Agenda - 06-14-2001-4d - Laserfiche WebLink

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Orange Caurzty Needs Assessment Project ACCOUNTING: Page 10 Issue 1: The current general ledger system is unable to maintain a hierarchical chart of accounts. This would allow for the accurate grouping of similar revenue and cost categories by utilizing aparent /child account relationship. Reporting would be enhanced to allow for high-level or detailed analysis. Issue 2: The completion of the Comprehensive Annual Financial Report (CAFR) is currently a manual process. This requires massive manual processing and greatly increases the probability of inaccuracy within the report. Issue 3: The Finance department receives numerous requests for information from other departments within the County., Responses to these requests are often delayed and, depending on the timing of the request, can tie up crucial resources ,during monthly processing. Issue 4: Tax levy information, for billing purposes, is manually entered into, the financial system. This is critical information far County residents 'and the recording of this information should be automated. A system with advanced importing capabilities would allow the information to be electronically updated. ACCOUNTS PAYABLE: Issue 1: The interface between the Department of Housing and Community Development system and the Accounts Payable system results in the processing of 450 to 500 rental assistance checks per month. The recording of all voided checks and other adjustments to these checks must, be performed manually. A general ledger with updated edit functionality would simplify what is currently alabor-intensive process. Issue 2: The information that is 'entered onto a purchase order needs to be re-.entered into the Accounts Payable system. This redundancy of manual entry results in errors that cause delayed vendor payments.. Issue 3: Multiple numbers are assigned to some vendors due to differences in the naming convention used by the employee entering the information. The current system does not have the capability to, display a list of all vendors with similar names, nor the ability to maintain alternate names for a vendor. Issue 4: Vendor addresses are routinely changed in the Vendor Master file, causing the file to reflect an incorrect "Remit to" or "Ship to" address. In an integrated system, both Accounts Payable and Purchasing would have access to the Vendor file but only to the appropriate address field.