Export to Excel.
     •  History Audit Report: Changes that would impact general ledger reconciliation


Administrative reports - Standard data:
     •  My Subtotals: Trial Balance Subsidiary Listing with subtotals for one or multiple sort values
     •  Special Reports: Create a one-time report containing records meeting specific date and other field value filters
     •  My Reports: Create reports to be run on a repetitive basis using your selection and subtotal requirements
               Example: Create a monthly report containing new records with cost greater than $2,000.00. Or Terms greater than 12 months.
     •  New Records Report: Records with Begin Date falling within a date range
     •  Review/Maturing Report: Records with Review/Maturity Date (calculated by the software) falling within the current or future month
     •  Method Report: Group and total by Calculation Method
     •  Alpha Report: List Records alphabetically by Description
               Calculate expense and balances for a month or multiple months. Export to Excel for internal/external purposes.


Administrative reports - User defined, optional entry data:
     •  Type Code Report: Group and subtotal by Type Code
     •  Record Link Key Report: Group and subtotal by Record Link Key
               Group and subtotal records based upon a common bond such as a special project
     •  Vendor Code Report: Group and subtotal by Vendor Code or Name


Allocation report:
     •  The system can distribute amortization expense for selected records to multiple branch, cost center accounts.
     •  The Allocation Report provides a detailed listing as to exactly how expense for each was distributed.


With reports:
     •  View on screen
     •  Send to local or network printer
     •  Send to Adobe
     •  Send to Excel










                                            ABOUT REPORTS

•  Include all records or use filters to select only the records you want

•  Subtotal on any value, multiple values

•  Amortized expense, book values and totals.  Any month.  Any year.  Any period.

•  Calculate expense amortization and book values for multiple months, an entire year.
          Display monthly expense in a single column or multiple, month by month columns.

•  View reports

•  Send to local or network printer



                              EXPORT DATA and REPORTS

•  EXCEL - Export to Excel - format and populate a worksheet with a single click

•  ADOBE - Archive to Adobe, create a .pdf file with a single click



                               COPY DATA and REPORTS

•  Use the Copy feature to copy and paste reports elsewhere

•  Copy also creates a Tab-Delimited text file which can be imported to other programs

 









                    Options for existing records and book values
Option 1
               Preserve existing book values.
               No need for any adjusting journal entries.
Option 2
               Calculate prior and current book values.
               The software can amortize costs from original dates.
Option 3
               Begin amortizing from an "as of" date.
               Typically the beginning of a calendar or fiscal year using prior EOY balances.


                    Options for managing records
Option 1
               Enter records directly into the software.
               An easy to use setup screen and documentation guide you.
               View an instant amortization schedule verifying what was entered.
Option 2
               Import Excel records once.
               Import one or more worksheets as a conversion to the software.
Option 3
               Always import all records from an Excel worksheet.
               Maintain records in Excel.
               Import to the software at any time for monthly amortization and reporting.
Option 4
               Combinations of the above.
               Enter records to the software.  Import new records from Excel.
 

Amortization and reporting for
     •  Your records
     •  Subsidiary records
     •  Client records - Maintain or import client records from Excel.
        Amortize records and provide a monthly set of reports in Adobe or Excel.
 



  Prepaid expenses amortization
  •  Enter records to the software and
  •  Import records from Excel









"We have been using your software for some time.  This system has always been so easy to utilize and we really appreciate the level of detail in the reports."
               North Carolina



 











Custom

The software can be modified to meet the needs of a specific client.

Modifications typically fall into these areas:
     •  Importing, scrubbing files and records to the software
     •  Unique subtotals and totals
     •  Special reports
     •  Exporting records, reports, other results to Excel

For more information about customizing, email  Support@fdssi.com
 
 




 











Need a specific answer?
email (modify) any of these questions initially posed by our clients
     NETWORKS:  We have several people who need to be able to access the software.  What is the maximum ....
     MY CLIENTS:  I'm a CPA who needs to amortize records for my clients each month and send them ....
     RECONCILIATION:  I need to reconcile general ledger accounts covering the period  ....
     AMORTIZATION METHODS:  In addition to 30 day financial months, I want to amortize some records using ....
     AUDIT:  Is there a way to verify monthly amortization results?   I need to be able to ....
     ODD TERMS:  I have some records with relatively short terms that need to begin amortizing as of specific dates for terms of ....
     EXCEL:  My records are in Excel and I need to keep using my worksheet(s) for ....
     ALLOCATION:  Will your software distribute monthly expense for some records to multiple cost centers using these allocation methods ....
     PURPOSE TOTALS:  Can I get a report linking the cost of records with totals by purpose, such as IT expense or  ....
     BIG FILES:  We have more than four hundred thousand records to amortize each month and need an easy way to ....
     4+4+5:  We are on a 13 week accounting basis.  Amortization posting for each period must cover ....
     DAILY AMORTIZATION:  Can your software amortize records for a single day?  For a couple of days?  For ....
     CUSTOM:  Can you customize the software to ....
     MY REPORTS:  I want to be able to create some of my own reports using Excel, such as ....
     Or, just ask a question ....









