Quadrant Systems - System Overview
Executive Summary
Quadrant Systems has specialized in developing government
cashiering software since 1986 and our Receipt Accounting System for Windows
has become one of the most widely used cashiering system in local governments. Since
its inception hundreds of cashiering systems have been installed at local
governments, primarily municipal and county. Cities and counties ranging in size from
under 5,000 to over 1,000,000 population effectively use the Quadrant Receipt
Accounting System.
Our only product is the Receipt Accounting System for Windows ( RASWIN). The RASWIN is marketed exclusively to
governments or quasi-public institutions such as utilities. We have worked with
governments of all sizes and RASWIN has been used in nearly
every department of government, including Treasury, Utility, Permitting, Licensing,
Community Development, Recreation, Police, Golf Courses and Courts.
Quadrant markets the RASWIN product throughout North
America with all installation and support being handled from our offices in Tucson,
AZ.
Introduction
Quadrant Systems Receipt Accounting System for Windows provides tight management
and operational controls over payment collection and processing in a variety of
environments. The system can be used for filing and recording fees,
fines and assessments, license fees, utility billing and tax payments, etc. In virtually
any situation where cash and other forms of payment are collected and processed, the
Receipt Accounting System for Windows has the following controls and operating
features:
cashier security - operator password security functions
Each cashier is assigned a security code and password. During normal
processing the operators must identify themselves to the system. Access for
each cashier is limited to the specific functions they are allowed to
perform, as determined by the supervisor or manager of the receipting
function.
Each function of the system is coded to permit access only by authorized
personnel. Operator I.D. codes and passwords prevent unauthorized access
and link each operator to the functions they performed for audit trail
purposes. Most reports can be printed using cashier-based selection
criteria so that individual cashier totals can be obtained even though
multiple cashiers are working from a shared cash drawer.
cash drawer control & audit
trail
Up to two computer controlled cash drawers can be added to each receipting
workstation. Separate till totals are maintained for each drawer. The drawers
will only open at the appropriate times during transaction processing and when
specially requested by the operator. Such drawer openings can be logged to a
detailed audit trail file if desired.
The recommended receipt printers support two physical cash drawers per
workstation but the RASWIN software can track and
unlimited number of drawer.
transaction control
flexibility
The user can control the input requirements via a series of control table
entries that define each transaction. A few examples of control options
include:
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Account Number Formats: Each type of receipting activity is linked to an
account number format control table. This table defines the various editing
rules and segmentation requirements for multiple segment account numbers.
This permits automatic handling of different formats; for example, one format
may be used for utility billing accounts, another for tax payments, and
another for general revenue or expense accounts. Typically, there may be four
to ten different formats (the system permits unlimited formats, if needed).
Additionally, default values may be defined for all or any segments of the
account number.
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Optional or required entry of the payer name for each defined transaction
type.
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User defined codes for frequent payers, such as other city or county
departments.
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Multiple options for editing transaction amounts. Each transaction type
may be defined as being a variable or fixed amount, as well as several other
options such as a minimum or maximum values, a range of values, or quantity
based.
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The user defines valid forms of payment for each transaction type. For
example, certain fees may be coded as permitting payment only by cash or
money order, whereas others may be coded to accept any valid form of
payment.
Detailed Customer Receipt
A detailed receipt is printed for the customer as each transaction is
processed. If desired, two receipts can be printed to provide the customer a
receipt and complete hardcopy transaction log. Most RASWIN customers use the electronic
journal the RASWIN creates instead printing duplicate receipts. Multiple
receipt formats are available and can be customized to your specific needs on a
transaction by transaction basis.
Complete Transaction Audit Trails
In addition to the hardcopy transaction log the system records all the data
for each transaction in two separate computer data files. This is information
is used at the end of the day to produce detailed and summary transaction
reports. All information regarding each transaction is available in a
convenient and consistent format. Report sequence for most reports can be
selected by the operator, (e.g., by receipt number, transaction type, customer
number, etc.).
Non-Cash (check/voucher) payment media validation
Non-cash payment media such as checks or vouchers can be endorsed with the
correct bank account number, customer I.D., and date and time stamped, as part
of the transaction process. The printing details are easily customized to meet
special requirements in any installation.
