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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.

 

Software Warranty and Continuing Support Services

Our software warranty and continuing support program assures that your accounting and financial reporting system will function and perform for your organization for many years to come.

GMS maintains a Service Staff team to provide complete client support by telephone. Our Service Staff are former clients who have served in a Fiscal Officer capacity. Located in various parts of the United States, we are able to provide support and service to GMS clients in all time zones.

GMS places an exceptionally high priority on quality service. We maintain service histories on all clients, and provide in-service training to keep our staff current with GMS products.

All GMS services are provided toll free. Hours are 8:30 to 7:00 EST Monday through Thursday and 8:30 to 5:00 EST on Fridays. Service calls may be placed by requesting a Service Call, as well as by telephone, fax or e-mail. GMS policy is to respond within 2 hours or earlier depending upon the circumstances.

Our continuing support program consists of basic warranty/license and continuing support and service.

 

Basic Warranty and License

All clients subscribe to a warranty and license which includes selected services. Our commitment is that your software continues to function and remains operationally current.

Here is what the basic warranty and license includes:

  • GMS Accounting system is a multi user software. License fees vary based on the number of licensed users.
  • Software updates and upgrades will be available to keep your software functionally current with the overall GMS Accounting and Financial Reporting System.
  • Help files are provided which contain instructional usage of the GMS system.
  • Payroll tax (state and federal) and W2 software updates as may be required.
  • News from GMS – our monthly newsletter emailed to all clients and accessed in the Newsletter section.
  • Toll free access to the GMS Service Staff for assistance with software operation issues.
  • Toll free access to the GMS Programming Staff for advice and assistance with special programming issues.
  • Ability to take advantage of GMS bulk purchase prices for W2 and 1099 forms.
  • Ability to attend the GMS Annual Users Financial Management Conference and specialized post conference intensives and take advantage of our user registration fees.
  • GMS Supplement Catalog and access to GMS Supplements and Enhancements.
 

Continuing Support and Service

Options are provided for continuing service – a full unlimited service program for accounting and software operating assistance, or, a limited “pay as you use” assistance program.

To provide your staff unlimited support when the system is first implemented, all new users subscribe to our full unlimited service program for the first year.

These support services are provided on a continuing basis:

  • Assistance correcting user operating errors including diagnosis of problems, reconciling amounts and advice re-running procedures.
  • Accounting advice on all aspects of system operations including chart of accounts, handling of specific transactions, cost allocation and indirect costs, void and manual checks, payroll adjustments, etc.
  • Advice on hardware.
  • Assistance to auditors in interpreting reports and functions performed in the GMS system.
  • Access to GMS knowledge and experience about accounting, non-profit financial management, federal assistance regulations and accounting and audit standards.
  • General “problem solving” support which might apply to any aspect of system operation.