First Byte Corporation's Tax Accounting and Billing System (TABS) has been used successfully throughout New Jersey for more than ten years. TABS is designed to comply with all of the MOD IV property tax collection, accounting and billing requirements of the State of New Jersey and the New Jersey Municipal Tax Collector and has been reviewed and approved by the New Jersey Department of Community Affairs. TABS is designed to be utilized by both small and large New Jersey municipalities as a single user mode as well as true multi-user mode which permits multiple operators to utilize virtually all of the aspects of TABS at the same time.
TABS is an up-to-date, comprehensive software package. It was developed with operational simplicity in mind. With the assistance of several New Jersey Tax Collectors, we have designed TABS to permit local government professionals with almost no computer experience to take full advantage of all of its capability and wide selection of features. The following are some of the key features of TABS:
TABS has been designed to simplify and speed all aspects of daily Tax Department operations. We have streamlined such processes as the collection and posting of daily payments, the calculation of interest and late charges, account inquiries and interactive control of delinquent accounts and liens. All reports may be produced on an "on-demand¨ basis.
In order to simplify the daily, monthly, quarterly and annual reconciliation of the tax collector's records, TABS produces complete audit trails of all property master record changes as well as all financial postings. This capability provides the Tax Collector and Auditor with the resources to easily reconcile all financial and non-financial postings on a daily, monthly and annual basis.
TABS is driven by simple and concise data entry and inquiry screens. Even the most complex transactions can be handled through a single screen. Our comprehensive account inquiry screen provides information including the basic property record data and complete financial postings for both the current year and history years. Data retrieval is greatly simplified by offering access to data by account number, block and lot, owner name, property address and bank code.
TABS is complete with a full set of financial and supplemental reports. The on-demand reporting capabilities include the ability to produce a detailed ledger for single or multiple accounts and a comprehensive trial balance report that supports and simplifies the reconciliation of the system to the tax duplicate on a page by page basis.
We have provided the tax collector with the ability to maintain as many years of online detail history as may be desired. We provide full access to this history through both screen inquiry or hard copy reports.
TABS has the ability, at the tax collector's option, to actually print and post the annual property tax billing. TABS maintains all of the standard bank and mortgage company data in order to automatically sort printed bills and related reports by bank and mortgage company. Billing reports also provide the ability to reconcile to the tax duplicate on a page by page basis.
TABS has a very dynamic lien tracking system for both municipal and outside liens. This includes complete tax sale preparation and processing, plus on-screen and printed redemption worksheets. Only a single screen is required to either create or redeem a lien.
TABS includes the necessary programs to produce on-demand Delinquency and Title Lien reports as well as Delinquent Notices to be mailed to taxpayers.
The use of TABS may be substantially enhanced when used in conjunction with our Byte Municipal Revenue Collections Systems (MRCS) which integrates the use of an online cash register environment for the collection and posting of daily revenue receipts. Together, MRCS and TABS complete all postings with transactions being handled only once.
TABS also supports the ability to export data for special needs such as spreadsheet analysis, special mailings, labels and word processing.
Our ODBC interface allows for the information that is being maintained by TABS to be accessed by other ODBC compliant tools. This allows the re-use of this information in other applications such as property tax assessment, construction code enforcement, etc.
MRCS is designed to automate and simplify the daily collections of municipal revenue including property taxes, utility revenues, late charges and penalties, as well as all types of general municipal revenue. MRCS is designed to integrate, on a transaction by transaction basis, with First Byte's Tax Accounting and Billing System (TABS) and the Byte Utility Billing System (BUBS). Key features of MRCS include:
MRCS is a multi-purpose cash receipting system designed to handle over-the-counter and mail-in transactions in flexible single transaction and batch mode entry formats.
MRCS is designed to handle, within a single screen, collections of property taxes and utility billing, as well as general revenues which may be mixed within individual transactions.
MRCS is capable of handling and recording mixed-media payments (check, cash and/or credit card).
MRCS maintains a full, detailed transaction journal as well as an end-of-day reconciliation report including separate totals for payment type, bank account, revenue type and principal and interest.
MRCS provides automatic slip printer control for endorsing checks and validation of bills as well as optional integrated automatic cash-drawer.
Bar code scanners can easily be integrated to enhance the performance of MRCS.
MRCS may be utilized in a "free-standing¨ mode or in an "online" mode with direct access to FBC TABS or BUBS system and/or Utility Billing System to provide on-screen account validation plus crucial open balance and interest and penalty calculations during transaction entry.
Transactions that are entered through MRCS are captured to disk for automatic posting to accounts once the receipts have been proofed and certified. This feature virtually eliminates the need for "double posting¨ of individual transactions.
First Byte Corporation's Byte Utility Billing System (BUBS) has been successfully utilized throughout New Jersey for over ten years. BUBS is designed to fully comply with all New Jersey municipal, utility or authority utility billing and accounting requirements. BUBS is designed to be utilized by both small and large New Jersey municipalities in a single user mode as well as in a true multi-user mode which permits multiple operators to utilize virtually all of the aspects of BUBS at the same time.
