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:

operator password security functions

multiple cash drawer control with full audit trails

transaction control flexibility

detailed customer receipt

complete transaction audit trails

non-cash ( check / voucher ) payment media validation

related papers ( documents ) validation

detailed and summary transaction reporting

automatic distribution of funds to multiple accounts

data export capability

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:

• 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.
• Optional or required entry of the payer name for each defined transaction type.
• User defined codes for frequent payers, such as other city or county departments.
• 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.
• 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:

• color monitor and enhanced keyboard
• 100 GB hard disk
• Windows 10, 32 or 64 bit
• 1 - USB port for receipt printer plus access to LAN, or 2nd port, for a report printer.
• 1 - computerized cash drawer
• 1 - combination receipt/validation and check endorsement printer
• Other optional equipment includes:
• Bar Code Laser Scanner
• Credit Card Reader(EMV chip type)

Software Information

• The Quadrant RASWIN is a Windows-based application running in a Microsoft Windows version 10, in both 32 and 64-bit environments.
• 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.
• 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.
• 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.
• 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.
• 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:
• "Quick scan" capability from last transaction back toward the beginning of the current day
• "Criteria search" for user specified data such as payer name or transaction amount from any accounting date.
• "Detail review" of all items from any accounting date.
• 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.
• 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.
• Operator is allowed three chances to correctly sign on before supervisor assistance is required. Password and security tables are Customer personnel maintainable.
• 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.
• The operator can print a receipt, validate a document and endorse a checks on the attached receipt/validation/endorsement printer.
• A cashiering workstation can print reports to any network printer.
• 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.

• Payment methods are listed on the receipt. Document validations can include payment method[s] if desired, but this is normally not recommended.
• 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.
• The RASWIN can process multiple payment types for a single receipt/payment.
• 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
• 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.
• 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.
• 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.
• Amount being paid is entered for each payment and can be a full or partial payment.
• Penalty/surcharge may be automatically calculated or entered manually, as required.
• 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.
• 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.
• Supervisor can have access to cash drawer information and reports at any time.
• At any time of day, cashier can review transactions on-line, close out, balance or print reports.
• Those having the appropriate security level can make adjustments at any time. Drawer balancing can be done at anytime of the day.
• 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.
• 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.
• 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

• RASWIN allows for immediate editing of data entered and can do comparisons against validation tables or data downloaded from host.
• 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.
• Entry errors can be corrected immediately (assuming the cashier notices the error).
• 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.
• RASWIN has the ability for overriding default information. This can be restricted on a transaction type by transaction type basis.

Reporting Capabilities

• 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.
• 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.
• 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

• All equipment will be shipped with freight prepaid to address specified.
• 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.
• 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.

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