March Accounting Revisions Released
The latest accounting revisions were posted to our website www.gmsactg.com on March 30, 2015. You should have received an email from GMS on March 30th that included instructions for down-loading and installing these revisions. It is VERY important that all revisions be installed in a timely manner. It is also important that all staff using the GMS Accounting System read through the List of Changes included with the revisions to familiarize themselves with the new features or changed items. Note: Some of the more recent List of Changes are included in the Help Manual.
Some of the changes in this revision are detailed below. See your Help Manual for additional information regarding these changes.
Maximizing GMS Performance
There are two procedures that you should be following routinely to assure that the GMS Accounting and GMS Revolving Loan software are performing at their optimum ability. First is to make sure that you have downloaded and installed all available updates. This applies to the GMS revisions we send to our clients as well as all appropriate updates from Microsoft. These need to be done in a timely manner and you may want to have a conversation with your IT personnel to assure that the best update procedures, for all sources, are in place. To determine if you are using the latest version of GMS accounting or revolving loan, when logged in to your software, click on Help\About and compare the version number listed with the GMS Latest Versions article elsewhere in this newsletter.
Second is to make sure you do your daily compact and repair if you are using the Microsoft Access version of the accounting or revolving loan software. As you use a database and add transactions, the database is naturally going to get larger. Also, during the normal operation of GMS software, empty spaces can be created within the database. These empty spaces may cause items to open more slowly and normal operations may generally seem to take longer. The compact and repair step will remove these empty spaces and help your accounting or revolving loan software run smoother.
If you are using the SQL version of GMS software, your IT person or database administrator should write a maintenance plan for the management of the database(s). Two options to select (among many) within the maintenance plan are the frequency of a database backup and the “shrink” process. The “shrink” process for SQL databases will have the same desired effect as the compact and repair of an access data-base in that it removes the empty spaces, thus speeding up the database performance.
For use along with the recommendation of your IT staff, GMS has created a Backup Utility available on the GMS website www.gmsactg.com. Once you are on the website, select Client Portal, scroll to the Down-loads and Updates section and click on it. You will then need to enter a password. This can be obtained from the latest revision email for ac-counting software users. Revolving loan software users should call our office for this password since it has been changed since their latest revision. Once logged in, select Installation Packages. Access users should select the GMS Backup Utility for downloading. SQL Server users will want to select GMS SQL Server Backup Utility. The Access version of this utility will assist you in your backup process as well as the compact and repair step. The GMS SQL Server Backup Utility will only prepare a backup.
The GMS Help files contain detailed backup instructions and recom-mendations. In the GMS Accounting Help Manual, these are located in Operating Information\Recommended Database Backup Procedures. For GMS RLSS, they are located in General Operating\Database Maintenance Backups.
3 Essential Keys to Remain Healthy in an Office Environment
By Dr Karen Wolfe Australian Physician, Holistic Health Coach, Author and Speaker
If you work, you are spending one third to one half of your day in an office setting. Although we usually have little control over the buildings we work in, we do have control over our lifestyle choices. A little bit of planning and a few small additions to your daily office routine can help you live a healthier and productive lifestyle. Putting in the extra time and planning into getting your office environment “healthy” will pay-off with a multitude of health benefits.
Dr Karen will provide 3 Essential Keys for well-being in an office environment. These will ultimately benefit your health and the health of your company.
To learn more about Dr. Karen, please visit our Conference Website.
Online Pre-qualifications and Loan Applications
Boyd Mortensen, President of BMI Productivity Solutions, will present Online Pre-qualifications and Loan Applications during our 30th Annual GMS Summit. Learn how your clients can complete their application online plus upload any documentation that you may require. This can be a great timesaver for your organization. Be sure to attend this session on Monday, June 22 from 3:15-4:45pm to see how BMI can help streamline your processes with new tools integrated tightly with the GMS Revolving Loan Servicing Software.
About Boyd and BMI Productivity Solutions
For 22 years, Boyd Mortensen has guided BMI to be an industry leader in business process enhancement with a focus on speeding up processes, reducing redundant tasks, increasing visibility and ensuring compliance. With the help of BMI, hundreds of companies are now able to allocate more time for revenue-generating activities. BMI clients are able to handle an increased workload and distribute more funding to the communities they serve. Boyd is an accomplished speaker, entrepre-neur, and community leader.