BUBS is an up-to-date, comprehensive software package. It was developed with operational simplicity in mind. We have designed BUBS to permit local government professionals with almost no computer experience to take full advantage of all of its capability and wide selection of features. The following are some of the key features of BUBS:
BUBS is unique among utility billing systems due to its inherent flexibility. It is designed to readily adapt to the specific billing services, user classes and rate structure of the individual municipality, utility or authority. BUBS is also designed to facilitate the changing requirements of the user by allowing changes to the billing and service structure as needed. Therefore, the BUBS user is not forced to accept a predefined rigid utility billing format.
BUBS is designed to meet the needs of both small and large organizations. Due to its flexibility, it is also ideally suited to use where growth is a consideration.
BUBS can easily be interfaced with REMOTE AND ELECTRONIC METER READING systems, ONLINE CASH RECEIPTING (MRCS) as well as BAR CODING systems.
BUBS incorporates user definable services, rates, classes, penalty structures, grace periods and billing cycles.
BUBS includes complete audit trail listings of all financial postings, service changes, as well as owner/consumer information.
TSRI - TAX SALE RECORDING INTERFACE
ADD-ON MODULE FOR FBC'S TAX
ACCOUNTING & BILLING SYSTEMS
FEATURES AND BENEFITS:
Conducting your tax sale using TSRI completely automates all processes. Endless hours of preparation, recording and the possibility of errors is replaced by a highly organized and efficient process.
As a complementary module, TSRI is fully interactive with FBC's Tax System. Conducting a tax sale is reduced to four simple automated steps:
1. Load the tax sale information
2. Record the results as you conduct the sale
3. Print the results (by bidder and by parcel)
4. Post the results
For the purpose of conducting a property tax sale, FBC's Tax Sale Recording Interface contains the following functions:
TSRI imports sale information from the Tax Accounting & Billing Systems (TABS). This information consists of
current registered lien holders, the advertised tax parcels and amounts included in the sale.
TSRI allows new bidders to be registered and added at the sale. It organizes the presentation of the parcels being sold, and provides a means for recording the results of each parcel
At the conclusion of the tax sale, a consolidated receipt for each successful bidder is printed with details of all parcels and the amount to be paid for each.
TSRI includes automated transfer and posting of the recorded information within the TABS system. This includes the application of payments, transfer to lien, lien creation and the printing of lien certificates.
TSRI reduces staff overhead in preparing for and posting results of the tax sale. It improves verification of results, and speeds collection and deposit of monies. The increased efficiency provided by TSRI creates "positive" result for the municipality and attracts bidders.
PUBLIC FINANCE MANAGER
BUDGET MANAGEMENT SYSTEM
The Budget Management System has been designed specifically to satisfy the unique needs of government and non-profit organizations. Fully integrated and intuitive architecture automates the budget maintenance, accounts payable, and reporting functions. Designed for Microsoft Windows 95, 98, ME, and 2000 the system can function as a stand-alone single user system or as a multi-user system in a network environment. The Budget Management System features an intuitive user interface with interactive menus, context-sensitive help, multiple levels of user access, customizable grids for simplified data entry, and the ability to create templates for repetitive cash receipts and disbursements entries. Both sides of the public budget are supported through appropriation and revenue accounts. A fully customizable account structure is provided for use with alphanumeric account codes. Temporary budget amounts and transactions are stored separately for review and budget preparation. Contracts are supported as completely independent expenditure authorizations. Vendor payments can be scheduled for future dates. Users are notified when over expenditures are created and are restricted from proceeding without a proper security level. Optional restrictions can be entered to limit expenditures by category, by vendor, and by single purchase. Invoicing purchase orders for payment is a one step process. A comprehensive set of standardized reports is included, as well as a custom report designer. Reports may be previewed on the screen or printed to any system printer. Information may be extracted by a range of dates, a range of accounts, or by using virtually any combination of criteria as search parameters.
Both appropriation and revenue accounts have no pre-determined structure. The Budget Management System supports up to nine customized levels. Account codes can consist of any alphanumeric combination, limited only to 255 characters. Whenever an account is accessed, the description of the account is displayed on the screen. The Account Finder feature helps to locate the correct account and eliminates the need to refer to a printed chart of accounts.
Most data entry is accomplished with the use of grids. The grid simplifies data entry and provides a clear view of the numeric data. Numeric fields in the grid accommodate mathematical calculations. Column widths may be adjusted. Whenever an account is selected in the grid, a description of the account is displayed on the form.
contracts are unique in the non-profit accounts payable system, and the Budget Management System recognizes the challenge of contract encumbrances and expenditures. Each contract entered into the system is treated as an independent entity, similar to an account. When a contract is recorded, the account charged is encumbered for the full amount of the contract, and the contract becomes a completely independent expenditure authorization. Multiple purchase orders may be encumbered against the contract, and multiple checks may be disbursed. All transactions related to the contract are kept in a separate contract file. The contract history can be viewed on the screen or printed in a report. Contracts may also be encumbered against multiple accounts. Change orders, refunds of expenditures, and contract cancellations are fully supported.