                                      HANDY FEATURES

Delete:
An easy process to use whenever you want to clear out old records.
     •  Sort records by current Book Value.
     •  Records with a 0.00 Book Value will be at the top of the listing.
     •  Select some or all with a Book Value of 0.00.
     •  Selected records will be deleted in a single step.


Quick Totals:
Let's say you just added a bunch of new records.
Are you in balance with your general ledger?
Run Quick Totals:
     •  Select totals by Prepaid Asset Accounts.
     •  Old records:  Book Value will be as of prior month end.
     •  New records:  Book Value will be Cost.
     •  The system will combine both into a single Total amount.
     •  Each Prepaid Asset Account Total on the report should tie to the general ledger.


My Subtotals Report:
Generate an amortization report as of any month.
     •  Select all records or use filters to limit which should appear on the report.
     •  Generate subtotals for up to five (5) different values.
     •  The report can include records or, for a shorter report, subtotal rows only.
Example 1:
     •  Select all records with a Begin Date on or after the 1st of the year.
     •  Sort records by Begin Month.
     •  Obtain Cost subtotals for each month. 
Example 2:
     •  Select all records with a remaining Book Value greater than $5,000.00.
     •  Sort records by Prepaid Asset account.
     •  Obtain Book Value subtotals for each Prepaid Asset account.


Export to Excel:
Perhaps a My Subtotals Report (above) has to be sent to someone who requested it.
While viewing it or any other report,
     •  Click a single icon to populate a worksheet.
     •  The system automatically copies all columns and rows, formats a worksheet,
         then opens an Excel file with the formatted worksheet and data.
     •  Save the Excel file under any assigned name.
     •  If applicable, send the Excel file attached to an email.




 
 

 



PRICE PAGE with FREE DEMO
Click to open and view Price page
     Try a free demo, also available on the price page.
               Download the free demo right now to get a feel for how the software operates.
               The demo is the live software and can be rolled into a permanent system.




OTHER VERSIONS
We also offer other versions of the software.
If you need something you don't see, please contact us with your requirements
and we'll let you know whether or not they can be met.
     Email  Other versions of the software

 



 











 
 
 
 
 




 

 Client testimonials ....

  This is just a quick note to let you know that the software is up and running.
  More importantly, we love the software!
  Thank you so much for your help and we look forward to working with your company in the future.
               Hollywood, FL


  Thanks for your help today.  We imported all of our records and current balances without a problem.
  Your software is as advertised and will be most useful.
               Houston, TX


  We have been using your software for some time.
  This system has always been so easy to utilize and we really appreciate the level of detail in the reports.
               Albemarle, NC


  Thank you so much for your help.
  It’s so refreshing to talk to someone who understands! 
               Oakland, CA


  We just installed your software last month.
  The software has already saved me hours for forecasting models.
               Paducah, KY


  Thanks.
  Your customer service is fantastic!
  Have a great week.
               Redmond, WA








Why others chose our software ....

•  Customizing
   The needs of most clients can be met with capabilities and features already found within the software but
   some had us write special programming, reports or export routines to meet their unique requirements


•  Expense allocation
   Selectively distribute monthly amortized expense for a single record to multiple branch or cost center accounts


•  Reconciliation report
    Determine all changes to general ledger accounts for a month.  For entire audit year.


•  Single step adjustment screen
    Increase book value, decrease book value, change remaining term with a single entry


•  Defer amortization to an "in service" date
    Delay recognizing an expense until a future month (also, catch up for prior months if the record wasn't set up on time)


•  Export
   Copy all reports to Excel.  Copy all records or filtered (selected) records to Excel. 





Importing records from Excel

The software comes with complete record handling capabilities:
     Add, edit, delete records.
     List, sort, export and more.
     Nothing else is required to manage your data records.

