Non-Profit Accounting Software
for Grant and Contract Recipients
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.
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Accounts Payable
Master Files
Vendor files maintain name, address, Federal ID, telephone and account information. Up to nine digits are available to identify vendors.
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.
Features include:
- Several options are available for selecting vouchers for payment
- Aged Accounts Payable Listing
- Unpaid Items Listing sorted by vendor name
- Special payment listing for check signer or for Board reporting
- Accounts payable checks containing remittance information
- Accounts payable check register
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 following formats: 7” stub-check, 11”stub-check-stub, 11” z-fold self mailer and window envelope.
Voucher related Accounts Payable features include:
- Unlimited lines of descriptive information with two lines of description printing on the checkstub
- Unlimited distributions per voucher
- Entry of vendors during voucher data entry
- Payment due dates to release payments
Additional Special Accounts Payable features include:
- Disbursements from single or multiple bank accounts
- Ability to choose all, individual vouchers, by voucher batch range, by due date, by voucher number range, by Voucher number or by direct deposit for any partial and full payments
- Document attachment is available at the batch or individual document level. Once a document is attached a paperclip image will appear on the bottom of the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached the view document form will appear and you may choose which document you wish to view.
- Automatic posting to outstanding checks listing for bank reconciliation
- Simple procedures to record manual checks and to void and reissue checks
- Year-to-date vendor payment history
- Supplemental Software to print 1099's and to report 1099 information electronically if needed
Budget Preparations
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Budget Preparations There are five types of budgets maintained in the GMS system.
Program Budgets
These budgets appear on the element and project revenue and expenditure reports. They are to be entered for the entire grant or contract period and will be compared with project to date amounts.
Indirect Cost Budget
This budget is entered for each indirect cost pool (elements 999000-999900).Indirect cost budgets are compared to fiscal year-to-date amounts charged in the indirect cost pools.
Fringe Benefit Budget
This budget is used to monitor charges to the Fringe Benefit Pool. The fringe benefit budget is compared to fiscal year-to-date charges in the Fringe Benefit Pool (Element 998000).
YTD Timesheet Budgets
Timesheet budgets are expressed in hours and appear on Year-to-date Timesheet Charges by Employee and by Activity reports where they are compared to fiscal year-to-date hours charged on time sheets.This is a great management tool!
Agencywide Budget
This budget appears on the Agencywide Line Item Revenue and Expenditure report.You enter this budget for the agency’s fiscal year. On financial reports they are compared to fiscal year-to-date revenues and expenses.
You may enter, change, print, display or export all types of budgets.
Document attachment is available at the batch or individual document level. Once a document is attached a paperclip image will appear on the bottom of the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached the view document form will appear and you may choose which document you wish to view.
Cash Receipts / General Journal
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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
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.
Document Attachment
Document attachment is available at the batch or individual document level. Once a document is attached a paperclip image will appear on the bottom of the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached the view document form will appear and you may choose which document you wish to view.
Monthly Processing
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GL Master File and Batch Analysis Reports Timesheet Reports General Ledger Reports Cost Allocation Reports Financial ReportsGeneral Ledger
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.
Chart of Accounts
Rather than require a large number of digits to code accounting transactions, our integrated structure streamlines data entry enhancing system performance.
- 5 digit codes are used to describe asset and liability accounts. These are universally used across the organization with 10000s reserved for assets and 20000s for liabilities.
- 5 digit codes are used to describe projects or equity accounts (these are in the 30000 series). All program elements (6 digit codes discussed below) are assigned to a project or equity account.
- 5 digit codes are used to describe revenue and expenditure items. These are universal with 40000s describing revenues and 50000-99999 used for expenditures.
Program Elements
Program Elements are activities or components within projects or grants. Since the elements are linked to projects when they are created, data entry is simplified. Program Elements are the building blocks for the financial reporting structure. Line item revenue and expenditure reports will be generated at the program element (cost center) level, summed up to the project level, and finally added into agencywide reports.
6 digit codes are used to describe program elements (cost centers, activities, components, work program activities, etc.)
Reporting
There are several standard reports that result from month end processing, those reports include:
- 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)
- General Ledger Activities Transaction Code Listing
Project Element Charge Listing
General Ledger with Current Detail
- Cost Allocation
Leave Rate Computation and Analysis
Fringe Benefit Rate Computation and Analysis
Indirect Cost Rate Computation and Analysis
Year-To-Date Cost Allocation Summary
- Financial Reporting
Balance Sheet
Revenues and Expenditures by Program Element
Revenues and Expenditures by Project
Agencywide Revenue and Expenditure Report
Cost Allocation
GMS has the most comprehensive 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.
