News From GMS - June 2016Current and back issues are provided in Adobe Acrobat format. (Requires the free Adobe Acrobat reader.)
|
| ||
Hello Everyone:
Every once in a while I will be having a conversation with someone and I’ll make the comment “I can’t believe another year has gone by”. This year is certainly no exception as the GMS Staff are busy making last minute plans and preparation for our Annual Summit that is in just a few weeks! As in every year the entire GMS staff will be there and we look forward to seeing clients that we only have the opportunity to see once a year.
The venue itself this year is reason enough to be excited. Loews Don CeSar Hotel, affectionately known as the Pink Palace, is a landmark to the locals with an international reputation. We are thrilled to offer our attendees the opportunity to experience this property and all it has to offer.
Our Keynote Speaker for the Monday morning Opening Session is Dave “Travelin” Davlin. With his remarkable stories, humor and amazing visual thrills, he promises to be a speaker you will not soon forget! In addition to the opening session, come and join us Sunday evening from 5:30 – 7:00 for our Welcome Reception “Beachside in the Summer”. Come dressed in white if you like and join in the fun!
Sincerely,
Donald Cassady
President/CEO
The venue itself this year is reason enough to be excited. Loews Don CeSar Hotel, affectionately known as the Pink Palace, is a landmark to the locals with an international reputation. We are thrilled to offer our attendees the opportunity to experience this property and all it has to offer.
Our Keynote Speaker for the Monday morning Opening Session is Dave “Travelin” Davlin. With his remarkable stories, humor and amazing visual thrills, he promises to be a speaker you will not soon forget! In addition to the opening session, come and join us Sunday evening from 5:30 – 7:00 for our Welcome Reception “Beachside in the Summer”. Come dressed in white if you like and join in the fun!
- Jason Brooks, CPA and supervisor with Watkins, Ward and Stafford, PLLC will return this year with his ses-sions on Designing your Internal Controls and the Super Circular. He is also teaching two new sessions this year: An Introduction to Indirect Costs and GMS RLSS – an Auditors Perspective.
- Debbie Sabin, Director of Sales at GHG Corporation will be returning to present a session on Time and Attendance. GHG’s Clockwise timekeeping solution will be showcased to help you manage employees and timekeeping records.
- Back by popular demand, Bob Joyce, professor of Public Law at University of North Carolina and Drake Maynard, Faculty at School of Public Health, University of North Carolina will present two new sessions: Current Trends in Human Resource Law and Practice and Understanding the Basics of Human Resource Law and Practice.
- Also for the 1 ½ day intensives following the regular conference, Jason Brooks, with Watkins, Ward and Stafford, PLLC in Eupora, Mississippi will be one of the speakers in the Year End Procedures/Preparing for Audit intensive.
- You will be able to meet face to face with every member of our staff – Service and Support, Training, Programming and Administrative. All of the GMS resources are in one place and at your disposal during the regular conference as well as the intensives.
- Get the most you can and schedule a One-on-One appointment with one of our Service and Support Specialists. This is an opportunity for individualized attention to answer specific questions you may have as they relate to the GMS software and financial operations of your organization. To schedule a One-on-One appointment please email our event director, Robin Berseth at robin@gmsactg.com.
- The Computer Clinic offers an opportunity to try out the accounting and RLSS systems including all of the supplements - to learn how they work using test data.
- Equally as important, the Summit will give you an opportunity to share your practices and procedures with the other organizations attending! GMS’ clients offer a wealth of experience and information and this type of networking can be invaluable as you speak to other GMS’ clients that face the same types of daily issues as you.
Sincerely,
Donald Cassady
President/CEO
How Will GMS Operate During the Annual Summit?
Here are some things that you need to know about how GMS will operate during the Annual Summit June 13-17, 2016.
1. Service calls will be taken on Monday, June 13th, 2016 through Friday, June 17th, 2016. Only one Service and Support Specialist will be taking service calls through-out the day as most staff will be involved in sessions or in the computer clinic. Because of this, we may not be able to meet the 2 hour deadline for return calls, so please be patient with us. Service hours will be 9:00 am to 5:00 pm EDT for Monday, June 13th through Thursday, June 16th. On Friday, June 17th our hours will be reduced to 9:00 am to 2:00 pm EDT to allow staff to travel home. Please follow the normal practice of emailing service requests to service@gmsactg.com, leaving a service call request through the customer portal on our website or calling our service number (800) 933-3501 and leaving a voice mail message. Note: During the conference all Service and Support Specialists will be in St. Pete Beach, FL so they can participate in sessions and meet with clients. They will be checking voice mail regularly. Service and Support Specialists will respond to service calls during the times stated above. 2. Our Service Chat Room will not be monitored from Monday, June 13th through Friday, June 17th. We hope this will not inconvenience your agency. Thank you for your patience and understanding for our schedule during the GMS Annual Summit! Bring Your Laptop to Conference!
