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A Brief Overview
Accounting Features - Version 2014
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Examples of RDS Advantage® accounting features
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See more details about RDS Advantage® at
www.rdsadvantage.com and www.rdsconnect.net
Two Ways to Use RDS Applications:
RDS Advantage® applications are installed on your onsite server, and accessed by workstations on your network.
Remote access can be used with Terminal Services,
Remote Desktop or third party remote applications.
Download updates from the RDS website.
RDS Connect® is hosted on a Tier III data center using
Cloud technology. SaSS - Software as a Secure Service.
All RDS Advantage ® applications and accounting are
included.
Data security, backup, updates, software and hardware
administration are provided as a service.
Use 32 and 64 bit Windows and Mac computers.
RDS Connect®
Your complete hosted-in-the-Cloud church management system
• Maximum security and up-time – SaSS (software as
a secure service) hosted on a Tier III data center
• Use Windows and Apple/Mac
• All that’s needed is an Internet connection
• Automatic daily backup of data
•
•
•
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Reduced hardware (IT) management costs
Unlimited toll-free customer phone support
System upgrades automatically installed
Includes the powerful RDS Advantage features
(Accounting, Check-In, Library, Scheduler, more-more-more)
Backed by 30 years of successful service to
churches and not-for-profit organizations
RDS Advantage® Accounting is Complete
Move into the future with these advanced fundaccounting capabilities of almost unlimited
capacity. Six built-in secure audit trails.
Compare these features:
• General Ledger powerful enough for any size organization
• Commercial quality Payroll tailored for not-for-profit use
• All modules include recurring entries
• ACH electronic banking included in Contributions,
Payables, Receivables and Payroll. Credit/Debit Cards.
• Remote Deposit Capture check deposit in one step
• Bank Reconciliation, integrated with bank cleared checks
•Prompt expert support & extensive annual upgrades
• Accounting may be structured for GAAP, FASB and/or OCBOA
Intuitive data entry leads you from step to step.
Applications are selected by a click of the mouse or a keystroke. In addition to quick
selection from menus, you can move directly from program to program using ‘GoTo.’
Accounting is flexible, full-featured, solid
performing.
Applications are integrated so that any
data entered into the system once, does
not have to be entered again some place
else.
General Ledger, Payables and
Receivables, Payroll, Cash Disbursements,
and Bank Reconciliation all interrelate.
The Contribution system posts directly to
General Ledger and Bank Reconciliation.
The Receivable and Payroll applications
can use the membership files so duplicate
records are not needed.
Edit and Post functions are under the full control of the administrator, and can be posted to an
interface file or directly to the General Ledger.
Controlled operator security is extensive, and audit trails provide easy audit and search.
Applications are accessed by ‘Maintenance,’ ‘Inquire,’
‘Entry’ and ‘Print’ menu columns.
Applications are
consistently grouped by
Maintenance, Inquiry, Print
(report) and Entry programs.
Data entry is intuitive and
direct. Data entry fields
check each entry for
accuracy.
Click on
Help for
comprehen
sive
contextsensitive
hypertext
help.
Click on the
‘GoTo’ icon to
move directly to
any application.
This allows you to
leave open the
application where
you are to open
another program.
You save time, gain accuracy,
and have much more flexibility
in processing and reporting
financial transactions.
Easy to see . . . Easy to understand . . . Easy to use
Icons Provide Easy, Instant Actions
The Icon toolbar puts the most often used functions at your fingertip
The Icons displayed above are the same in all
applications.
• EXIT icon, ESC key, and the X all exit to the
previous window.
• MODE CHANGE icon permits instant change of
mode (inquire, change, add, delete, etc.). Each
user’s security can be controlled by mode.
•LOOKUP icon pops up a lookup window of the
records for the field in which the lookup is made.
Search for records on the basis of any
information displayed.
• FIND NEXT moves you to the first, or next
record in the database.
• The GOTO icon takes you directly to any
application in the system - instantly.
• CLEAR FIELDS icon removes all entries in
the data entry fields.
• HELP provides instant and easy access to
hypertext help. Extensive glossary and
‘Tutorial’ helps are included.
• The WEB icon takes you directly to the
RDS Advantage web site, where you can
download files and other helpful
information.
• Click the E-MAIL icon to select one or
more persons to send an e-mail message.
• If there is a PHOTO for a family, couple or
individual selected, the camera icon is
black, and their photo can be displayed,
printed or printed in a directory.
• When in an application, the icons that are
unique for that application are displayed on
the right side of the toolbar.
©
RDS Advantage System Design
Complete integration
of the database,
which is a normalized
relational database
Accounts
Payable
Post
Event &
Facility
Scheduler
Asset Inventory
A/P, A/R, C/D, F/R, G/L and P/R all
interface with Bank Reconciliation.
