AVATAR400

The Avatar400 General Ledger is designed for flexibility, accuracy, and real-time insight. Users can keep up to 12 accounting months open at once, with 24 more months available for prior-period adjustments, even in closed fiscal years. Transactions post immediately to your company’s share, enabling real-time reporting at net or 8/8ths without waiting for period closes.

The system retains full transaction detail with monthly and yearly balance records, allowing users to report at the summary or detail level for faster processing and analysis. Older transactions are automatically archived to history files, where they remain fully accessible for inquiry and reporting.

Key capabilities include:

• Detail- or balance-level inquiry and reporting
• Up to three years of active transaction detail
• Inception-to-date balance tracking
• Flexible, real-time financial reporting
• Multiple accounting periods open at once
• Prior-period adjustments in open or closed years

Accounts Payable in Avatar400 is fully integrated into the General Ledger, ensuring all reports and inquiries are always current and fully reconciled. Invoice activity, payment status, and history are stored directly in the GL for complete transparency.

The system supports accrual and cash-based accounting, validates entries in real time, detects duplicate invoices, and allows partial or full invoice payments. It also supports recurring invoices and ownership validation for outside-operated properties.

Key capabilities include:

• Full GL integration for real-time accuracy
• Partial or full invoice payments
• Duplicate invoice detection
• Automated validation with user-defined rules
• Support for 8/8ths or net invoice entry
• Recurring invoice processing
• Open payables reporting by vendor, date, or property

Like Accounts Payable, Accounts Receivable is fully embedded in the General Ledger, ensuring real-time accuracy across all reports and inquiries. Updates occur automatically with cash receipts, journal entries, and JIB processing.

The system supports multiple AR types, including Revenue, JIB, AFE, and Other, and provides flexible aging, billing, and statement options tailored by corporation or owner.

Key capabilities include:

• Balance-forward or open-item AR by corporation
• Detail or summary aging by days or months
• Partial or full invoice payment control
• Automated updates from GL and
  JIB activity
• Detailed or summary owner statements
• User-defined interest charges by owner

Avatar400 Revenue Accounting tracks production revenue by product, property, and date, either production or general ledger. User-defined product codes and flexible division-of-interest handling ensure accurate splits between working and royalty interests.

The system provides advanced suspense handling, tax exemptions, netting options, and robust inquiry tools to support operational and financial accuracy.

Key capabilities include:

• User-defined product codes
• 8/8ths tracking for non-operated properties
• Multiple suspense types with configurable limits
• Online inquiry by owner or property
• Netting revenue against receivables
• Flexible tax handling and deductions
• Revenue reporting by GL or production date

The JIB process can be run multiple times per month and automatically updates Accounts Receivable. Users can run pre-edit simulations, bill selected properties, and manage expenses with precision.

The system supports detailed invoices, summary owner statements, multiple DOI decks, suspense handling, prepayments, and automated reversals for billing corrections.

Key capabilities include:

• Detailed invoices by owner and property
• Summary statements across properties
• Multiple DOI decks per expense group
• Legal and minimum-amount suspense handling
• Revenue netting options
• Prepayment tracking and application
• Work-in-progress expense holding
• Automated reversals and corrections

Avatar400 AFE tracking supports property-related and standalone AFEs, with full control over original and supplemental budgets. All AFE data is always current, reflecting the latest GL activity.

Key capabilities include:

• Property-linked or standalone AFEs
• Separate original and supplemental budgets
• User-defined AFE types and reports
• Reporting at 8/8ths or net interest
• Detail or summary charge reporting
• Budget copying between AFEs
• Well-to-AFE cross-referencing

Avatar400 supports reporting at the property and partner or partnership level. Revenue and expenses can be distributed and analyzed down to individual partners or rolled up at the partnership level.

Key capabilities include:

• Partner- and partnership-level reporting
• Detailed partner inquiry
• K-1 tax reporting support
• Netting revenue and expenses by partnership
• User-defined quarterly summaries

Avatar400 automates asset management and depletion calculations using book, tax, ACE, and alternative methods. Asset records can be created automatically from GL or AP activity to ensure consistency and audit readiness.

The depletion system calculates cost and statutory depletion simultaneously, supports federal and state rules, and adjusts as reserves change.

Key capabilities include:

• Automated asset setup from GL or AP
• Multiple depreciation methods
• Cost and percentage depletion calculations
• Federal and state depletion support
• Tax limitation and adjustment reporting
• Reserve-based recalculations

Avatar400 supports budgeting for G&A and property-level expenses, with flexible, user-defined reporting. Budgets can be maintained annually or monthly and easily compared against actuals.

Key capabilities include:

• Fiscal or calendar year budgeting
• Budget copying between years
• Monthly or annual budget structures
• Budget vs. actual reporting
• Dollar or percentage variance analysis

The Property Report Writer allows users to design customized property-level reports with up to 15 columns of extracted or calculated data. Reports can be printed, exported, or downloaded.