Besides the allocation of leave, fringe benefits and indirect costs that are included in the basic package, there are several cost allocation supplements that are available to meet certain agency allocation and reporting requirements. These include program specific allocations using either an internal or external year-to-date base, monthly allocations using an external base such as square footage, and a dual indirect pool used for separating common costs from M&G costs. Cost allocation reporting supplements available include the detail of salary, leave and fringe costs by employee or position code, shifting indirect costs to the administration component, locking allocated amounts and calculating the line item detail for allocated amounts.
Leave Rate Computation and Analysis
The Leave Rate Computation and Analysis is the first cost allocation step accumulating year-to-date leave charges, computing leave earned costs consistent with organizational personnel policies, and calculating rates to allocate leave costs to programs.
If desired, leave costs may be directly charged to programs, however it will not compute leave earned costs.
This also prints a supporting employee leave balance analysis which details the value of leave balances for each leave balance type. Actual or fixed rates may be used.
Fringe Benefit Analysis and Rate Computation
Year-to-date fringe benefit rates are automatically calculated consistent with your organizations’ fringe benefit policies. If desired, fringe benefits may be directly charged to programs.
Actual or fixed rates may be used.
Indirect Cost Rate Computation
GMS offers the allocation of indirect or common costs. The Indirect Cost Rate Computation and Analysis may be used to accumulate indirect cost transactions, compute a year-to-date indirect cost rate and automatically apply indirect costs to programs.
Actual or fixed rates may be used.
Payroll
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GMS Payroll Processing includes payroll functions and reports beginning with the automatic calculation of current period employee gross-to-net payroll through year end W2 activities. GMS Payroll is timesheet generated. Payroll, labor distribution, leave cost accounting and leave balance maintenance all result from timesheet data entry procedures.
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.
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.
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.
Normal Payroll Activities Include:
- Automatic calculation of gross-to-net payroll amounts
- Current and Prior Period Payroll Register
- Current and Prior Period Deductions Register
- Payroll Checks (or optional Direct Deposit)
- Payroll Check Register
- Year-to-Date Payroll and Deduction Register
- Workers Compensation and Unemployment Analyses
- State and Local Tax Analyses
- Automatic Payroll Journal Entry
- Quarter-to-Date Payroll and Deductions Register
- Quarterly Reporting Register
- W2 Proof Register
- Ability to edit W2s for special issues
- W2 printing
- Option for GMS to handle W2 printing and file preparation for Social Security Administration
- Supplemental features allowing user to prepare file for Social Security Administration
- Computerized leave balance maintenance and reporting, and printing of leave balances on payroll check stubs
- Reimbursement of employee expenses automatically through payroll
- Direct payroll deposit using supplemental features
- Tax deferred payroll deductions
- Payroll checks with stub/check/stub-laser or dot matrix, 11" z-Fold mailer, 7" stub-check, or 11" window envelope
- Payroll checks sorted by alpha, site or department
- Adjustment procedures for one time check changes and manual payroll checks, voiding payroll checks and for other special circumstances
- Unlimited user defined voluntary deductions
- Special state and local tax reports (current, monthly, quarterly and year-to-date)
- Current period labor distribution reports by activity or employee.
- Document attachment is available on employee files and timesheets. Once a document is attached a paperclip image will appear on the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached the view document form will appear and you may choose which document you wish to view.
Security
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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 user(s) rights to those menu items they require access to. You can also assign read only rights to GL master, employee, vendor and customer files when applicable. 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.
License / Warranty / Support
License Warranty
GMS will release updated tax tables and any compliance changes for the GMS software every 12 months. Other software additions and changes will be released periodically. Costs of license/warranty is based on number of users and the GMS prevailing rate.
Support and Maintenance
GMS strives to respond to any support calls within two working hours. There is a monthly fee for unlimited support that will be at our prevailing rate. Unlimited support is required for the first 12 months of use. Pay as you use support can be implemented at our prevailing rate if the agency chooses to discontinue unlimited support after one year. You may elect to return to unlimited support at any time.
Add Ons
Optional Supplements to the GMS system
Our on-going Supplement program is a complete and growing library of GMS software enhancements and improvements continuously made available and affordable, expanding the versatility of your system.
