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Accounts Payable

Accounts_Payable_Vendor_Information

Master Files
Vendor files maintain name, address, Federal ID, telephone and account information. Up to nine digits are available to identify vendors.

Accounts Payable

Accounts_Payable_Voucher_Entry

Data Entry
Data entry functions allow transactions to be entered and can be easily changed, printed or displayed. Data entry activities in Accounts Payable include vouchers and manual checks. Additional software is available for Purchase Orders which integrates with voucher data entry and financial reporting. Voucher data entry procedures are integrated with accounts payable check writing.


Accounts Payable

Accounts_Payable_Select_Voucher_For_Payment

Data Entry

Accounts payable checks may be sorted by vendor name or code with the stub listing all voucher descriptions and amounts. Also the option to have designated vouchers print on separate checks is available. Checks may be printed in the folowing formats: 7” stub-check, 11”stub-check-stub, 11” z-fold self mailer and window envelope.


Budget Preparations

Budget_Existing_Budgets-PY Budget Preparations 

There are five types of budgets maintained in the GMS system.

You may enter, change, print, display or export Program Element and Project budgets.

Budget Preparations

Budget_Import Budget Preparations 

There are five types of budgets maintained in the GMS system.

You may enter, change, print, display or export Program Element and Project budgets.

Budget Preparations

Print_Budgets_PY Budget Preparations 

There are five types of budgets maintained in the GMS system.

You may enter, change, print, display or export Program Element and Project budgets.

Cash Receipts

Cash_Receipts Cash Receipts

The GMS Cash Receipts program allows the user to code the revenue
directly to the grant or project for which it was intended. All cash receipt entries have to be in balance to be posted as with all other original books of entry in the GMS system. Cash receipts may be edited to correct any errors that may have occured.

General Journal

General_Journal_Entry

General Journal
All journal entries have to be in balance to be posted as with all other original books of entry in the GMS system. In all books of entry, prior to printing financial reports, you can unpost batches to edit errors that were made. Recurring journal entries can be created with optional software.

Cost Allocation

alt GMS has the best Cost Allocation system on the market today! Because of the variety of ways clients handle cost allocation, GMS software accommodates a vast array of choices. During on-site installation and training many of the issues are sorted out which then provide reports that are most suited to a particular agency's requirements. Once set-up files are completed, month end cost allocation functions are just a quick click of the mouse.

General Ledger

GL_Listings The GMS Accounting and Financial Management/Reporting System offers a flexible accounting structure designed to respond to virtually all management, audit, Board of Directors, and funding source requirements. From transaction entry to financial statements to detailed account ledgers, the GMS General Ledger provides complete audit trails.

Timesheet Reporting

Timesheet_Reports

Timesheet Reporting and Labor Distribution

  • Monthly Timesheet Charges by Activity
  • Monthly Timesheet Charges by Employee
  • YTD Timesheet by Employee and YTD by Activity
  • Monthly Workers Comp Analysis (optional)

Financial Reporting

Financial_Reporting

Financial Reporting

  • Balance Sheet
  • Revenues and Expenditures by Program Element
  • Revenues and Expenditures by Project
  • Agencywide Revenue and Expenditure Report

Payroll

Payroll_-_Deduction_Setup

Personnel Setup

The user may set up codes for Deductions, Personnel, Sites, Local Tax, Special Pay, Departments, Positions, Workers Compensation, State Tax, Pay Codes, Leave Type, Garnishment Deductions and Multiple Pay Rates with a few easy key strokes.

Payroll

Payroll_-_GMS_Employee_File

Employee Entry

Employee entry functions allow data to be entered and can be easily changed, printed and displayed.

  • Employee files hold general personnel information, employee leave balances, federal and state tax information, employee deductions, optional fields and year-to-date earnings information.
  • Up to five digit codes identify employees.

Payroll

Payroll_-_Timesheet_Data_Entry

Timesheet Entry

Data entered from an employee’s timesheet is used to create payroll and to maintain employee leave balances.

Each entry will be charged to a program element (activity) within a project or grant listing the number of hours an employee has worked on each task.

This timesheet data will produce a variety of labor distribution reports and post salaries to programs and activities.

Alerts are given during timesheet entry if leave taken exceeds leave balances.

Security

Security_Menu With this feature you may assign levels of security to each user, or group of users, based on the menu options available. For instance, you may have a program manager that you want to be able to look at budgets and reports but is not able to do any data entry or change the reports in any way. By checking the appropriate boxes within the security menu you will be able to give them read only rights. The financial manager and other finance personnel will probably have most all the boxes checked on this menu as they will be doing the day to day data entry and reporting. A check in the box means that item is accessible. A blank box means access to that item will be denied.

