Created at the request of Kentucky Treasurers, Finance Officers and County Clerks
Designed with over 30 years of Accounting software development experience

This is Kentucky's Fully Customizable Local Government Accounting Solution

BLADE Software Solutions
308 Fackler Street
Danville KY 40422
606-425-0329

Info@Blade-Ware.com
Let us show you what we can do for you

 

The Blade System

System Overview

 The Blade (Business Logic And Data Engine) system is a Microsoft Windows based application designed specifically for local government offices (Fiscal Courts, County Clerks Offices, City Government Offices). The system was developed utilizing the latest Microsoft technology and runs on Windows XP, Windows 7 and Windows 8.1.

 The system utilizes a single, secure, database which can be accessed by as many users as you choose. Since the system is based on Microsoft’s premier database software, SQL Server, even remote users in satellite offices may have access to, with security restrictions, the information that you deem necessary.

The Blade system was developed with the end-user in mind. We have made every effort to implement the concepts of “Lean Office” to reduce user effort and stress. “Double entry” of data has been eliminated and information is easy to find and understand. Reports are simple, easy to access and informational.

The entire system is broken into individual modules which can be accessed by your users. Each module exists under a security layer which allows you to control access. Users can be set to either; view data and display reports, enter and maintain data or have no access at all.

All modules within the system work in exactly the same way. Information within each module can be quickly sorted, searched, updated and reported on by each user depending on their security settings.

Budgeting Module

 The Budgeting module contains information regarding accounting codes, budget amounts, transfers, amendments, balances and liabilities.

All information in this module is time-stamped so that historical data is displayed on the screens along-side current data. For example, while viewing the current fiscal year’s appropriation condition of a given account, you are also viewing all previous year’s activity. This has proven to be extremely helpful during the budgeting process.

Contacts Module

 The Contacts Module is a single point of reference for information about Vendors, Employees and Customers. Address, phone numbers, e-mail addresses etc. are all stored in this module. As previously mentioned, double entry of data is eliminated. If an Employee is also a Customer (tax payer), the contact information is stored only once. All related information, payroll, fees paid etcetera are linked to the given Contact’s record.

  Disbursements Module

 The Disbursements Module has, again, been developed to ease the user’s workload while enhancing their ability to enter and report accurate information.

Since, in most cases, a disbursement is to be made against a vendor invoice, the Disbursement Module offers the ability to generate either a one-to-one or a many-to-one disbursement option. For example, if you receive a single monthly invoice from a vendor, you may elect to generate a single disbursement to that vendor (one-to-one). If, however, you receive many invoices from a given vendor (Wal-Mart) throughout the month, you may elect to generate a single disbursement which pays off those multiple invoices (many-to-one).  As you know, some vendors prefer one payment per month, other vendors prefer one payment per invoice. You are not locked into either method and the choice is yours.

Again, since most disbursements are the result of a vendor invoice, the user is not required to re-enter information. The associated accounting codes and dollar amounts which were either entered into the original purchase order or entered/updated into the vendor invoice are carried into the window when generating the disbursement

When generating a disbursement that is not the result of a vendor invoice, the user does not need to know the accounting code to which a given expense should be tethered to. Rather, the user is presented with an easy to use window which utilizes Google-type search functionality. The user may simply type “Road Dept Uniforms” and the system will present the related accounting codes, along with their descriptions for the user to select from.

When the user selects a given accounting code to tie to an expense, the system will check the current balance of that item. If the expense will cause an overage, the user will be presented with a message. The message presented is customizable to your specifications. You can elect to halt entry of the expense, or you can allow the entry to continue with a message being automatically generated to the Treasurer.

If an expense exceeds a given amount, as prescribed by you, the user can either be flagged or required to enter information into the Inventory Module for capital asset tracking.

All expenses entered into this module are updated, in real time, to the Budgeting Module. All vendor invoices affected by disbursements are updated, in real time, to the Invoices Module and Contacts Module.

 Purchase Order Module

 The Purchase Order Module works in exactly the same fashion as all other modules within the system. All searching, sorting and reporting functions are available to the user in a consistent and easy to understand fashion. Whenever possible, the user is presented with suggested entries that, when selected, minimize keystrokes.

When entering a new purchase order, the user may select the vendor by merely typing the vendor’s name. As the user types, the system filters the list of available vendors from the Contacts Module. The user can then quickly select the desired vendor and move on to selecting the associated accounting codes from the Budgeting Module. The same budgeting constraints apply here as they do in the Disbursements Module: You can specify that the user will either be warned or halted when entering an amount over the balance for the given accounting code.