Anyone who wants to bring a laptop to conference to be able to follow along in each session they attend is encouraged to do so. Because of seating or lighting, some attendees find it hard to see the screen in the front of the room. This will enable you to follow along on your own laptop to easily see the features that are being pointed out.
We will be putting our conference databases and all handouts on our website for you to download to your laptop. The databases will be compatible with the latest revisions, so make sure the programs that are installed on your laptop are also the latest version prior to conference. All conference registrants will be emailed instructions on Friday, June 3 regarding how to obtain the latest GMS Accounting and Revolving Loan Software and their corresponding demo databases. If you have not received the email with these instructions by Monday, June 6, please send an email, including your client #, name, and correct email address to service@gmsactg.com so that we may resend them to you. Retirements
South Delta PDD
Two long term employees of South Delta PDD in Greenville, MS retired on May 31. Ann Williamson, Assistant Executive Director, re-tired after 42 and ½ years! Ann started at South Delta PDD as the bookkeeper for the Aging pro-gram. As employees left the agency, she assumed additional responsibilities throughout the years, advancing from the bookkeeper position, to Fiscal Officer, to Director of Fiscal Management, to her final position of Assistant Executive Director. Ann plans to travel some and spend time with her kids and grandkids. She stated she is looking forward to retirement but finds it a little scary not reporting to work each day. She said she’s not looking forward to no longer having a paycheck! Rose Reed is retiring from her position of Fiscal Officer after 24 years. She is moving to Monroe, LA to be closer to her daughter and son. She’s looking forward to sitting on her back deck, listening to the birds and enjoying life! She commented that she loves the GMS employees and software, stating that it is so easy to maneuver. We wish both Ann and Rose good health and happiness in their retirement. It has been a pleasure to work with both of them! Nickie Moore has been hired as the new Assistant Executive Director and Melissa Hazlewood will be the new Fiscal Officer. We at GMS look forward to meeting both Nickie and Melissa at our Summit in St. Pete. Arrowhead E.O.C. Ann Kolstad from Arrowhead Economic Opportunity Agency in Virginia, MN is retiring on June 3. She has been semi-retired, working only part-time, the last few months. We wish Ann many enjoyable years of retirement. |
Big Thanks to Our 2016 Summit Sponsors and Partners!
All of us at GMS would like to thank our 2016 sponsors and partners for helping to make our annual summit one of the leading financial management conferences for nonprofits. Due to their continued support we are able to take the summit to the best locations in the United States. Please be sure to visit their booths and/or websites to see what services they have to offer your agency.
BMI - GHG/Clockwise - National Document Solutions - Jason Brooks/Watkins, Ward and Stafford, PLLC - Conference Direct - G4 Builders 
St. Pete Beach Happenings During Your Summit Stay
During your time at the GMS Summit 2016, we know that you will spend your days learning as much as possible from our experienced instructors. We hope that many of you will be able to arrive a day or two early or get out in the evenings to explore St. Pete Beach (rated #2 in Trip Advisor’s 2015 Traveler’s Choice Awards of Top U.S. Beaches) and have some fun as well. You are sure to find something of interest, whether it is arts & culture, various attractions, boating & watersports, events & festivals, fishing, golfing, museums, music, or sports.
Here are just a few of the events going on in St. Pete during our Summit. Additional happenings or more information on the following events can be found at www.visitstpeteclearwater.com/events. Samuel Bak: A Retrospective of Seven Decades – FL Holocaust Museum, St. Petersburg June, 2016 Tampa Bay Rays – St. Petersburg vs Houston Astros June 10, 11 & 12, 2016 vs Seattle Mariners June 14, 15 & 16, 2016 vs San Francisco Giants June 17, 18 & 19, 2016 St. Pete Crab & Music Festival – Vinoy Park, St. Petersburg June 18, 2016 You may also want to browse http://johnspassvillage.net/business-directory/ . While in St. Pete, be sure to stroll the boardwalk at John’s Pass where you’ll have your choice of over 20 restaurants, more than 25 shops, boat cruises, fishing, water sports and more. Some forms of transportation are Uber or the Free Island Hopper, which is a free shuttle service operating from Pass-A-Grille (St. Pete Beach) mile marker 0 to 150th Ave in Madeira Beach mile marker 9 ½ including all of Treasure Island. You must call 727.217.6935 15-20 minutes in advance. Drivers are not paid an hourly wage, so be sure to tip well. They operate 7 passenger mini vans daily from 8am-2am. 
