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November 2019
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Volume 31, No. 11
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Thanksgiving Holiday Schedule The GMS offices will be closed Thursday, November 28 and Friday, November 29 for the Thanksgiving holiday. We will resume normal business hours Monday, December 2. |
Prior Fiscal Years No Longer Available to Access
Many accounting software users have called us stating they can no longer access prior fiscal years since upgrading to the .Net software (white icon). When installing the .NET software, we have found that many IT people uninstalled the vb6 software (blue icon). The vb6 software should have remained installed to allow you to access these older fiscal years. If you previously accessed older fiscal years but no longer have the vb6 software installed, please place a service request at service@gmsactg.com and we will send you instructions for reinstalling this software so that you may continue to access your old fiscal years. The vb6 software is no longer being updated so it should only be used to print old fiscal year reports and not used for any data entry.
Monthly Processing - FAQ's Part 2
Last month’s Monthly Processing – FAQ’s article received many positive responses so we’ll discuss a few more questions this month.
Q. On my Cost Allocation menu there is a button on the right titled Post all Allocations and also on the Financial Reports menu there is a button titled Post all Financials. Should I click these buttons before or after I have done the menu options on the left side of these two screens?
A. When closing your month end, you should process the buttons on the left side of the screen so that you can print each report and review it for accuracy. The Post All buttons are to be used if you need to quickly process the reports (normally mid-month) in order to run a GL Supplement with the most current information. You do not use the buttons on both the left and right side of the screen at the same time. It is an either/or, depending upon what you are trying to accomplish.
It is very important to print and review each report for accuracy when you are closing the month for the final time and before clicking the Month End button on the Financial Reports menu. Also, if you have PDF Reports set up, you want to be sure the monthly reports being accessed are the most current.
Q. What is the purpose of the Year End checkbox on the Financial Reports menu?
A. At the end of your agency’s fiscal year, there are certain activities to be performed. In addition to making sure you have reconciled your accounts, you will also need to enter General Journal entries to close all of your pools. (If you have purchased the Year End Closing Entries Supplement, your General Journal entry will be created during this process.) Once this General Journal batch containing your Year End Closing entries has been posted to Month End, you should make sure to put a checkmark in this box before printing your Balance Sheet. This checkmark tells the software to perform a little differently. You will notice this year end version of the Balance Sheet does not have the Reconciling Items page that you normally see. If you have posted the Year End Closing Entries but find your Balance Sheet is out of balance and includes the Reconciling Items, go back and reprint it, making certain the Year End box is checked.
Q. How can I be certain that the amounts are correctly carried forward from one monthly report to the next report when closing the month? I’m not certain what to compare to make certain all closing steps were followed in the correct order.
A. There is a great resource tool in your Help Manual. Click on Help in the top left corner of your screen. Select Help from the menu that appears. Click on Contents. Select General Ledger, Monthly Processing. The first article in this section is titled Monthly Processing Procedures at a Glance. Beginning with Step #1 Timesheet Reports, wherever you see bullet points these will instruct you as to which amounts on which reports should be compared. We recommend you check these items each month.
A. When closing your month end, you should process the buttons on the left side of the screen so that you can print each report and review it for accuracy. The Post All buttons are to be used if you need to quickly process the reports (normally mid-month) in order to run a GL Supplement with the most current information. You do not use the buttons on both the left and right side of the screen at the same time. It is an either/or, depending upon what you are trying to accomplish.
It is very important to print and review each report for accuracy when you are closing the month for the final time and before clicking the Month End button on the Financial Reports menu. Also, if you have PDF Reports set up, you want to be sure the monthly reports being accessed are the most current.
