Prepaid Expenses Software - Amortize expense over any term using multiple methods

Prepaid Expenses Software

General Ledger Posting Files for ANY general ledger system using ANY chart of accounts

Posting transactions can consist of:
     1) Expense debits and Prepaid Expense offset credits are subtotal amounts for each general ledger account.

     2) Expense debits are for EACH Prepaid Expense record. Offset credits are subtotal amounts for each general ledger account.

     3) Expense debits are for EACH Prepaid Expense record. Offset credit for EACH record.

Supports ANY general ledger import format:
       Multiple columns. Dots. Dashes. Split values. Leading zeroes. Trailing zeroes. Disk file.
     Worksheet. D/C. Signed. (Credits). Fixed length. Excel. Tab delimited. Comma delimited. Other delimiters.
       Split general ledger account numbers into multiple columns.
       Branches. Departments. Divisions. Types. Codes. Other user defined requirements.
       Expense distribution, splits, allocation to multiple general ledger accounts.
       We provide or create ANY format suitable for suitable for updating ANY general ledger system.

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

View our Client Accounting software for Excel files

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

Price page and free demo ....

PRICE PAGE with FREE DEMO
Click to open and view Price page which has a link to download a free demo zip file at any time.
The free demo includes:
     • A live version of the software
     • Sample records
     • Ability to run all reports

     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

Accrued Expenses
     Use the software to amortize anticipated funding amounts.
     Set up a future expense, such as real estate and other taxes, with a Begin Date and Term.
     Partial disbursement(s) during Term?
          Add a disbursement record. Assign it Amortization Method 4.
          Method 4 items do not post to the general ledger.
          They appear on the Trial Balance subsidiary listing as Negative Accumulated.
          Link each disbursement with its associated Accrual.
          The Record Links report will display the sum of (Accrued Expense Accumulated - Disbursement Accumulated) = Net amount yet to Fund.

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.

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

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

1-800-245-8444

Used by business, financial institutions, CPA firms, service industries, medical institutions and others.

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 ....

Click to open and view Price page which has a link to download a free demo zip file at any time.
The free demo includes:
     • A live version of the software
     • Sample records
     • Ability to run all reports

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