Accounting/ERP/Business Management Software RFP RFP Home Page Back to ERP RFP Main Page Next Page

Glossary of Terms

Accounts Payable Module – allow payment of vendor invoices by entering vendor name, invoice number, invoice date, voucher number and amount to be disbursed.

Accounts Receivable Module – this module will allow for the recording of notes receivable and repayment of a vendor loan, etc.

Budgeting and Financial Management Module – this module is utilized to create a budget forecasts, budgets, reports and projections using user-defined assumptions.

ACH – Automated Clearing House. The location where direct deposits to agencies for funding will be made prior to a bank routing to their bank account.

Agency – a human service organization that receives funding from the PLB for providing approved services to consumers. Could also be referred to as a vendor.

Class Code – a identifier of an account in the general ledger that determines how that account will be processed and what other accounts will be setup as well.

Component – a sub-division of a project, identified by a 2-digit number. Every project contains at least one of these to further define the services that a consumer will receive.

Consumer/Client – a developmentally disabled individual who resides in St. Louis County and receives services from an agency that is funded by PLB.

Date of Service – the actual date that a service was provided to a consumer. All dates of service are 8 digits. The date is stored in the following format: MMDDCCYY. The date is displayed on the screen with slashes separating MM/DD/CCYY.

Electronic Data Interchange (EDI) – The process of allowing electronic submission of invoices and other information by agencies to PLB for payment and the return process of real-time (on-going) information back to the agency for future processing and data tracking.

Fixed Asset Module – utilized to track physical inventory for PLB and agencies. This module will record and manage additions, transfers, disposal of property and other property inventory changes.

General Ledger Module – this module will consolidate the information generated by the other core modules (A/P, A/R, N/R, etc.)

Line Item - an assigned account number and amount from the budget of an agency project/component budget.

Invoice – a form generated by the PLB, by line item, specific to the project number, containing project budget, year-to-date expenditures, variance and actual expenditures per line item. This form has blanks that an agency uses to fill in the current month’s expenditures. This form is filled out by agencies and submitted to PLB. There may be accompanying backup documentation if the project requires such and payment for services can only occur with this information filled out correctly.

Notes Receivable – see Accounts Receivable

Project – a type of service, provided by an agency, identified by a unique 4 digit number. This service has been pre-approved by PLB for an amount of time not to exceed one fiscal year. This service may contain many components.

Project Management and Consumer Contract Module – allows PLB to enter, maintain and approve specific projects for funding.

Project Number – the unique 4 digit number assigned to a project. The project can carry over from fiscal year to fiscal year if a contract to provide services for consumers is renewed.

Unit of Service – a measure of time (or distance), which is a factor in determining payment to agencies. A unit of service may be an hour, a day, a trip, etc. and is determined by the pre-approved contract.

Units of Service Module – this module is used to generate invoices and addendums, tracking of projects and consumer usage and recording of agency expenses to be reimbursed

Vendor – the customer that the payment is disbursed to and or who provided the service.