Related Papers ( documents ) validation
Some situations call for validating documents related to a transaction - for
example, papers associated with filing a court case. These can be easily
handled by the system simply by specifying that document validation is required
for a specific transaction type. The system will then prompt for document
validation at the appropriate time during transaction processing. If document
validation is not required for a specific transaction type the system
automatically skips this step.
Validations typically include time/date stamping, receipt numbers, account
numbers, etc. The format and content of the validation is user controllable and
can vary by transaction type.
Detailed and Summary transaction reporting
In addition to standard audit reports there are
many special reports produced by the system. These are usually custom designed
to the special requirements of each installation.
Business Activity reports (Volume by Hour)
Transaction activity usually follows a non-uniform
distribution - that is, there are peaks and valleys of activity throughout the
day. A special screen display shows this information in bar graph form by time
period so that you can build a staffing plan that closely matches business
activity and workflow. Another screen shows volume by operator.
Automatic distribution of funds to multiple accounts
In many environments funds collected must be
distributed to multiple accounts. The RASWIN
automatically performs this distribution according to rules defined by the
user. This completely eliminates the need for manual distribution, saving time
as well as insuring consistency and accuracy in the distribution process.
Special reports list the results of the distribution in both detail and summary
form.
General Features
The Quadrant RASWIN runs under Microsoft Windows on
standard PC's provided by the customer. The software is a bundled package with
all modules and features included. The RASWIN software
is one of the most comprehensive and flexible government receipting packages
available from any source. Superior design allows us to adapt our program to
meet the varied requirements of multiple departments at most sites with no or
only minor modifications required.
Hardware Requirements
The Quadrant Receipt Accounting System for
Windows software runs on customer supplied IBM compatible personal computers.
The current recommended minimum configuration for each
RASWIN workstation is as follows:
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color monitor and enhanced keyboard
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100 GB hard disk
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Windows 10, 32 or 64 bit
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1 - USB port for receipt printer plus access to
LAN, or 2nd port, for a report printer.
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1 - computerized cash drawer
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1 - combination receipt/validation and check endorsement printer
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Other optional equipment includes:
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Bar Code Laser Scanner
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Credit Card Reader(EMV chip type)
Software Information
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The Quadrant RASWIN is a Windows-based application running in a Microsoft
Windows version 10, in both 32 and 64-bit environments.
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The RASWIN makes extensive use of single
keystroke menu items and function keys to streamline operations where
possible. In addition each cashier can define their own set of function keys
which cover the items they process most frequently, if desired, or all can
share a common set of function keys. The meaning of the function keys, when
active, is always displayed at the bottom of the screen in a consistent
location so memorization is not required.
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Since RASWIN operates on standard PC hardware,
files can be downloaded from or uploaded to virtually any host system using
the appropriate communication protocols and software.
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The RASWIN has been specifically designed for the
receipting function and presents the cashier with a streamlined entry screen
for posting each revenue item. Each input screen can be tailored, without
programming, to require or skip the defined input fields.
-
In addition, user defined input edit masks are available for account
number and description fields which can prompt the cashier for entry of a
specific field of information such as an invoice number, date, etc., and can
further restrict the permitted responses, such as all numeric, a date field,
etc.
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We utilize a common menu scheme that makes operation of the Receipt
Accounting System easy to learn and use. The transaction entry screen is
common to all types of payments. Virtually all setup functions are controlled
via menu driven or parameter tables maintained by your own personnel.
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The RASWIN permits the user to define up to 150
user-defined fields each up to 40 characters in length. The end user can
define "pop-up" type windows that are linked to the transaction codes
containing additional input fields tailored to the needs of that transaction
type. We call this feature "supplemental data capture."
-
For example, you might wish to collect detailed information regarding an
animal license (such as name, breed, sex, age, color, size, etc.). These
additional fields, which have nothing to do with the posting of a payment for
the license itself, can be captured in a separate data file and directed to
other down-stream systems as required. Each such window can contain 15 lines
of user defined fields, each of which can contain user defined data entry
prompts, field specs (size, numeric, alpha, etc.) and default values. In
addition, pre-defined "constants" can be coded into the RASWIN tables for passing to
host systems as part of the
interface record[s].
-
All transactions are stored in a shared SQL Server Database and accessible
from any workstation for inquiry and reporting. With appropriate settings,
any workstation can view and reprint any receipt at any time.
-
RASWIN allows for complete inquiry and search.