Q. What is the purpose of the Year End checkbox on the Financial Reports menu?
A. At the end of your agency’s fiscal year, there are certain activities to be performed. In addition to making sure you have reconciled your accounts, you will also need to enter General Journal entries to close all of your pools. (If you have purchased the Year End Closing Entries Supplement, your General Journal entry will be created during this process.) Once this General Journal batch containing your Year End Closing entries has been posted to Month End, you should make sure to put a checkmark in this box before printing your Balance Sheet. This checkmark tells the software to perform a little differently. You will notice this year end version of the Balance Sheet does not have the Reconciling Items page that you normally see. If you have posted the Year End Closing Entries but find your Balance Sheet is out of balance and includes the Reconciling Items, go back and reprint it, making certain the Year End box is checked.
Q. How can I be certain that the amounts are correctly carried forward from one monthly report to the next report when closing the month? I’m not certain what to compare to make certain all closing steps were followed in the correct order.
A. There is a great resource tool in your Help Manual. Click on Help in the top left corner of your screen. Select Help from the menu that appears. Click on Contents. Select General Ledger, Monthly Processing. The first article in this section is titled Monthly Processing Procedures at a Glance. Beginning with Step #1 Timesheet Reports, wherever you see bullet points these will instruct you as to which amounts on which reports should be compared. We recommend you check these items each month.
Tax Form Season is Upon Us
For those of you who have ordered your 2019 tax forms from GMS, we thank you for your order and encourage you to check your order confirmations to ensure that all of the proper forms and services ordered from GMS are correct. The appropriate W2, 1099, 1095B, 1095C, and 1098 procedures will be included in the December 2019 GMS software revisions. Remember, do not run the Edit/Prepare W2 step or the Save/Prepare 1099 step until the December 2019 accounting revisions have been installed.
For clients who have requested that GMS print their forms, the normal turn-around time is one week once we have received your database. This service will begin in January, 2020. Once you have completed Editing/Preparing W2's and verified that your W2 Proof listing is correct, your database is to be zipped up with a password and an email sent to service@gmsactg.com that your database is ready to upload. We will then send you an email with instructions for submitting your database. Note: It is extremely important that when you are filling out the GMS transmittal form that gets sent to GMS, you are accurate in identifying the password used (if any) to zip the database. If an incorrect or misspelled password is sent to us, it can delay the processing and increase the time in which the completed forms will be sent to your office.
If you have requested GMS to print 1099 or 1098 forms, you must use Supplement #330 Complete 1099's or Supplement #804 RLSS 1098's to prepare the file you send to GMS. Most orders will be shipped via UPS unless otherwise specified, and the shipping fee will be applied to the total of your tax form order. UPS delivery usually ranges from 3-5 days.
The Help Manual also includes all instructions for those clients who have requested that GMS prepare the file for electronic filing to the IRS. The prepared file will be emailed to the contact person you have specified.
If you haven’t placed your order yet, it is still not too late to order your tax forms. GMS will accept all tax form orders up until December 1, 2019. Note: Additional charges may be incurred for orders received after December 1st, based on availability.
Should you have any questions, please feel free to contact us at service@gmsactg.com or call 800.933.3501 ext 1.
For clients who have requested that GMS print their forms, the normal turn-around time is one week once we have received your database. This service will begin in January, 2020. Once you have completed Editing/Preparing W2's and verified that your W2 Proof listing is correct, your database is to be zipped up with a password and an email sent to service@gmsactg.com that your database is ready to upload. We will then send you an email with instructions for submitting your database. Note: It is extremely important that when you are filling out the GMS transmittal form that gets sent to GMS, you are accurate in identifying the password used (if any) to zip the database. If an incorrect or misspelled password is sent to us, it can delay the processing and increase the time in which the completed forms will be sent to your office.
If you have requested GMS to print 1099 or 1098 forms, you must use Supplement #330 Complete 1099's or Supplement #804 RLSS 1098's to prepare the file you send to GMS. Most orders will be shipped via UPS unless otherwise specified, and the shipping fee will be applied to the total of your tax form order. UPS delivery usually ranges from 3-5 days.
The Help Manual also includes all instructions for those clients who have requested that GMS prepare the file for electronic filing to the IRS. The prepared file will be emailed to the contact person you have specified.