Credit/Debit Card Integration
Remote Check Deposit
Activity
Records
Member
Records
Contribution
Records
Post
Interface
File
Post
General
Ledger
Insta Check-In
Library
Accounts
Receivable
Bank
Reconciliation
Post
Membership records can
interface wth Payroll and
Receivables.
Payroll
Cash
Disbursements
‘Clockless’ Time Clock Entry
RDSSys.vsd
General Ledger:
The ‘General’ Ledger is the final destination of the accounting
functions and is responsible for reporting all transactions.
It is a multi-enterprise system, so that any number of accounting
entities may be tracked, each with its own separate files.
An unlimited number of accounts and funds are supported. Choose either
fund or ‘for profit,’ accrual or cash accounting methods, and
twelve or thirteen accounting periods in a year.
Process new year’s entries without having to close out the prior year. No
need to close out each month.
• Financial statements include Revenue and Expense, Variance Reports, Balance Sheet,
Statement of Changes, Supporting Schedules, and Financial Activity Statements.
• Multiple versions of Financial Statements can be formatted. Track different fiscal years
for different funds. Different fiscal accounting periods can be used for different funds.
• Each user can customize Financial Statements to look the way they want.
• Recurring General Ledger entries can be posted repeatedly in exact or modified form,
month after month.
• Choose 7, 10 or 14 digits for your chart of account numbers.
• Each fund can be operated on a different fiscal year.
• Maintain annual and/or monthly budgets for each accounting period. Track
budgets and comparatives for multiple (unlimited) years.
• Department heads can print their own departmental financial statements
Chart of Accounts
Building the chart of
accounts is easy. You have
control over every aspect of
each account, including
parenthesis display. There
can be up to eight formats for
each financial statement.
The account number does
not control or limit that
account’s location in financial
statements.
The list of accounts may be
printed in numeric,
fund/department, or print
format order.
RDS personnel create your
initial chart of accounts.
Your list of accounts can be
unlimited in size.
Customize Account Format - Multiple Year Budgets
You have control over the length of the chart of account, the use and number of segments, and
fund designations. All of this is defined in the General Ledger Control window below.
The G/L control
allows you to
establish a set of up
to three different
fiscal year-ends for
each default year.
An unlimited number
of budget years can
be established, and
budgets can be
entered for each
account either by
year or by month.
When accounting periods need to be established for new years, just click on the ‘Auto Create
Periods’ icon and all accounting period dates are entered.
General Ledger Data Entry is Fast - Easy
Data entry errors are
easily corrected for
any entry.
A transaction
register is printed in
entry or in General
Ledger number
sequence. This
provides quick and
easy finding of
errors.
Posted entries may
be printed in both
detail and summary
form.
Up to 1000 entries may be included in each batch of entries before posting. There may
be up to 999 batches.
Before an entry can be ended, total debits must equal total credits. The net total of
debits and credits are displayed at all times.
Transaction date, accounting period, batch number, and system are entered one time
for the entire batch of entries.
Field lookups show G/L accounts and transaction types during data entry.
Trial Balance Capabilities
Simple selections provide
display and reporting of
customized trial balance
information.
Report for any selected
range of accounting periods
Choose with or without
budgets and comparatives.
Choose to report for selected
systems or all, and whether
to include or exclude
encumbrances.
Choice of summary, detail, or
both a summary and detail
trial balance. Detail shows
every transaction in an
account; summary shows
the total for the account.
The report may be ordered by any segment of the General Ledger number (I.e., M (major), D
(fund/department), S (sub-account) or C (cost). Reports may be ordered by sub-accounts by
entering S-M-D or S-D-M.
Click on the check boxes to total the amounts for each segment, such as major, fund/department,
or sub-account. This is very helpful in fund accounting.
Report selections may be given a name and saved for repeated use.
Financial Statement Reporting
In one report selection window
choose the financial statement
report you want - for any period for any fund or group of funds.
Save the selections and type a
description to run repeatedly.
Print to any printer on the
network, or export.
Preview the report, then choose to
print or not.
. . . Life just got a whole lot easier.
Vertical formatting of the Revenue and Expense Statements, Variance
Reports, Financial Activity, Balance Sheet, Statement of Changes, and
Supporting Schedules is user-definable - with complete flexibility.
Printed statements show this year’s performance and budgets, this
year’s and last year’s performance or both. Additional formats are
available. The report is selective by date, format number, range of funds
and whether consolidated or separate statements are desired.
Financial Activity Statement Provides Flexible Reporting
This statement is designed to effectively report the activity in the designated funds. It gives you the
ability to have a “one-account” fund and still be able to see the beginning balance, receipts,
disbursements and ending balance on financial statements.