Key capabilities include:

• Up to 15 user-defined columns
• Optional hierarchical roll-ups
• Output to report, file, or both
• Reporting by GL or production date
• Revenue shown in dollars, volumes, or both

The Financial Report Writer gives users full control over report layout, formatting, and consolidation. Reports can be run for single entities or consolidated groups, across any time period, even if periods are not closed.

Key capabilities include:

• Fully user-defined report formats
• Up to 99 formats per corporation
• Consolidated or single-entity reporting
• Multi-period comparison reporting
• Exportable report files

Avatar400 includes a comprehensive 1099 processing system that collects data from Accounts Payable, Revenue, and Land modules. Users can map expense accounts to specific 1099 boxes and generate paper and electronic filings.

Key capabilities include:

• Automated 1099 data collection
• Account-to-box mapping
• Federal and state electronic filing support
• Paper and substitute form printing

The Avatar Land Management System replaces manual land tracking with a centralized, real-time lease master record. Land teams get immediate access to accurate acreage, unit participation, and obligation data. Users can review detailed information at the lease and unit levels, ensuring confident decision-making and less administrative effort.

Key capabilities include:

• Online inquiry into all acreage tied to units and participation areas
• Extensive data elements with flexible sorting and filtering
• Automatic generation of lease data sheets, management reports, and delay rental checks
• Cross-referenced lease data shared across all Avatar modules—no duplicate setup
• Automatic posting to the General Ledger and 1099 system when payments are generated
• Multiple reporting options available on demand based on user-selected criteria

The Contractual Obligations subsystem lets companies track contracts, key provisions, and critical obligation dates in one secure database. Flexible inquiry and reporting by contract number, status, type, state, or obligation date gives users clear oversight of commitments, supported by summary sheets referencing related leases for full context.

Avatar’s Production Management System streamlines the capture, validation, and reporting of oil and gas production data for operated and non-operated properties. It supports multiple data-entry methods, eliminates manual bottlenecks, and improves accuracy.

Key capabilities include:

• Manual entry, spreadsheet uploads, or field-based data capture
• Integration with handheld field data systems for real-time reporting
• Automated operator production reports for regulatory compliance
• Variance analysis between production, sales, and revenue
• Flexible internal and state reporting options, including electronic filing
• Full integration with Accounting or standalone deployment

Avatar’s Inventory System helps organizations maintain control over equipment and supplies across all locations. With real-time visibility into quantities and movement, teams can reduce waste, improve cost control, and keep accurate financial records.

Key capabilities include:

• Tracking of equipment and supplies by yard, warehouse, or lease
• Stock control by category and item number
• Purchase order tracking and inventory adjustments
• Allocation of materials to properties
• Integrated journal entries for financial posting
• Complete inventory history by location
• Physical count reconciliation and backorder tracking

The Avatar Payroll System delivers comprehensive payroll processing with advanced allocation capabilities, allowing organizations to tie payroll costs directly to departments, properties, or projects.

Key capabilities include:

• Allocation of payroll burdens such as FICA, workers’ comp, Medicare, and unemployment
• Integration with Accounting and Joint Interest Billing
• Electronic filing for W-2s and 1099s
• Support for multiple pay cycles (weekly, biweekly, semimonthly, monthly, quarterly)
• Detailed employee and company-level inquiry and reporting
• User-managed tax tables, deductions, and allowance codes

Avatar’s CDEX interface uses Electronic Data Interchange (EDI) to eliminate manual entry of revenue check stubs and speed up revenue accounting. Automating data transfer improves accuracy and reduces processing time.

Key capabilities include:

• Direct import of the purchaser check stub data
• Reduced manual data entry and verification effort
• Standardized revenue accounting information
• Faster monthly close and improved data accuracy

Avatar’s Oil First Purchaser system simplifies crude oil purchasing by consolidating operational, pricing, and financial data into a single integrated workflow. It reduces paperwork, accelerates settlement, and supports regulatory compliance.

Key capabilities include:

• Ticket and run entry processing
• Contract-based pricing using effective dates
• Automatic invoice and check generation
• Owner transaction statements
• Regulatory reporting support
• Integration with Accounting for revenue distribution
• Support for saltwater hauling and driver payroll data

Avatar’s Gas Marketing solution helps gas gatherers and marketers manage complex volume allocations, pricing, and reporting requirements with more efficiency and control.

Key capabilities include:

• Gas volume calculation and allocation
• Contract-based pricing and marketing expense tracking
• Integration with Accounting and Production systems
• Support for gas nominations and gas balancing
• Comprehensive production and variance reporting

The Avatar400 Payout module tracks payout structures and owner interests and automatically integrates revenue and expense data from the General Ledger. It provides accurate payout recovery tracking without the risk of subsystem reconciliation issues.

Key capabilities include:

• Support for multiple payout types and owners
• Automated penalty calculation and recovery tracking
• Direct integration with General Ledger data
• Clear visibility into remaining payout balances
• Simple, intuitive payout reporting