If you haven’t placed your order yet, it is still not too late to order your tax forms. GMS will accept all tax form orders up until December 1, 2019. Note: Additional charges may be incurred for orders received after December 1st, based on availability.
Should you have any questions, please feel free to contact us at service@gmsactg.com or call 800.933.3501 ext 1.
Letter from GMS Events and Technology Director - Early Retirement
Robin Berseth pictured here with some of the GMS staff during a recent staff meeting.
Dear GMS Clients,
After much thought and consideration, I have made the very difficult decision to take an early retirement and will be leaving my role at GMS on December 31, 2019. This was one of the hardest decisions I have ever had to make as it’s very difficult to leave a career that I absolutely love, co-workers who are like family to me and last but not least, I will miss YOU, our wonderful GMS clients who make me look forward to coming to work every day. The opportunity to work with so many wonderful people from across the United States has been such a blessing to me. GMS has the absolute best client base and there are truly no words big enough to express how grateful I am for having had this amazing opportunity.
I’m now looking forward to early retirement so that I may be around more for my busy and growing family. We look forward to welcoming our third grandchild this spring, and I will be able to play a more active role as our final child leaves for college in just a couple of years. I look forward to a little slower pace where I can hopefully do a little gardening, kayaking, storytime with my grandbabies, lunch dates with my husband and being of service in our community by giving more of myself in volunteer hours. I’m also looking forward to spending more time with my parents.
I would like to wish you all the very best and close with a William Penn quote that is very special to me. Many of you know of and worked with my late mother-in-law, Linda Berseth. She had a needlepoint of this quote hanging and it is how I like to think I live my life: “I expect to pass through life but once. If therefore, there be any kindness I can show, or any good thing I can do to any fellow being, let me do it now, and not defer or neglect it, as I shall not pass this way again.”
Most Sincerely,
Robin Berseth
GMS Events and Technology Director
After much thought and consideration, I have made the very difficult decision to take an early retirement and will be leaving my role at GMS on December 31, 2019. This was one of the hardest decisions I have ever had to make as it’s very difficult to leave a career that I absolutely love, co-workers who are like family to me and last but not least, I will miss YOU, our wonderful GMS clients who make me look forward to coming to work every day. The opportunity to work with so many wonderful people from across the United States has been such a blessing to me. GMS has the absolute best client base and there are truly no words big enough to express how grateful I am for having had this amazing opportunity.
I’m now looking forward to early retirement so that I may be around more for my busy and growing family. We look forward to welcoming our third grandchild this spring, and I will be able to play a more active role as our final child leaves for college in just a couple of years. I look forward to a little slower pace where I can hopefully do a little gardening, kayaking, storytime with my grandbabies, lunch dates with my husband and being of service in our community by giving more of myself in volunteer hours. I’m also looking forward to spending more time with my parents.
I would like to wish you all the very best and close with a William Penn quote that is very special to me. Many of you know of and worked with my late mother-in-law, Linda Berseth. She had a needlepoint of this quote hanging and it is how I like to think I live my life: “I expect to pass through life but once. If therefore, there be any kindness I can show, or any good thing I can do to any fellow being, let me do it now, and not defer or neglect it, as I shall not pass this way again.”
Most Sincerely,
Robin Berseth
GMS Events and Technology Director
Electronic W2 Filing Requirements to States
Make sure you know what your state requirements are for filing electronic W2 forms. Most states have a requirement that W2s must be reported electronically when you have a certain number of employees to report. In some states, this number is being reduced each year. Be sure to check your current filing requirements and find out if your state accepts the SSA format or requires a special format. All requests for adding special state file formats must be received in our office prior to November 30, 2019. In addition to the states that have electronic filing requirements, for most states the electronic filing method is the recommended procedure. Please make sure you are familiar with your state(s) filing procedures as well as any requirements for local taxing jurisdictions.
Supplement #400 W2 Electronic File Reporting, can help you meet your electronic filing needs. In addition to the file that is transmitted to the Social Security Administration, the supplement creates the electronic file for various state submissions that won’t accept the same format as the SSA.