Additionally, the software can import data from Excel and other spreadsheet files.
Importing allows you to add records from another source to the software.
     Import dozens, hundreds, even thousands of records.
     Import once as a conversion and/or
     Import on an ongoing basis.
          Always import your entire worksheet or
          Add new records from a file that was created at another source.
     The software verifies data values are of a correct format and lists any conflicts or errors.
          And automatically calculates a maturity/review/tickler file reporting date.
     Current accumulated and book value for existing records can be preserved or calculated by the system.

Importing a file is easy:
1) Copy an entire worksheet or highlight and select desired rows.
2) Click the Paste icon on the software's Import screen.
That's all it takes!
     An Import Table maintains worksheet Column Letter cell values.
          Example: "Description" might be your worksheet column "A" or "C" or ....
          An option switch allows you to replace all existing records or add (append) new records.
          The "Copy from" source can be an Excel worksheet, other spreadsheet program or any tab-delimited file.







Reports

Full set of accounting and managerial reports:
     - Trial Balance
          Subtotals and report totals for count and amount
     - Journal Voucher
          Undo. Reverse a previously created debit/credit upload posting file
     - New records report
          For the prior month, year to date or other time period
     - Maturity/Review date report (tickler file)
          Which records will finish their term this month, next month or other time period
     - Type report by user defined codes
     - Vendor report by user defined codes
     - Record link report (aggregate records by a common purpose)
     - Alpha list of records in Description order
     - Description files to provide meaningful information at report subtotal levels:
          • General ledger chart of account names
          • Type codes
          • Vendor codes
          • Record link codes
          • Enter descriptions into the software or copy/paste from another source.
     - Apply filters, date selections and set calculation month, range of months and year end periods
     - Export reports
          Copy and paste any report to a spreadsheet
          Copy column headings, records, calculated values and subtotals

User defined reports:
     - MySubtotals report
           Filter and group by selected fields on the fly
     - MyReports
          Create and retain your own commonly used reports
     - Records only
          Create a file amortized for any period consisting of all or filtered records
     - View, print, export reports to Excel







On Demand Reports

Calculate amortized results:
     As of any month or year end period
     For a range of future months
     For a historical month, range of months, entire fiscal year
Include:
     All records
     Selected records
     Select records using filters available for all fields and values
Sort and create subtotals on desired field values
     Examples:
     Report all records that will have a zero book value as of December 31st.
     Report all new records for the previous quarter with cost > $1,000.00.
     Report all records in three expense accounts, send report to Excel.







General ledger systems

Supports any chart of accounts.
Post as:
     Direct expense and
     Allocation:
     Monthly amortized expense for a record can be distributed to multiple expense accounts.
          •  Allocate using different methods:
                    You define each method
                    Percentage, square feet, number of employees, workstation count ....
          •  Allocated amounts flow into the journal voucher and posting file for automatically updating the general ledger

Format monthly postings as a:
     Disk file and
     Excel export. Standard worksheet format with ability to meet special column layout requirements at no extra charge
     ("break up" general ledger account into multiple columns, single or dual debit/credit columns, header row, other needs) 

General ledger posting ....
The software can format transactions for posting to any general ledger system.
Output to disk file, Excel worksheet, other.
          Columns and data layout in any order (including blank, filler and generated values)
          Transaction codes
          Prior month backdating (ex: post in May with effective date of April)
          Header, trailer and totals records
          Multiple debit, credit columns or a single column with credits identified by "-" or "( )"
          Undo (reversal)
Generate debit and credit transactions as:
     Summary totals for each general ledger account or
     Individual transactions for each record
Monthly amortization can be:
     A direct posting to an expense account or
     Allocated (distributed) to multiple general ledger cost center accounts
General ledger account numbers can be:
     Uploaded as entered or
     Split into multiple posting file columns in any order (account number, company code, cost center, department, region, sub coding ....)







Exception handling

Do you ever have to ....
     Increase or decrease the amount being amortized?
     The Adjustment Screen automatically handles additional payments and refunds.

Add a record that should have been added last month?
     Prior month expense for a record can be included with the current month.

Add a record that shouldn't begin amortizing right away?  Defer amortizing to a future date?
     An alternate begin date defers amortizing to a future "in service" month.

Change a term? Write off immediately?
     The Adjustment screen automatically handles these, too.

Allocate expense to several branches or departments?
     The Allocation module distributes expense using one or more methods.

Are you ever out of balance?
     The History Audit Report shows monthly changes to each general ledger account.






