BUCS Fund Accounting Software

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BUCS® Budgetary Control System

Designed For Microsoft Windows®

The BUCS®, Budgetary Control System is a fully integrated, True Fund Based Accounting System designed to meet the specialized needs of government, nonprofit, and utility operations. The BUCS® system is an easy-to-use system, that simplifies your everyday task, streamlines processes, and provides control, insight, and security that helps save you time and money—all backed by a level of service you can depend on. BUCS® real-time processing environment allows records to be instantly updated with each transaction while performing all editing and cross-checking instantly to ensure accuracy. Standardized financial statements can be expanded and customized to complement the requirements of your operation and include features that enable internal and external queries using EXCEL® and Crystal Reports™. BUCS® is modular, allowing your organization to customize and build your system to meet your specific needs. General Ledger is the foundation of BUCS® upon which you will build your organization’s system based upon the number of concurrent users and features you require.

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BUCS Modules & Features

General Ledger is the foundation of the BUCS® system. It contains programs to establish and maintain the free-form twenty-nine digit alpha/numeric chart-of-accounts. Included are functions that allow posting, analyzing, and reporting on all account activity. Extensive drill-down capabilities are found throughout the system. Tight budget controls are available, found only in a financial system designed for vigorous fiscal management. Special features like allocation posting are provided. A complete set of financial statements can be designed, grouped, and printed according to a user-defined timetable using the “Report Scheduler”. One can also export financial reports to EXCEL® for further refinements. All of these tasks are accomplished following the Generally Accepted Accounting Principles (GAAP), Financial Accounting Standard Board (FASB) and Government Accounting Standards Board (GASB) guidelines for fund accounting.

If your organization's administration requires multiple persons to be active in the finance system simultaneously you will need to determine the number of active users you will require.
• BUCS® is a true multi-user system, multiple users can access the finance system simultaneously
• Features include record locking, operator logs, active users, and restricted access by user

Integrates seamlessly with General Ledger. One of the Accounts Payable's most powerful functions is processing multi-fund invoices for payment. Invoice entry, source document scanning, check preparation, encumbrance reconciliation, purchase order documents, and paid invoice history are a few of its features. Create recurring invoice formats for monthly items, such as leased equipment, to eliminate re-keying information. Accounts Payable maintains complete vendor data including spending history, balances, 1099’s, invoice history, correspondence documents, user-defined notes, multiple remit-to addresses, and more. Cash and Accrual methods are supported by the fund. Utilize the Blank Check Stock module to print your checks for A/P.

It provides a convenient mechanism to reconcile bank accounts. It handles both checks and deposits. A “void” feature automatically reverses all accounting entries created when the voided check was prepared. It also allows the examination of outstanding, cleared, and voided checks prior to purging reconciled checks from the file.

The ability to process allocations is a standard part of General Ledger. However, some clients manage a large number of projects and/or grants that require pooled overhead to dynamically be distributed to those operations. Advanced Allocations fulfills that need by dynamically analyzing activity in each operation and then distributes pooled accounts accordingly.

A powerful tool that simplifies the preparation of budgets, it allows the establishment of annual and/or period budgets based on current budget figures, last twelve months of actuals, zero-based, and/or specified amounts. Once a draft has been created, it may be modified by a discrete line item or by object category. For example, it can be specified that all supply expense accounts should be increased by ten percent, all phone expense accounts are decreased by three percent, and all professional dues accounts be increased by five dollars. Budget Planning also offers a Cash Flow projection report by the fund. Once the plan has been approved, it can be transferred to General Ledger for implementation in one easy step. Integration, via ODBC, with Microsoft's EXCEL®, is also available.

Pay vendors via ACH rather than traditional checks. Greatly reduce your accounts payable workload: no printing checks, stuffing envelopes or postage cost.

Streamlines and enhances the processing of credit card transactions. Charge slips are entered as invoices and marked as credit card transactions. When the statement arrives, all slips are presented online for reconciliation. It provides a true picture of vendor activity and highlights the misuse of credit cards.

Positive Pay generates a file to transmit to your banking institution. This file contains the dates, check numbers, and amounts relative to each check item. The bank uses the data contained in this file to validate each check as it attempts to clear your account. It prevents fraudulent alteration of your check amounts. Many banks are no longer absorbing the cost of altered checks. They are passing the responsibility on to the customer.