The report can be used with any
other funds and any of the financial
statement formats used with regular
(I.e., Revenue and Expense and
Balance Sheet) statements to break
down the activity between receipts
and disbursements.
The Financial Activity Statement prints up to three different columnar reports:
1) Beginning Month Balance, Month Receipts, Month Disbursements and Ending Balance
2) Beginning Year Balance, Year-to-date Receipts, Year-to-date Disbursements, and Ending Balance
3) Beginning Year Balance, Month Receipts, Month Disbursements, Year-to-date Receipts, Year-to-date
Disbursements, and Ending Balance
Each of these reports may be printed as consolidated, or selected by one or more funds/departments,
and for any accounting period. Supporting schedules may be included, and any of the different formats
that have been established may be selected.
Payables
The Accounts Payable system may be used whether using cash or
accrual methods of accounting. For cash and accrual basis users, the
system tracks invoices by vendor, writes checks, updates bank
reconciliation files, interfaces entries to General Ledger, and prints
1099’s. For accrual basis users, the system prints cash requirements,
and allows the user to change or defer the payment due date.
Commercial quality.
• Multi-company, multilocation processing.
• Separate G/L account
interfaces by location.
• Can use
encumbrances to
report budget balances
as though purchases
were paid.
• Checks for duplicate
payment of invoices.
•
Interactive entry and editing of new payables.
•
Vendor file maintenance and reporting.
• Payables can be paid through standard NACHA electronic banking. No
additional software or fees are required.
You Determine Accounts Payable User Features
Accounts Payable Control
(below), lets you make
major decisions about how
you want the system to
function.
Location Maintenance
(above), lets you assign
chart of account
numbers for each
location.
Accounts Payable Data Entry
In the Accounts Payable
Control Maintenance, you can
choose to have the system
prompt you for Vendor Number
or for Vendor Name during
data entry.
Transaction codes tell the
system to accept a type of
transaction and what entries to
make in a vendor's file and in
General Ledger.
As each entry is made, the system displays the name of the account. As amounts are entered, the total
of entries made is displayed. As each window is filled with entries, the system displays the next page
for additional entries.
Recurring Payables can be used to process regular periodic payables. Process payables by EFT
(electronic funds transfer) directly from your RDS Advantage system to the bank.
Receivables
The Accounts Receivable system is an accrual method of accounting, but can be used with cash
basis books. Revenue is recorded when charged. Payments reduce the Accounts Receivable
account. When using the Member Records module, the Accounts Receivable system can access
names and addresses from the Member Records system as ‘customers,’ for example school patrons.
Multiple locations are
supported.
There is interactive entry and editing of new receivables, including charges
and cash sales. Process recurring charges that occur on a periodic basis.
The Accounts Receivable Aged Trial Balance is printed on request, either for
all customers or for selected customers
Receivable Features
• Late notices and delinquent Customer reports may be printed on request for
the specified dates. These reports show all items due by customer.
• There is a complete audit trail on any invoice.
• Receivable checks can be scanned and deposits sent to bank electronically.
• The History Report provides for selection by transaction codes, for a range of
dates and customers. Balance forward amounts may be printed.
• Payments may be applied to specific invoices or applied to the oldest invoice
on a customer by customer basis.
• The current activity that has been fully applied may be purged to history.
History is kept in detail and may or may not be purged at the user’s
discretion.
• Finance charges may be automatically generated for each delinquent
customer.
• The General Ledger distribution report shows detail allocation of each
invoice. This information is retained and later reported in detail or summary
form in the General Ledger through automatic interface to the General
Ledger.
• Common information for batch number, location and accounting period are
entered at the beginning of the Receivables entries.
Receivable Data Entry
Batch numbers designate a
group of entries. To see a list
of previously entered batches,
click on the Lookup button at
the end of the batch entry field.
Accounting periods for the
entries can be the period end
as established in G/L Control
Maintenance, or any date
within the period.
Entries can be made by either
customer name or customer
number, depending upon the
choice made in Control
Maintenance.
Transaction codes are used for Charges, Finance charges, Payments, Reverse charges, Cash refunds,
and for Cash sales. With an optional check reader/imager, an image of each check can be automatically
stored.
Up to three lines of comments can be entered to explain the charge. Comments print on customer
statements and the first 15 characters are included in the General Ledger description of the
transaction.
Recurring receivables can be entered and processed as entered, or modified during processing.
Invoice numbers can be alpha or numeric.
RDS Advantage® Payroll System
The Payroll system handles multi-company and multi-state payrolls. Federal, State, and local tax
schedules are supported as well as cumulative year-to-date information for payroll check stubs, W2’s,
941’s, etc.
The system processes hourly and/or salaried payroll, which may be run combined or separately. Only
annual tax tables are needed and any payroll period will be calculated from them.