History - Automatic data and report archiving

Automatically created History archive files.
     •  No more searching for old reports.
     •  Recall any report for any month.
     •  View and print.
     •  Export - copy an entire report to a worksheet.
     •  History allows you to go paperless.

All text changes plus monetary adjustments are maintained in activity logs.
     History tracks any changes made in Excel import files, too!

Lifetime amortization schedules - past and projected - along with critical memo Notes.

Recall prior monthly general ledger expense and offset account postings.

History allows for reports to span multiple months.
     Copy 12 month fiscal year recap to a worksheet, email to your auditor.







Account reconciliation report - monthly, annual

Reconcile your prepaid asset accounts.  In seconds!
Reconciliation Report columns:
          Beginning balance for each record (the previous month ending balance)
          +  New record amount if the record was added during the period (Beginning balance would be zero)
          -  Amortized expense
          -  Partial refund if an adjustment was made, funds returned
          +  Additional receipts, partial increase
          =  Ending balance
                   Column totals for all records within each prepaid asset account
Out of balance?
     Simply compare the Reconciliation Report to your general ledger asset account activity.
     Run the report for a single general ledger account or all accounts.
Reconcile a single month or range of months.
Reconcile an entire year - great when auditors want to see annual changes to your prepaid asset accounts.






How our clients handled their existing records

  •  Some entered their records directly to the software, doing a "clean up" as they went along.

  •  Some imported and converted their records to the software from an Excel worksheet or other spreadsheet.

  •  Some imported and converted existing records. And, they continue to import new records each month
      from Excel worksheets created at branch sites.

  •  Some never converted.
     They began entering new records to the software and allowed existing records to finish amortizing the "old" way.

  •  Others never converted.
      They always import all of their existing plus newly added records to the software each month from Excel.






Supports all of these amortization recognition methods at the record level

  •  Straight line monthly, 30 day financial months (typical recognition method)

  •  Straight line monthly, actual days in month with start and end dates

  •  Half month convention

  •  Partial first month and or last month

  •  Time:  Hours, days ....
      Recognize professional and other prepaid fees and retainers by actual hours or other time
      periods (including zero) performed each month

  •  Dollars
     Assign the specific dollar amount (including zero) to be recognized each month in advance or as it becomes known

  •  Percent
     Assign the percentage  to be recognized each month (including zero) in advance or as it becomes known

  •  Count
     Inventory, office supplies - recognition is based upon monthly usage so book value represents actual value of items on hand
     If inventory count remains at the end of anticipated term, simply extend the term

  •  Products
     Recognize expense based upon the receipt of a prepaid product delivered over a staggered interval

  •  Services
     Recognize expense based upon the delivery of a prepaid service delivered over a staggered interval

  •  On demand
     Enter the amount you want to recognize this month based on external factors

  •  Frequency, non-monthly
     Recognize expense in certain months only, such as quarterly or any other calendar or fractional period

  •  Units, other
     Establish your own definition of units to determine monthly and non-monthly recognition

 





  Price page and free demo  ....

Click to open and view  Price page
Evaluate the software with a free demo available on price page.
       The demo is the live software and any records added can be rolled into a permanent system.


Excel template:
Request a free Excel template via email
     View information regarding records.
Free reports:
If desired, return the Excel template with two or three actual or sample records.
We'll import, generate and return the same file with a set of monthly reports.




  Customizing the software ....
Need something unique to your operation?
We wrote the software so we could modify it to meet client requirements,
typically through an import, export process:
     1)  IMPORT
               You import an Excel worksheet(s) containing your records.
               The software can modify data values.
               Perform "if this, then that" routines.
               Table lookup data assignments.
               Other requirements.
     2)  EXPORT
                Export calculations and reports to Excel.
                Export all or filtered records meeting your selection criteria.
                Modify data values during the export process.
                Specific column headings and column order.
                Other requirements you may have.

To find out more about customizing the software for your needs,
please contact us at your convenience.






More about the software ....