The Purchase Order Module is tied directly to the Contacts Module. If a vendor is about to exceed a given expense amount, the system will warn the user and either halt or allow entry based on your settings.

 Invoice Module

 The Invoice Module is an extension of the Purchase Order Module. The user is not required to re-enter any information. The user is only required to enter the vendor’s invoice number into the specified field and the vendor’s purchase order is transformed into a vendor invoice. The user may, in the event of a backorder or other vendor issue, modify the invoice – if your security settings allow.

The Invoice Module is tied directly to the Contacts Module. If a vendor is about to exceed a given expense amount, the system will warn the user and either halt or allow entry based on your specifications.

Prior to saving the created or modified invoice, the system checks with the Budget Module to look for budget amount constraints. If all criteria is met, the system updates the accounting codes as well as updating the vendor’s related information in the Contacts Module.

 Receipts Module

 The Receipts Module is used to log the collection of fees, carry-overs etc. This module works in exactly the same fashion as other modules within the system. Searches, reports etc. are all available to the user based on your preferences.

Daily, weekly, monthly and yearly deposit and many other reports are available in this module.

Receipts are updated directly to the Budgets and Contacts Modules in real-time.

Inventory Module

 The Inventory Module serves many functions. Tracking assets, item availability, inventory location, preferred vendors, reorder points, cost and resale value.

This module includes MRP (Material Requirements and Planning) functionality. The system will, as required, inform you if items are required for a need. For example, if your Road Department utilizes the system to track the amount of salt they are using, the system can generate reports and even, if you choose, generate purchase orders for more material as required. Another example would be that your Parks Department is planning a softball tournament, the system can generate the required materials listing (water, snacks, uniforms etc.).

The Inventory Module is tied directly to the Budget Module as well as the Contacts Module so that if the system is tailored to produce purchase orders, the resulting PO will include the correct accounting codes and vendor information.

 Point of Sale Module

 The Point of Sale Module is tied directly to, and is dependant upon, the Inventory Module. Items sold through the Point of Sale Module are updated directly to the Inventory Module. (The updates are also carried into the Budget and Contact Modules).

The Point of Sale Module reports income for any given time frame. The module tracks payment methods, items sold, date of sale, cashier and other related information.

 Tailoring

 Each data element within each data record within each module can be tailored to your specific needs. For example, some of our customers prefer that their users be allowed to view information in certain modules, but not in others. Some of our customers want their information stored in upper case fonts. Others want lower case or proper case fonts.

Security settings, field naming, font settings etcetera can all be modified by us to tailor your system to your needs.

Searching

 Every module in the system contains the robust Google-style search capability we have designed.

When entering a module, the user is presented with the initial window of data contained in that module (Budget items, for example). The window displays a search filter at the top of the window. This search filter contains a textbox for filtering each data element on the screen. For example, if you are looking for Jail uniform expense items, you can enter “uniform” into the account code search filter you can then enter “Jail” into the fund code filter. The system will update the displayed list, as you type, and narrow it down based on the characters you are typing into the filter boxes.

Once you have narrowed the data required, you can then select from the list of available reports offered within the given module. The report run over the data you have filtered. This is, for example, especially useful when you want to view the status of appropriation conditions on certain items without having to generate a report containing every budgeted item.

 Reporting

 The reports available on the system are numerous and growing. Our customers have given us great ideas for some really impressive reports!

All reports generated on the system can be reviewed in the Report Viewer window prior to or without printing. Each report can be searched for a given phrase using the “find” function. You can zoom in and out on the Report Viewer window.

The Report Viewer also gives you the option to export the report to Excel, Word, PDF or text. This allows for quick generation and e-mailing of information.

 Scheduled Reporting

 We recently created the option to schedule reporting in the system. Any report available on the system can be scheduled to run hourly, daily, weekly or monthly using this option.

This option is useful for long running complex reports over large amounts of data.

The report is generated at the scheduled time and then e-mailed as a PDF attachment to any number of users you desire.

 Electronic Reporting

 All requirements by the Department for Local Government for electronic reporting are generated by the system.

Prior to submitting your electronic reports, you have the ability to review the information in an easy-to-read format. The Electronic Report viewer utilizes the same Report Viewer available with our other generated reports. The “find”, “zoom”, “printing” and “export” functions are all available to use.

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