RASWIN has:
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"Quick scan" capability from last transaction back toward the beginning
of the current day
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"Criteria search" for user specified data such as payer name or
transaction amount from any accounting date.
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"Detail review" of all items from any accounting date.
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Inquiry of payment (media) totals - RASWIN
permits authorized staff members to view the current values of the cash
drawer totals via a special screen display at any time.
-
Amount field is eleven (11) digits, permitting amounts up to + or -
999,999,999.99.
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There are no restrictions on the number of transactions processed per day
per station, or for combined systems. For low volume applications where you would
like the ability to exercise tight control of your receipting activity, but find it
difficult to justify the cost of a full/unlimited volume license, Quadrant offers
reduced license fees on a 'metered' basis, which can be established as a monthly or
annual volume limit.
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Operator is allowed three chances to correctly sign on before supervisor
assistance is required. Password and security tables are Customer personnel
maintainable.
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All functions of the system are coded to permit access only by authorized
personnel. Operator I.D. codes and passwords prevent unauthorized access and
link each operator to the functions they performed for audit trail purposes.
Most reports can be printed using cashier-based selection criteria so that
individual cashier totals can be obtained even though multiple cashiers are
working from a shared cash drawer.
-
System allows unlimited users and provides daily
activity reporting for each individually or all combined, or by other groups,
such as department.
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The operator can print a receipt, validate a document and endorse a
checks on the attached receipt/validation/endorsement printer.
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A cashiering workstation can print reports to any network
printer.
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Quadrant is always on the lookout for new and improved receipt printers
and provides print drivers for a variety of appropriate makes and models.
These drivers are part of our standard updates to existing customers under
software maintenance. Reports can be sent to different report printers at any
time. These are all user-controlled parameters.
-
Printer assignments can be modified at any time. This is done via network
print queue management software and is not a direct function of the
RASWIN software, except to the extent that report
data is routed to one of the assigned printer ports (e.g., LPT1, 2, or 3,
etc.)
Payment Processing Overview
The RASWIN
supports an unlimited number of payment media, all of which may be set up and
maintained by Customer personnel. Within a defined payment media type, an
unlimited number of sub-types may be defined by table entry. End of day reports
total by payment type and by sub-type. For example, consider the
following:
Payment Type |
Sub-Type |
CASH |
|
CK |
Personal Check
Money Order
Traveler's Check
Government Check
Business Check
|
CC |
Master Card
Visa
Amex |
As you can see, it is possible to
define many type/sub-type combinations, although this is rarely a
requirement.
The Receipt/Validation printers
used with the RASWIN system all have continuous roll
receipt paper with an unlimited number of lines for transaction data and up to
15 lines of validation. Validation formats are user defined and can be
specified by transaction code; i.e. different validation format for a business
license versus a building permit. Validation can also be selected for each line
item on a receipt (e.g., individual items on a building permit) as well as for
the receipt total.
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Payment methods are listed on the receipt. Document validations can
include payment method[s] if desired, but this is normally not
recommended.
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A single payment can be distributed to an unlimited number of revenue
accounts. RASWIN refers to this as processing a
multiple transaction. The Quadrant RASWIN can handle
9,998 different revenue (payment) types. We have several customers who
utilize more than 1,000 revenue codes, and the majority use between 200 and
500 different revenue types.
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The RASWIN can process multiple payment types for
a single receipt/payment.
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The RASWIN calculates payment due and calculated
change if amount entered is greater than amount due. Customer can set cash
drawer to open only upon receipt of cash or when change is due to
customer
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Check endorsements are user-defined and can be changed at any time
through a table entry. RASWIN allows for unlimited
endorsements formats, although the most any of our customers has ever used
is about 20. In addition to the standard bank and account information, the
user can define additional endorsement line[s] containing items such as date,
time, amount of the check, receipt number, etc. This information is critical
when a check does not clear, since it gives an immediate link back to the
original transaction data and makes is easy to determine what the check was
paying for by reference to printed audit reports or on-line inquiry directly
to the RASWIN data files.
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Customer can use receipt printer to validate payment stub or any other
documents with up to 15 lines of user defined information. The location of
validation printing is limited by the receipt printers. The best a standard
receipt printer with a slip table can do is to print along the right hand
portion of a document. Drop in printers can only print in the bottom right
corner.