Accounts Receivable

Accounts_Receivable_Customer_Setup Not all non-profits require billing capability so GMS has built a supplement for those agencies that require functionality to track accounts receivable. The GMS Accounts Receivable supplement includes Customer Maintenance, Drill Down Customer Inquiry Screen, Invoice and Statement Creation, Cash Receipts, Accounts Receivable Analysis and Accounts Receivable History.

Accounts Receivable

Accounts_Receivable_Customer_Statement Not all non-profits require billing capability so GMS has built a supplement for those agencies that require functionality to track accounts receivable. The GMS Accounts Receivable supplement includes Customer Maintenance, Drill Down Customer Inquiry Screen, Invoice and Statement Creation, Cash Receipts, Accounts Receivable Analysis and Accounts Receivable History.

Accounts Receivable

Accounts_Receivable_Invoice_Data_Entry Not all non-profits require billing capability so GMS has built a supplement for those agencies that require functionality to track accounts receivable. The GMS Accounts Receivable supplement includes Customer Maintenance, Drill Down Customer Inquiry Screen, Invoice and Statement Creation, Cash Receipts, Accounts Receivable Analysis and Accounts Receivable History.

Accounts Receivable

AR_Analysis Not all non-profits require billing capability so GMS has built a supplement for those agencies that require functionality to track accounts receivable. The GMS Accounts Receivable supplement includes Customer Maintenance, Drill Down Customer Inquiry Screen, Invoice and Statement Creation, Cash Receipts, Accounts Receivable Analysis and Accounts Receivable History.

Purchase Orders

PO_Ask_For_Information If you’re looking for a comprehensive system to produce and monitor purchase orders, try the GMS Purchase Order system. Data entry features include entry of optional requisition numbers, default shipping detail, many lines for entering item information as well as completing purchase orders during voucher data entry. When obligating expenses to programs, the system checks for the availability of funds against budget less expenses and other obligations. A financial report including obligation and amount of unobligated funds by line item is available.

Purchase Orders

PO_Obligation_Req If you’re looking for a comprehensive system to produce and monitorpurchase orders, try the GMS Purchase Order system. Data entry features include entry of optional requisition numbers, default shipping detail, many lines for entering item information as well as completing purchase orders during voucher data entry. When obligating expenses to programs, the system checks for the availability of funds against budget less expenses and other obligations. A financial report including obligation and amount of unobligated funds by line item is available.

Purchase Orders

Purchase_Order_Data_Entry If you’re looking for a comprehensive system to produce and monitorpurchase orders, try the GMS Purchase Order system. Data entry features include entry of optional requisition numbers, default shipping detail, many lines for entering item information as well as completing purchase orders during voucher data entry. When obligating expenses to programs, the system checks for the availability of funds against budget less expenses and other obligations. A financial report including obligation and amount of unobligated funds by line item is available.

Fixed Assets

FA_Funding_Sources You can organize and keep track of your fixed assets using the GMS Fixed Asset program. Setup files are established for general ledger asset codes, location codes, description codes, funding source codes and depreciation codes. A master file is established for each fixed asset which allows for documenting all pertinent purchase information, designation of setup file codes, funding source participation, depreciation information and recording disposition information. Depreciation is automatically calculated on a straightline basis for those items and the length of time specified in the master file. Reports available include fixed asset and depreciation schedule, an analysis by fund source, location code, description code and general ledger code.

Fixed Assets

Fixed_Assets_General_Ledger_Categories You can organize and keep track of your fixed assets using the GMS Fixed Asset program. Setup files are established for general ledger asset codes, location codes, description codes, funding source codes and depreciation codes. A master file is established for each fixed asset which allows for documenting all pertinent purchase information, designation of setup file codes, funding source participation, depreciation information and recording disposition information. Depreciation is automatically calculated on a straightline basis for those items and the length of time specified in the master file. Reports available include fixed asset and depreciation schedule, an analysis by fund source, location code, description code and general ledger code.

Fixed Assets

Fixed_Asset_Inventory You can organize and keep track of your fixed assets using the GMS Fixed Asset program. Setup files are established for general ledger asset codes, location codes, description codes, funding source codes and depreciation codes. A master file is established for each fixed asset which allows for documenting all pertinent purchase information, designation of setup file codes, funding source participation, depreciation information and recording disposition information. Depreciation is automatically calculated on a straightline basis for those items and the length of time specified in the master file. Reports available include fixed asset and depreciation schedule, an analysis by fund source, location code, description code and general ledger code.