Purchase orders are recorded in a grid form that is similar to the actual printed purchase order form. Lookup functions are readily available to find accounts, contracts, and vendors. New vendors may be entered "on the fly." Individual purchase orders may be printed or invoiced from this form.
Entering and scheduling payments for future periods is easily automated. Enter the payment information, the accounts to be encumbered and the scheduled date of payment. The Budget Management System will automatically include this payment in the appropriate check cycle. There is no need to invoice the payment or otherwise prepare it for disbursement. This process simplifies payments to vendors when amounts and due dates are known well in advance. For vendors who receive known amounts and are paid multiple times during the fiscal period, a separate line can be entered for each payment, directing when disbursements are to be made.
Observing cutoff dates, bill list dates and check dates is accomplished by scheduling payment cycles. Dates are entered as payment cycles, and the Budget Management System enforces these dates throughout the fiscal period. There is no need to temporarily suspend invoicing or the entry of purchase orders to avoid an inaccurate bill list report or check run. Data entry and invoicing dates are compared to the payment cycle dates specified by the user, and information is selected for bill lists and checks in accordance with those dates.
Invoicing purchase orders is a one step process. The Budget Management System displays all open purchase orders. Simply check the box of any purchase order to be invoiced and it is automatically invoiced for the open amount and designated for the next bill list/check run cycle. Add invoice information to appear on the check stub. Individual lines of a purchase order may be invoiced on the purchase order form.
The Budget Management System processes and stores vendor information in a manner that maximizes automation and minimizes the amount of required user activity. Default values for vendor status and Form 1099 information are kept on file and applied to every new vendor. Temporary vendors – those vendors not expected to receive any more payments – are automatically removed from the system at the close of the fiscal period and all transactions for these vendors are automatically archived. An expenditure warning limit can be designated for each individual vendor. The user is notified if this limit is to be exceeded during the entry of any purchase order or contract. It is not necessary to perform any specific year-end closing procedure before Forms 1099 can be printed. As with all reports, Forms 1099 are printed in accordance with a date range, regardless of closing procedures or non-calendar year fiscal periods.
Support for the revenue side of the budget is included. The revenue account structure has the same flexibility as appropriation accounts. The two sets of accounts may be combined into one, or they may be completely separate. There is no requirement that revenue accounts and appropriation accounts adhere to the same number of levels, or share any common attributes. The two sets of accounts can function independently. The Budget Management System provides the same functionality for revenues as it does for appropriations, including the entry of budget amounts, cash receipts, realization of non-cash revenues, adjustments, search capabilities and reports.
From time to time, it may be necessary to consolidate information from seemingly unrelated accounts. As the needs of the organization and the environment in which it operates change, it is possible that certain "cost centers" will evolve that did not naturally exist when the budget account structure was first created. These previously unrelated accounts can be identified as a group, and the transactions of each account in the group are combined for group reporting purposes. This grouping does not affect any of the individual accounts, and is not visible to any user unless working with the account group. The Budget Management System contains an intelligent search engine capable of extracting any information from its database files according to various criteria specified by the user. The results of the search are displayed on the screen, and can be printed out in a report. Once this information is extracted, the criteria used to request the search can be saved for re-use.
A comprehensive selection of standardized reports is available. Reports can be printed by range of dates, range of accounts, and with either a detail or a summary of transactions. All reports can be previewed on the screen prior to, or instead of, printing to a system printer. In addition to standard reports, a custom report designer permits access to database files so that specialized reports can be created and saved to satisfy requirements that are not met through the many standard reports. Most data entry forms also have the ability to print specific transactions directly from the form. There are no year-end closing and period-end closing procedures. All entries, histories, searches, reports and transactions are designed to segregate data by dates, not by arbitrary fiscal periods. To assist in the transition from one budget year to the next, special functions are included to create accounts for the new budget year, transfer existing balances, and purge inactive accounts from the system. A complete set of database utilities is also available to optimize system performance.
Virtually any parameter or limit can be easily changed by a user with the proper security level. Whether revising a bid limit, setting new vendor defaults, or changing the budget over expenditure level, no special maintenance procedures are required. The Budget Management System was designed to conform to the user – the user controls the system.
First Byte Corporation is dedicated to providing practical software solutions for the next generation.
PFM REMOTE REQUISITION SYSTEM
The Remote Requisition System enables the entry of purchasing data to be integrated into the Budget Management System. With the use of approval levels, requisitions are entered, and then approved by users with higher levels prior to being transferred and accessed in the Budget Management System for processing as purchase orders.
PFM GENERAL LEDGER
The Public Finance Manager General Ledger provides for the integration of Budget Management System transactions and the recording of other financial transactions.
PFM BUDGET ASSISTANT
The Budget Assistant features a familiar spreadsheet-style interface to assist in the preparation of the budget. Historical and current period data can be imported from the Budget Management System. Summary worksheets can be created to form a master budget document for appropriations and revenues. Data can be saved in Excel compatible format.
Public Finance Manager: Budget Management System
Byte Tax Accounting and Billing System (TABS)
Byte Utility Billing System (BUBS)
Municipal Revenue Collections System (MRCS)
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