Supplement and enhancement programs are developed to meet specific needs expressed by individual clients. Once it is determined that the additional software would benefit numerous clients on a larger scale, the software is developed and made available as an additional feature, allowing users to customize their system as their needs change.
Accounts Receivable
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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 with Document Attachment and Statement Creation, Cash Receipts, Accounts Receivable Analysis and Accounts Receivable History.
Purchase Orders
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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, document attchment, 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
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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, recording disposition information and document attachment. 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
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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.
Direct Deposit
Direct Payroll Deposit enables your GMS payroll software to prepare data for your bank to automatically deposit net pay and other payroll withholdings directly to employee checking or savings accounts. The data is prepared in accordance with National Automated Clearing House (NACH) procedures. These procedures permit your bank to deposit funds into employee bank accounts even if they bank with several institutions. The software allows you to give employees the option for direct deposit or to receive a paycheck. Those opting for direct deposit may receive a paycheck stub. There are many other additional supplements to the GMS system,including Accounts Payable Direct Deposit and many more.
Cutdown General Ledger
GMS General Ledger and Financial Reporting System
Does your agency need a general ledger package for cash receipts, general journal, budgeting and month end reporting, but not necessarily other components of an accounting system?
GMS now offers the GMS General Ledger and Financial Reporting System, a cut-down version of the GMS Accounting and Financial Management/Reporting System. This system includes the Chart of Accounts, Cash Receipts, General Journal, Month-End Reporting, Budgeting and Prior Year Maintenance.
It is designed for organizations that run the Revolving Loan Servicing System within their agency and do not necessarily require the use of Accounts Payable, Payroll, Cost Allocation, etc.
Data entry functions allow transactions to be entered with a minimum number of keystrokes and can be easily changed, displayed, printed or exported.Transactions can be easily stored in batches for efficient proofing and control before posting. Data entry activities include Cash Receipts and General Journal.
General Ledger Codes
Rather than require a large number of digits to code accounting transactions, our integrated structure streamlines data entry, enhancing system performance.
- 5 digit codes are used to describe asset and liability accounts. These are used universally across the organization with 10000's reserved for assets and 20000's for liabilities.
- 5 digit codes are used to describe projects or equity accounts (these are in the 30000 series).
- All program elements (6 digit codes discussed on the following page) are assigned to a project or equity account.
- 5 digit codes are used to describe revenue and expenditure items. These are universal with 40000's describing revenues and 50000-99999's describing expenditures.
Program Elements are activities or components within projects or grants. Since they are pre-linked to projects when they are created, data entry is simplified.
Program Elements are the building blocks for the financial reporting structure. Line item revenue and expenditure reports will be generated at the program element (cost centers) level, summed up to the project level, and finally added into agencywide reports.
- 6 digit codes are used to describe program elements (cost centers, activities, components, work program activities, etc.)
This portion of the system eliminates the need for multiple bank accounts and allows the user to code the revenue directly to the grant or project it was intended.
All cash receipt entries have to be in balance to be saved.
General Journal
All journal entries have to be in balance to be saved. Recurring general journal entries can be created with optional software.
Reporting
There are several standard reports that result from month end processing that can be printed or exported. These reports include:
General Ledger Activities
- Transaction Code Listing
- Project Element Charge Listing
- General Ledger with Current Detail
- Balance Sheet
- Revenues and Expenditures by Program Element
- Revenues and Expenditures by Project
- Agencywide Revenue and Expenditure Report
This portion of the GMS General Ledger and Financial Reporting System allows the user to create budgets for projects and agencywide reports as well as import budgets from spreadsheets, etc. This will allow the user to monitor Program Element (activities) and Project Budgets (grants) for program-to-date grant periods as well as Agencywide Budgets for the organization's fiscal year (which may differ from contract and grant reporting periods).
Budgets may be added, changed, displayed, printed or exported at any time. Budget amounts automatically appear on all appropriate financial reports. Project totals are compared to budget with under/over amounts and percentage of budget reflected on the reports.
The GMS General Ledger and Financial Reporting System also allows the user to input opening general ledger balances and prior year revenues and expenditures and has year end roll forward capabilities.
Document Attachment
Document attachment is available on Cash Receipts, General Journal and exiting budgets. Once a document is attached a paperclip image will appear on the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached the view document form will appear and you may choose which document you wish to view.
Computer Requirements
Pentium III computer; Pentium IV or higher is recommended
Version of Access 2000 or higher
Windows XP, Vista or Windows 7
Recommend 4 GB or more of RAM
32 or 64 bit operating system