Fixed Assets

Fixeds_Assets_Profile_Report You can organize and keep track of your fixed assets using the GMS Fixed Asset program. Setup files are established for general ledger asset codes, location codes, description codes, funding source codes and depreciation codes. A master file is established for each fixed asset which allows for documenting all pertinent purchase information, designation of setup file codes, funding source participation, depreciation information and recording disposition information. Depreciation is automatically calculated on a straightline basis for those items and the length of time specified in the master file. Reports available include fixed asset and depreciation schedule, an analysis by fund source, location code, description code and general ledger code.

Report Writer

Report_Writer

If you have a need to develop specialized reports in addition to the reports produced by the accounting system, this is the module for you. You may develop a report by specifying which fields you want from the many tables that are held within the database.

The Report Writer allows you to design the report format and content you desire.

GMS Accounting and Financial Management/Reporting System

The GMS Accounting and Financial Management/Reporting System integrates all accounting activity into an entity-wide system.

The GMS Accounting system is not sold as separate modules but rather as a package containing all the necessary functions to run your non-profit on a daily basis. Our underlying system design is entity-wide providing you an integrated accounting system that performs all accounting activities – General Ledger, Cash Receipts, General Journal, Budget Preparation, Cost Allocation, Accounts Payable, Payroll, Timesheet Accounting, Financial Reporting and Security features. Systems are available in a 1-2 user version, 3-4 user version and 5+ user version either in Access or SQL Server applications.

While our basic package is very complete there are instances when an organization wishes to expand their package. GMS has add-on software that can be purchased in addition to the basic package including Accounts Receivable, Purchase Orders, Direct Deposit, Fixed Assets and Report Writer. GMS also has a myriad of additional supplements to enhance your reporting features and that fit specific applications within your agency.

Our software gives you a level of reporting which responds to all state and federal requirements, audit standards, and reporting required for the Board of Directors and management team.

We provide efficient solutions to most everyday operating issues like automating leave balances, simplifying data entry, reimbursing employee expenses through payroll, or having the option to use direct payroll deposit.

GMS is designed to handle activity accounting. It is not a fund accounting system but a grant and contract accounting system created and written specifically to account for grants, contracts, and activities.

  • Your organization will comply with FASB 116 and 117 (the Financial Accounting Standards Board requirements that all non-profit organizations follow) and GASB 34 (the Governmental Accounting Standards Board requirement as state and local governments follow).
  • You will be able to account, report and monitor budgets for multiple grants and contracts even if they have differing funding periods.
  • You will have choices on how to automatically handle important cost allocation issues – for common costs, general and administrative costs, indirect costs, fringe benefits, leave costs, and various specialized cost pools. We provide you a variety of ways to comply with all major OMB Circulars.
  • Your organization will be easier to audit.

Our clients are exclusively non-profit and public organizations. They range in size from two to more than 1000 employees.

Our staff is experienced in grant and contract accounting and financial management – most were finance officers using GMS software prior to becoming GMS employees. For more than 30 years GMS has specialized in grant, contract, and activity financial management and accounting.

At the time a new GMS client signs a contract for the GMS Accounting and Financial Management System, the contract price is based on a grouping of the number of licensed user names. For example, purchase price groups are 1-2 users, 3-4 users and 5+ users. At a later time, after purchase, the client may request to purchase one or more additional licenses. If the total number of licenses requested places that client in a higher purchase price group, they would be billed for the difference in the group price. A contract addendum will be sent for their signature. The monthly license would increase by the number of licensed users. However, no refunds will be given on the purchase price if the present number of licenses decreases to a lower purchase price group.


Designed for Non-Profit Organizations

The GMS Accounting and Financial Management/Reporting System is not a traditional commercial accounting or government fund accounting package adapted for non-profit use. Our software is designed, from the ground up, to meet the highly specialized requirements of non-profit and public organizations accounting for contracts and grants or by program activity.

Our basic accounting package includes a General Ledger package complete with Cash Receipts, General Journal, Budgeting, Monthly Processing, including built in Cost Allocation and Indirect Costs and a complete Month End Reporting System. Accounts Payable includes invoice entry, accounts payable check writing, manual checks handling and is loaded with Accounts Payable reports. Payroll includes complete employee files, time sheet entry, payroll processing and check writing. The system has built in Cost Allocation and Indirect Costing capabilities.

The system is fully capable of supporting additional add-ons to the system including Purchase Orders, Accounts Receivable, Fixed Assets, Direct Deposit and Report Writer, plus many other enhancements that can be added at any time to customize your system. Your individual needs can best be met by service and support staff who are extremely familiar with non-profit accounting and financial reporting requirements. We provide a comprehensive, flexible program of support and services to meet your individual needs.

GMS is an employee owned company and will strive to meet the high demands of your organization.