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RASWIN can support OCR scan lines read in by
hand-held OCR scanners, OCR slot scanners; or barcode scan lines read in by
laser scanners or hand held wands.
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Amount being paid is entered for each payment and can be a full or
partial payment.
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Penalty/surcharge may be automatically calculated or entered manually, as
required.
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The RASWIN automatically increments receipt
number and transaction numbers. Each individual item has its own transaction
number, but there may be several items on a single receipt.
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The RASWIN fully supports cash reconciliation
with cash drawer balance. The Quadrant RAS permits each drawer to be totaled
out and a cash report printed on demand. RASWIN has a
cash counting screen to facilitate counting and calculations.
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Supervisor can have access to cash drawer information and reports at any
time.
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At any time of day, cashier can review transactions on-line, close out,
balance or print reports.
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Those having the appropriate security level can make adjustments at any
time. Drawer balancing can be done at anytime of the day.
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RASWIN transaction files are grouped by
accounting date. Within this group, individual cashiers can report and upload
only their own individual batches, if desired. Items can also be batched by
register, operating location (several registers), or by a range of receipt
numbers.
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RASWIN terminals can support mainframe inquiries
if PC's have appropriate hardware/software for mainframe communications. All
normal inquiry functions available to an operator via the mainframe will be
available using standard terminal emulation functions.
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In addition, the RASWIN supports an "expedited"
balance inquiry function. Under this scheme, a daily "extract" or "lookup"
file is downloaded to the LAN or local PC hard drive. These files typically
contain the customer account numbers, names, service address, and balance due
figures. Since the file is resident on the LAN or local workstations, there
is no host inquiry or emulation required to retrieve the customer balance
figures. If the host response time is slow, or if the host is not available,
the inquiry can still be performed using the name, address or account number
as a lookup key.
Data Editing Capabilities
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RASWIN allows for immediate editing of data
entered and can do comparisons against validation tables or data downloaded
from host.
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RASWIN has pop-up selection lists of valid
choices. These can be from RASWIN tables or from data
downloaded from the mainframe, as appropriate. In addition, entry of options
is restricted to valid choices (usually via automatic function key
assignments) for entry fields such as payment method.
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Entry errors can be corrected immediately (assuming the cashier notices
the error).
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Once the transaction is finalized, the RASWIN
supports automatic voiding of erroneous entries. Voids/reversals may be done
by those persons with adequate security level. A complete audit trail is
maintained, including the tagging of the original transaction as being voided
and attaching the receipt number of the void to the original.
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RASWIN has the ability for overriding default
information. This can be restricted on a transaction type by transaction type
basis.
Reporting Capabilities
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A full complement of standard reports is available to list in summary or
detail form the relevant transaction data captured by the RASWIN programs. There are
also "custom" reports the user can
create to list specific transaction types, in various sort sequences, with or
without sub-totals, etc.
-
The RASWIN has the ability to retain user
specified transaction types in full detail or summary form for as long as
disk space permits.
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The RASWIN contains several extract programs
designed to output a flat fixed format or delimited ASCII file on demand.
Virtually all current PC database and spread sheet applications can import
these files into their own proprietary formats for reporting using their own
built-in report writing functions.
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Most reports permit selection (or filtering) of included data by user
specified parameters. These include cashier, location, register, drawer, date
ranges, etc.
Additional Capabilities
The RASWIN
includes two data extract programs as part of the standard
system.
The first generates a data file suitable for upload to most host systems.
This is usually a "fixed format" record created in ASCII format. The specific
data included, and the format of this file will be tailored to suit the needs
of the Customer at no charge. This process is usually intended to support the
batch mode transaction extract/upload processing requirements.
The second extract process is flexible in nature and allows the user to
indicate which fields and in what format the data is to be extracted. You can
include or exclude each field in the transactions records, and standard formats
have been developed to support programs such as Excel, Access , XML, etc
(virtually any program that will accept a fixed format or delimited ASCII
file).
The RASWIN software creates the needed
extract/upload data files. The method of transferring the data physically to
the required location depends on the LAN or host environment in place.
Transactions may be backed up at any time, and certainly they should be
backed up at least daily. Back up can be to tape, diskette or to the
Network.
RASWIN has the ability to perform on-line access to
a mainframe. If the mainframe downloads information to the Network, the
RASWIN workstations can easily access the files for
cashier use.