Personal leave and vacation time are calculated by prior year, earned for this year, accrued to date,
used, and time remaining. Completely user-defined personal leave and vacation policies are
established through the use of controls.
• The employee record contains all needed information, including multiple different hourly rates
of pay, base pay amount, fifteen types of pay adjustments for each employee, in addition to tax
withholdings, along with last review, last raise, and amount of raise.
• Workers receiving 1099’s may be entered and paid through the payroll system.
• Payroll costs can be tracked for the same person to multiple jobs or cost centers for each pay
period. Reports are printed showing the break-down of labor costs by cost centers, hours and
dollars. ACH bank Direct Deposit payroll to employees’ bank accounts is included.
• Payment adjustments can be changed by percentage amounts.
• Password protected Notebook free-form text entries can be made for employee
reviews, reprimands, commendations and other confidential information.
• Employees can check in/out and their time automatically entered in payroll processing.
You Control How Payroll Functions
Recurring Payroll makes it
possible to have multiple
‘batches’ of payroll entries
ready to process.
Optional Biometric Time
Clock interfaces with
Payroll to use fingerprint
time clocks.
Every aspect of the Payroll system is under your
control.
Payroll can be based on either check date or payroll
period ending date.
Click on the icon for a control window, as shown at the
right, to control how W-2’s and 1099’s print.
Process Direct Deposit payroll directly from your RDS
Advantage system.
Recurring Payroll function speeds
payroll processing.
Complete Employee Maintenance
Complete employee setup in one place.
Cash Disbursements
The Cash Disbursements
system is used to generate
and track reimbursement
and other checks when
1099’s are not required,
and it is not desired to
include in the vendor
history.
This provides a fast and
easy way to generate
checks and maintain an
audit trail for entries.
• Check and/or batch hash totals may be required at the user’s option.
This system is not used
when 1099’s or vendor
history records are
desired. When they are,
use the Accounts Payable
system.
• Comments may be printed on the check stub in three user-selected formats.
• Address labels may be automatically printed for checks generated if desired.
• Up to five General Ledger accounts may be entered for each check.
• Entries to General Ledger are posted in summary to the bank account and in detail to all other
accounts.
Bank Reconciliation
Bank Reconciliation offers the option to print a list of checks and deposits by date or number.
Checks can be cleared by group or individually, and you can then print lists of outstanding or
cleared checks or deposits.
Use your electronic banking account to
merge into bank reconciliation.
Bank Reconciliation Group
Check/Deposit Maintenance
Each bank account is established in
Bank Maintenance.
Electronic access to bank
cleared check file with
reconciliation program.
Supports ‘Positive Pay.’
Customer Support
Are you tired of being put on hold when you call
for customer support?
Have you heard enough voice mail requests to
‘punch 2 for help?’
Have you listened to enough recorded
promotions about how good the software is -while you wait?
Have you heard all the recorded music you want
to hear?
. . . Only to finally be connected to someone who
doesn’t have the answer to your question?
If so, then . . . .
You will like RDS Advantage® Support
RDS Advantage support people are professionals, made up of dedicated people with extensive
church and accounting experience.
Our goal is that your call will be answered by an expert who will be able to give you the help you need
right then.
We have voice mail, but our goal is that you will seldom, if ever, have to use it.
The result of every call is written down, so that we have a record of your previous calls and our
response. This facilitates our help in future calls.
RDS Advantage FasTrack Conversion©
FasTrack Conversion© provides a smooth transition from your old
application to RDS Advantage®.
The purpose is to simplify changing from one database
management and accounting system to RDS Advantage, provide
economy of time and money, and assure rapid implementation
and use of new applications.
FasTrack Conversion is accomplished by services provided by
RDS who converts existing data from the old application to RDS
Advantage, prepares your chart of accounts, customizes financial
statements for your needs, trains, and does other accounting
setup.

Upon licensing, the RDS Advantage® system is
immediately installed on your computer(s) and tested.

RDS converts your existing database, customizes
financial statements the way you want them, prepares
your chart of accounts and does other accounting setup.
The converted database and accounting information is
copied into your system.

RDS provides five days of comprehensive staff training.
You are now ready for full use of the system and all its
applications.
On behalf of the RDS team, we thank
you for reviewing this overview of
RDS Advantage® Accounting.
We believe you will find it to be a
premier system.
These applications will support the most demanding
needs of large and small users, and the customer
support is outstanding.
For more details about RDS Advantage® see
www.rdsadvantage.com, or contact us at:
RDS Advantage, Inc.
6801 N. Broadway, Suite 120
Oklahoma City, Oklahoma 73116
Phone 800-337-6328
Fax
405-840-0468
e-mail [email protected]
Web
www.rdsadvantage.com