Encumbering reserves budgeted money for issued purchase orders or contracts. It is used by organizations that require the obligation of funds, typically governments and educational institutions. Expense items affected by the encumbrance establish reserves that control overspending. These accounts are automatically updated when the actual invoices are processed. Reusable formats are available for recurring encumbrances to minimize rekeying.

Working in conjunction with the Encumbrance and Accounts Payable modules, a requested purchase order is passed through the appropriate sign off levels and approved or rejected. The system automatically passes all relevant information from step to step. It also obligates the funds affected by the issuance of a purchase order. All of the sign off levels are user-defined.

This option provides complete multi-fund billing and receivable functions that automatically dovetail with General Ledger. Set up and maintain complete customer profiles. Standard (recurring) and miscellaneous billing functions are enabled. An item list can be created to enhance the billing process. Balance Forward and Open Item processing methods are included. Invoicing, statement preparation, aging reports, and sales history reports are included. This option provides the tools to create, track, and report an organization’s miscellaneous billing needs. Invoices and statements can optionally be formatted using Crystal Reports™.

This option enables swift and efficient entry of receipts with automatic balancing and a Cash Receipt Journal. This is especially useful when processing receipts that must be distributed to several revenue accounts and different funds. The appropriate revenue and cash accounts are automatically validated, balanced, and posted to General Ledger.

Prepares receipts and certificates for miscellaneous fees that are collected. Examples: building permits, pet licenses, business licenses, burning permits, park shelter rentals, event vendor licenses. Documents can be user-defined/customized using Crystal Reports. Complete accounting, inquiries, and reports are also provided.

Establishes and maintains the files for fixed asset data and accounting distributions. Items can be added on-the-fly while processing invoices. Calculate depreciation on depreciable items and create appropriate entries for the General Ledger. A facility is also available to calculate replacement cost for insurance purposes. Applicable reports and asset labels are produced.

Used to create and maintain an alternate chart-of-accounts for reporting. This alternate account scheme enables different accounts to be assigned and accumulated under a common format. It is ideal for linking, rolling up, and formatting numbers for reporting purposes. It also has the capability to produce GASB Statement 34, FASB 117, and other types of columnar reports.

This powerful module provides a user-friendly means of unlocking the true value of the BUCS® database. The Data Dictionary Module works in conjunction with XDBC in your FMS applications to provide the user with information about the data stored in the applications database such as meaning, relatinships to other data origin, usage, and format. The Data Dictionary makes it easy for the user to identify data they wish to extract for add-hock reports using Microsoft Excel or Crystal Reports and Word mail merged document templates for example.

Inventory for BUCS®, provides an integrated feature for establishing, tracking use, ordering, and reporting on the long list of consumable items every office utilizes in daily operations.

The Blank Check Stock Module for BUCS® provides a fully integrated feature enabling the complete printing of all your checks on the “blank” check stock! Control costs and eliminate waste as check changes can be made and implemented immediately. No need to destroy volumes of unused check stock, or have new checks printed.

The Departments Module enables the administrator or master user to set up department based user access in BUCS®, its data, documents, transactions, and reports. Not only does this shield one department's budget and transactions from the eyes of another, but it also provides an enormous benefit in removing the clutter of all the other department's activity.

A POP3 format email account is required to utilize the integrated E-notification features offered throughout FMS Applications. Not all users may have, or have access to a POP3 Email account. FREY has established an independent POP3 Email server for our clients and now offers POP3 accounts directly to any client which would like an easy solution to the POP3 account requirement.

The BUCS® Indiana Gateway Module gives Indiana counties, cities/towns, libraries, and special districts the power to create the text files for your Annual Financial Report and Budget, eliminating the manual aggregation of data from multiple reports and physical keying of the mass of data into the Gateway annually.

This module unlocks the many e-file options supported in the BUCS® system. Federal and State governments continue to embrace technology and develop more efficient methods for submitting data. Many e-file options now exist and many more are sure to come! FREY Municipal Software supports many e-file options and will continue to expand its support of e-file options as they continue to grow in the municipal market.