The RASWIN user can specify any close out time for
any register. This is done simply by performing the "end of day" routines to
close out the current day, then doing "start of day" to indicate the next
business day to be used.
The RASWIN updates a shared SQL Server database as
each transaction item is processed. A transaction data extract program creates
a data file suitable for transmission to a host system on request. The physical
transfer of the data (via an appropriate transmission method) is a separate
step. This allows multiple workstations to close out and prepare their extract
data files independently of each other, if desired, or data from multiple
systems can be consolidated into a single batch and uploaded from a single
machine. This is the most frequently used approach. The consolidation process
usually takes less than 60 seconds per workstation.
Initial Application Setup
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All equipment will be shipped with freight prepaid to address
specified.
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PC's provided by you should be installed and loaded with Windows
software. All Network and/or Host connections should be established and
tested before Quadrant arrives. The setup of Quadrant supplied equipment will
be done by Quadrant personnel. Site should be set up for personal computer
use. Most critical are decent power and an adequate number of outlets.
Counters should be large enough to accommodate PC's, cash drawers, and
receipt printers. Battery back up units are highly recommended.
-
A month before the scheduled installation date, RASWIN user manuals will be
sent to
your designated project
manager. The transaction codes table with associated G/L accounts numbers
should be developed before Quadrant personnel arrive on site. This can be set
up in a Lotus or Excel spreadsheet and Quadrant will convert and load the
information into the RAS table for further parameter set ups by the
Customer's personnel.
-
Before the installation visit, Quadrant will also provide specifications
for the ASCII transfer file and for look up files. Your data processing
personnel can be working on any interfaces before system installation.
-
All training will be provided on-site. Training will be done on your
premises as soon after contract award as the schedules of your staff and
Quadrant allow. Quadrant can generally schedule installation and training
within 45 days of receipt of order. Installation and training normally occurs
in one trip and most of our customers are in a "live" operating mode at the
end of this session.
-
Training involves two groups of staff: supervisory personnel and
cashiers. We require a minimum of four days of installation and
training.
-
The training will include all functions for cashier, supervisor,
maintenance and technical support procedures required for the initial
installation and on-going operation of the software and hardware. Supervisory
training emphasizes the maintenance and technical support procedures, while
cashier training is targeted toward daily operating procedures.
-
The appropriate personnel and equipment must be made available at the
time set for installation, and all site preparation should be completed,
including all wiring and any new counters or counter modifications that might
be required to accommodate the new equipment.
-
Quadrant personnel, who will be involved in your installation, have
extensive experience in installing software for all government operations.
Training is "hands-on" instruction.
-
Documentation is provide via a 100% on-line website version of the user manual.
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Quadrant permits a reasonable number of "non-production" copies of the RASWIN software
to be installed for testing or training
purposes without payment of additional workstation license fees.
Software Support
Reproducible program errors are corrected as
soon as they can be researched, corrected and adequately tested.
The corrected
file can be placed on our web site for download 24/7.
Quadrant's normal office hours are
8:00 to 5:00 PST/MST (We are located in Arizona, which does not recognize
Daylight Savings Time). Support is provided by remote connection to your
system[s], by phone, e-mail, and our Web Site - (www.quadrant-systems.com).
Support outside of the normal working hours (including weekends) can be
arranged on request.
The Receipt Accounting Software for Windows
(RASWIN) carries a ninety-day warranty.
Warranty begins with the
completion of system
installation.
All Quadrant supplied hardware proposed is supported via depot
maintenance.
Quadrant provides software support services in one of two ways. These
are:
-
Direct end user support. Users can call Quadrant for
assistance, to report problems, etc. Each user department
supported pays an
annual maintenance fee.
-
Support to a limited number of IT staff or "key users", who
in turn support the end users. This is the most cost-effective means of
support, since redundant calls can usually be eliminated. Under this
support option, only one maintenance fee is paid.
Additional services Quadrant provides include:
-
Direct, on-line, remote support via internet.
-
Download of updated program files from Quadrant to a central development
system, or to all end user systems (if they are equipped with internet access
and appropriate communications software).
There is no extra cost for this service beyond the normal annual support
fee.
Additional Training Services.
-
Quadrant will provide additional training, if requested, at our standard
daily rates plus actual travel and living expenses.
-
Custom modifications, or development of additional related modules.