Monthly amortization and expense recognition for terms of 1 month up to 999 months
          Straight line, 30 day financial months
          Half month convention, 30 day financial months
          Partial month amortization, 365 actual days in each month
          Actual in-service date to date, 365 actual days in each month
          Alternative methods - percentages, designated dollar amounts, take down usage and more

•  New records:  Exceptions
          Defer amortizing a record until a future begin date
          Catch up amortization from a prior month(s) when not set up when it should have been

•  Amortizing records:  Adjustments during term
    Single step adjustment screen to handle changes during amortization term
          Increase or decrease amount being amortized at any time
          Write off the record immediately without deleting it
          Extend or shorten a term

•  Span calendar and fiscal amortization years
          Cross over EOM, EOY periods without doing anything
          No monthly or annual close-out involved
          Cross over EOM, EOY periods without doing anything
          No monthly or annual close-out involved

•  Historical archive reporting
          Generate any report from any prior month at any time

•  Prepaid Asset account reconciliation
          Compare balances and activity for one or more general ledger accounts over one or more months.
          Pinpoint any out-of-balance conditions.
               Beginning balances.  New additions.  Amortization.  Adjustments.  Ending balances.  Net activity.
          Audit schedule preparation.
               Provide detail activity from beginning of through end of calendar or fiscal year.

•  Audit and examination support
          1-800 and email assistance
          Many of our clients are CPA and accounting firms
                    Some import and calculate files for their clients

•  Allocation
          Post as direct expense and
          Allocate one/some/all records to multiple expense accounts - branch, cost center, department ....
                    Use a single or multiple user-defined methods

•  Multi-company operations
          Parent
          Subsidiaries
          Other relationships
          Same or different general ledger systems


Click.  Click.  All monthly reports with two mouse clicks!

•  Trial Balance report for reconciling to general ledger
     Supports any general ledger chart of accounts
     Records listed in date order with amortization calculations
     Subtotals for cost, monthly expense, accumulated and book value
     Subtotals provided for each:
          General ledger expense account including branch, department, other centers
          General ledger prepaid asset
     Report totals
          View and print:
          Records and subtotals
          Subtotals only

•  Journal Voucher debit and credit column posting source document
     Posting transactions can be:
          General ledger subtotals or
          Individual records
     Transactions can be created:
          For current or a previous month
          More than once
          As reversal entries (undo)

•  General ledger posting file
     Transactions can be formatted for any general ledger system
          Upload the file to your general ledger
          Paste contents to a spreadsheet or elsewhere

•  No close out required.
     Discover an error afterward? Merely fix and rerun.


About your existing records ....
Getting started ....
Three ways to address your existing records:
     1) Enter them directly into the software using the Editing screen.
          Afterward, enter new records using the same screen.
     2) Import Excel and other worksheet conversion data.
          Continue importing new records, too.
     3) Short on time?
          Send us a file and we'll convert your records.

Prior calculations      Preserve current Book Value and Accumulated.
     Or the software can recalculate everything in a consistent manner from the original date.

Import - How our clients use this feature:
     1) Most converted their spreadsheet records and now utilize the Editing screen.
     2) Some maintain all records in a spreadsheet and always import their entire file.
     3) Other clients converted, now use the Editing screen but also import new records:
     Files created at branch sites.
          Sent from their Accounts Payable (A/P) department.

Even if you inherited a junker file, your existing records can be converted to the software.
     Unique data conversion values can be incorporated, too.
     Be up and running with a solid system today!

Export, too.
     Copy any report and paste to a worksheet.
          Includes Book Value, Accumulated, Remaining Term
     Other calculated values "as of" any month.
     Copy all records.
     Use report filters to selectively choose and generate desired subtotals.


Features not found in many other systems ....
Easy to use set up screen with field entry documentation
     Plus, import data from Excel and other spreadsheets
Automatic Review/Maturity date calculation for tickler file reporting
System generated ID numbers. Or assign your own
Terms of 1 through 999 months
Maintain up to 99,999 records
     "How" the record will amortize is displayed as data is entered
Description, date, amount and term are the only items needed
Default values create new records quickly and consistently
Copy (dupe) an existing record - only change values that differ
     ( very handy when setting up renewals )
Copy a single field value from all existing values
Notes
     • Maintain important and other information about a record
     • View, print and even include Notes on a report
     • Retrieve old Notes from a prior month History file
Edit Several
     • Walk through records while editing
     • Advance to next or previous
Multiple amortization methods
     • Financial months
          All months have 30 days. Amortize an item evenly over 1 thru 999 months.
     • Actual days in each month. First and last can be partial months
          Amortize an item for the actual date to date "in-service" days.
     • Sum of the years digits
          Recognize greater amounts during earlier months, gradually taper down.
     • Non amortizing recurring expense, fixed or monthly variable
User defined codes for Vendor, Type and other reporting
     • Link records to aggregate by common purpose
     • Tables for meaningful subtotal descriptions, such as Vendor names
GAAP, AICPA, FASB compliant.