As of 2019, states that have special formats, meaning they differ from the standard SSA format, are Alabama, Arkansas, Georgia, Indiana, Iowa, Kentucky, Maryland, Mississippi, Nebraska, Ohio, Oregon, Pennsylvania, Utah, Vermont and West Virginia. There are also special electronic reporting needs for the cities of Dayton, Warren and Ravenna, Ohio, PA Berkheimer and RITA. Our E-filing supplement will meet all of those needs.
Orders for this supplement may be placed via our website at
http://www.gmsactg.com/w2-electronic-file-reporting.html
The purchase price is:
1-2 users: $120.00/$40.00 annual license/maintenance
3-4 users: $150.00/$50.00 annual license/maintenance
5+ users: $190.00/$63.00 annual license/maintenance
Supplement #400 W2 Electronic File Reporting, can help you meet your electronic filing needs. In addition to the file that is transmitted to the Social Security Administration, the supplement creates the electronic file for various state submissions that won’t accept the same format as the SSA.
As of 2019, states that have special formats, meaning they differ from the standard SSA format, are Alabama, Arkansas, Georgia, Indiana, Iowa, Kentucky, Maryland, Mississippi, Nebraska, Ohio, Oregon, Pennsylvania, Utah, Vermont and West Virginia. There are also special electronic reporting needs for the cities of Dayton, Warren and Ravenna, Ohio, PA Berkheimer and RITA. Our E-filing supplement will meet all of those needs.
Orders for this supplement may be placed via our website at
http://www.gmsactg.com/w2-electronic-file-reporting.html
The purchase price is:
1-2 users: $120.00/$40.00 annual license/maintenance
3-4 users: $150.00/$50.00 annual license/maintenance
5+ users: $190.00/$63.00 annual license/maintenance
New Blog!
Do you follow the GMS Blog? We have posted a new blog that we think you will enjoy reading. Stop by to learn a little more about GMS-RLSS and some fun facts about GMS-RLSS Director, Marilee Floener.
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Watch for Next Month's Emails
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JOB OPENINGS
Finance Director
Mid-Willamette Valley Council of Governments is recruiting for the position of Finance Director. The Agency is located in Salem, Oregon. Salary range is $70,548 to $95,448. We offer an excellent benefit package. Please call 503-588-6177 for an application packet or email to mwvcog.org. Position closes November 29, 2019
Loan Officer
Tri County Economic Development District has an opening for a full time Loan Officer in our Colville office in northeast Washington State. This person will manage and market our small business loan program within a 10 county area; develop loan policies and procedures; interpret SBA General Guidelines; and comply with other Federal, State, and local regulations. Provide technical assistance to businesses which includes but is not limited to business plans, bookkeeping, marketing, cash flow analysis, and financing. Requirements include experience and ability in loan administration; good organizational and communication skills; proficiency with Microsoft Word, Excel, and Outlook as well as GMS-RLSS; ability to operate standard office equipment; and must be knowledgeable in credit analysis and financial management. Position will be open until filled. For information and application materials, including the full job description, visit our website at www.tricountyedd.com or contact the TEDD office at (509)684-4571. TEDD is an EOE and a drug-free workplace.
Link to full Job Description: https://drive.google.com/file/d/1dYCZr7mr5zPfcXlG34yWXId3sSGiHYgE/view
Link to TEDD Application: https://drive.google.com/file/d/1gW3COXfwXF0vw8BRTz-rLsGEG-TbhpjX/view
Link to full Job Description: https://drive.google.com/file/d/1dYCZr7mr5zPfcXlG34yWXId3sSGiHYgE/view
Link to TEDD Application: https://drive.google.com/file/d/1gW3COXfwXF0vw8BRTz-rLsGEG-TbhpjX/view
Stay tuned for the 2020 GMS University schedule to be announced later this Fall!
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To save or print the November issue of GMS News:
| GMS November 2019 Newsletter.pdf |