Session Handouts During the GMS Summit
In an effort to create a more environmentally friendly conference and to do our part in protecting the planet, GMS will NO LONGER PRINT handouts for every session. All handouts can be found as a download on our website in the client login area. We encourage our attendees to download the handouts to their laptops to follow along in sessions. Handouts will be made available by Friday, June 3, 2016 and all registered attendees will be sent an email notification with instructions. All handouts are being made available prior to the Summit as a courtesy to our attendees who wish to download and/or print prior to traveling to Denver. Additionally, all registered conference attendees will receive a USB Flash Drive preloaded with all handouts when they check-in at the registration desk.
Clearwater Dolphins Trail - While you’re exploring St. Pete/Clearwater keep your eyes peeled for colorful 6-foot tall dolphins along the acclaimed Dolphin Trail. The public art pod is made up of more than 120 dolphins, all designed by local artists using such elements as glass, ceramic, fiber art and decoupage. Spot them all with the interactive map and while you’re at it, take photos with your favorite dolphins and tag them #clearwaterdolphins. Be sure to visit the most famous dolphin of all, ‘Winter,’ star of the movies “Dolphin Tale” and “Dolphin Tale 2”, at the Clearwater Marine Aquarium.
|
Voiding AP Checks and Vouchers
As we all know, “Mistakes happen”. And when they do, not only is it necessary to correct them, it is necessary to correct them properly. When an accounts pay-able transaction needs to be corrected, the reason for the correction will deter-mine how many steps are involved. For example, if a check was simply lost or destroyed, all that is necessary is to void the check and re-issue a replacement. However, if the check was written to the wrong vendor, the check as well as the voucher will need to be voided, and the entire accounts payable process started over.
If only the check needs to be voided and re-issued there is a very simple procedure. In the Accounts Payable section of the software you will see an option called Void AP Check. Once the Bank account # is selected in the combo box simply enter the check or range of AP checks to be voided in the appropriate fields. Next, select the date you are voiding the check. The Posting Period will automatically populate based on the void date you enter. Note: the system will not allow you to void a check using a date prior to the original check date.
Once the check number(s) have been selected, click on Save. After you have identified all checks to be voided, click on Void. This will complete the void process and create a check register for the voided checks reflecting a negative amount. Note: after completion of this step all associated voucher(s) to this check(s) will show as unpaid on the Accounts Payable Analysis. At this point you can go into accounts payable and re-issue the check(s).
However, should the entire transaction need to be voided for a reason such as issuing the check to the wrong vendor, you now need to void the voucher. You will need to go to Voucher Entry and create a new voucher batch. Note: you can-not void a voucher in the same batch as the original voucher. On the Voucher Entry tab, click on the Void button near the bottom. (Do NOT click on New as you would when entering a new voucher.)
A form will appear asking you which voucher you wish to void. Enter the vouch-er number and the screen will be populated with the voucher and negative dollar amounts to be voided. Make sure the amounts represent what you wish to void and then click on the Save Void button. Once all vouchers to be voided have been identified make sure you post the voucher batch. Please be aware that you need to do these steps in this order. If both the check and vouch-er need to be voided, you must void the check first.
Please see the appropriate sections in the Help Manual under AP Void Check and Voucher entry for a more detailed explanation of these steps.
If only the check needs to be voided and re-issued there is a very simple procedure. In the Accounts Payable section of the software you will see an option called Void AP Check. Once the Bank account # is selected in the combo box simply enter the check or range of AP checks to be voided in the appropriate fields. Next, select the date you are voiding the check. The Posting Period will automatically populate based on the void date you enter. Note: the system will not allow you to void a check using a date prior to the original check date.
Once the check number(s) have been selected, click on Save. After you have identified all checks to be voided, click on Void. This will complete the void process and create a check register for the voided checks reflecting a negative amount. Note: after completion of this step all associated voucher(s) to this check(s) will show as unpaid on the Accounts Payable Analysis. At this point you can go into accounts payable and re-issue the check(s).
However, should the entire transaction need to be voided for a reason such as issuing the check to the wrong vendor, you now need to void the voucher. You will need to go to Voucher Entry and create a new voucher batch. Note: you can-not void a voucher in the same batch as the original voucher. On the Voucher Entry tab, click on the Void button near the bottom. (Do NOT click on New as you would when entering a new voucher.)
A form will appear asking you which voucher you wish to void. Enter the vouch-er number and the screen will be populated with the voucher and negative dollar amounts to be voided. Make sure the amounts represent what you wish to void and then click on the Save Void button. Once all vouchers to be voided have been identified make sure you post the voucher batch. Please be aware that you need to do these steps in this order. If both the check and vouch-er need to be voided, you must void the check first.
Please see the appropriate sections in the Help Manual under AP Void Check and Voucher entry for a more detailed explanation of these steps.