Calculate amortization for ANY month (expense and book values for a previous month, current month, future month, end of next year ....)
and ANY range of months (month by month expense and book values for any period - three months, an entire year, even longer)
at ANY time (now or "as of" now but five years down the road)
and generate ANY system report (standard, filtered, user defined)
to ANY output device (screen, printer, Excel worksheet or other spreadsheet)


A complete software system ....
     •  Enter records, edit records within the software.
          Import Excel, too.
               Unique option to convert worksheet records or always import and generate reports on demand.
     •  View, print, export reports.
     •  Direct post to general ledger accounts.  Allocate selected records to multiple centers.
     •  Upload posting file for any general ledger system.
          The software builds a posting file conforming to any column format, any file layout.  Undo reversal.
          Backdate entries to a prior month.


•  Data records
     - Enter, edit, add your accounting records to the software database using an input screen.
          • Immediate amortization schedule helps verify correct entry.
          • Documentation, screen Tips, dupe function, rollover/renew ability, posting history.
          • Notes. Log reasons for changing and other critical information regarding a specific record.
     - Defer - Postpone amortization to a future "in service" month.
     - Catch up - Include prior month(s) amortized expense in current month when setup was late.
     - Adjustment - Single step adjustment screen simplifies partial refund, additional payment,
       change to remaining term or immediate write off.
     - Your existing records - Retain current balance for existing records or the software can calculate from each begin date.


Applicable for these records and more ....
•  Prepaid expenses
•  Capitalized cost and other prepaid assets
•  Deferred charges
•  Insurance premiums for
     Hazard, fire, flood, auto, life, D&O, health, bonds, other
•  Maintenance agreements: Hardware, software, other
•  Office, building, branch supplies having a shelf life
•  Equipment and upgrades
•  Bond and investment premiums, discounts
•  Memberships, licenses, dues and subscriptions
•  Incorporation and set up charges
•  Professional service fees, retainers
•  Taxes, tangible and intangible, parcels, certificates
•  Advertising, marketing, promotional items
•  Loan charges, dealer reserves, indirect lending fees
•  Leases, rents, other prepaid occupancy and security costs
•  Leasehold improvements
•  Donations, gifts
•  Capitalized, fiduciary property upkeep
•  Other prepaid expenses and deferred charges
•  Recurring transactions
     Fixed amount
     Variable amount
•  Any amortizing record with a monthly debit and offsetting credit



•  Amortization methods at the record level ....
    1)  Straight line monthly
     -  30 day financial months
     -  Most commonly used
    2)  Accelerated
     -  More is taken during early months
    3)  Actual calendar days
     -  Amortization is from a start date to an ending date
     -  In-service, contractual term
     -  Full months
     -  Partial months
     -  Half month convention (first month only or first month and final month)
   4)  User defined Alternate methods
     -  Recognition based upon multiple factors


Allocate monthly amortization ....
Generally, monthly amortization is posted directly to a general ledger expense account.
If need be, the software can create posting transactions for a single record to multiple:
     Branch, department, RC, cost center accounts.

Allocate using one or more Methods defined by you, such as:
     - Same percentage to each cost center (evenly).
     - A specific fixed percentage.
     - Varying percentage, based on:
          Workstation count, employee count, department square feet, revenue stream, asset dollars, more.
     - Which centers are to participate in an allocation Method.
     - Virtually any number of different Methods for any purpose that can be expressed numerically.

Allocating is easy:
     - Merely substitute the cost center portion of a general ledger account number with a Method.
          Cost center identifiers can be of any length.
          They can be located at the beginning, middle or end of an account number.
     - A Method can even be shared among records having different base account numbers.

Audit trail:
     The system creates a report showing how each amount was allocated.


History and File Archiving ....
Never lose a report again:
     • Automatic record and report archiving for retrieval at a future date
     • Review all changes made (old value, new value) to a record during its entire term
     • View and print reports for any prior month and year.
Send reports to Excel. Email requested information to your CPA/auditor.
Span fiscal year - display general ledger annual expense for each month.
     • Go Electronic!
          Monthly history files allow you to print reports only when necessary.



Price ....

Click to open and view  Price page
Evaluate the software with a free demo available on price page.
       The demo is the live software and any records added can be rolled into a permanent system.



Questions? 1-800-245-8444 or
email Support@fdssi.com

 






 
Cost Accounting Amortization
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