Year End Procedures/Preparing for Audit
Annual Conference Intensive
This intensive is a step-by-step review of what you need to do at year-end to close your books and to get ready for your audit. Learn about the latest GMS procedures. Understand schedules you will want to prepare for your auditor. Gain a full understanding about how revenue recognitions are deter-mined based on the type of grant or contract. You will receive complete training on all aspects of year-end activity by experienced GMS personnel and an auditor. You will get an auditor’s perspective on what you should have ready for the audit and be able to get answers from a CPA with extensive experience in non-profit and GMS auditing. You will be shown what closing entries are used in the accounting system. This session is designed to help you keep audit costs under control and help you comply with current audit standards.
Training on the Accounting Software
Annual Conference Intensive
If you are a new staff member at your agency, have recently acquired a new position within the finance department, or simply feel you need an in-depth review of the GMS Accounting System, this intensive is just what you need. We will cover all areas of the accounting system from the initial setup files to processing steps and mechanical explanations. All aspects of the books of entry, accounts payable processing, payroll processing, general ledger activities, cost allocation and report generation will be shown. Even though concurrent sessions on certain areas of the accounting software will take place during the regular annual conference, this 1½ day intensive will include all things covered during the concurrent sessions but al-lows more time to spend at a greater level of detail on each aspect of the entire system. This is a great session for agencies that have had staff turnover and new staff who did not receive on-site training from the GMS staff.
Training on RLSS
Annual Conference Intensive
This training will benefit anyone who is a seasoned user or new to GMS-RLSS. This session will cover every aspect of using GMS-RLSS so you can take advantage of all of its features. Among the topics covered will be setting up new loans, processing loan activity, using Master File Query, loan reporting, and utilizing the features included in the basic program. We also will demonstrate and explain every RLSS supplement that is available. This is a great way to make sure that your loan policies and procedures are integrated with your RLSS software and you are aware of what software is available and how it works. This intensive requires you to bring your laptop for the featured hands-on training. Your laptop must have Microsoft Access 2007 or higher & Excel 2007 or higher installed.
Denver for Free!
If you wish to explore Denver and the surrounding area while attending the GMS Summit, these eight activities won’t cost you dime.
1. Red Rocks Park & Amphitheatre. It’s one of the most beautiful places on the planet. Here you can climb the steps of the famed amphitheater, hike or bike the trails, or visit the Performers’ Hall of Fame museum or Colorado Music Hall of Fame.
2. Colorado State Capitol Tour. Explore Colorado’s gold-domed Capitol Building, including Allen True’s beautiful murals, gorgeous rose onyx wainscoting and the Colorado General Assembly.
3. National Center for Atmospheric Research. Watch as a miniature tornado is whipped up in front of your eyes, and get an up-close look at how lightning is created at this weather-themed museum in Boulder.
4. Colorado Sports Hall of Fame Museum. Housed in Sports Authority Field at Mile High (home of the Denver Broncos), this museum honors the legacies of The Mile High City’s greatest sports heroes.
5. Federal Reserve Bank of Kansas City-Denver Branch’s Money Museum. A billion dollar experience-for free! The Money Museum offers an opportunity to learn about the Federal Reserve Bank, including a peek at what $30,000,000 in cash looks like. On your way out, don’t forget to get your bag of shredded money. Photo ID required for visitors 18 and older.
6. Stranahan’s Distillery. Take a tour of this “spiritual” spot, where each bottle of Colorado whiskey is barrel-aged at least two years. Once you taste it, you’ll agree it was worth the wait.
7. Hammond’s Candy Factory. Anyone with a sweet tooth will love going behind the scenes at Hammond’s, where delicious candy has been made since 1920.
8. 16th Street Mall. Located just one block from the hotel, you can people-watch, window-shop, or ride the free hybrid shuttle bus-es along this mile-long pedestrian promenade that is lined with 200 trees, 50,000 flowers, public art, 42 outdoor cafes and a wide array of shopping options.
Earn CPE Credits for your participation in the GMS Summit 2015! Each regular conference session is worth 1.5 hours while each intensive session is worth a total of 8 hours.
Please keep track of which sessions you attend then email our Event Director, Robin Berseth at email@example.com and she will prepare a CPE letter for you.