GCAS (Government Cost Accounting System)

Track Your Contract Project Costs with a complete Accounting System! Experience significant cost savings as you better control operating costs, increase labor efficiency, support DCAA audits, monitor company cash flow, and effectively manage individual project costs. GCAS provides everything a small to mid-sized business needs, from accounting, payroll, project management, compliance monitoring and reporting. With GCAS, government contractors can maximize business productivity, comply with CAS, FAR, and DCAA requirements, ensure data integrity and dramatically reduce operating costs.

Why pay 10 to 100 times more for the same capabilities? Experience significant cost savings as you better control operating costs, increase labor efficiency, support DCAA audits, monitor company cash flow, and effectively manage individual project costs.

Commercial Job Costing Systems Fall Short of Satisfying the Requirements of Government Contracting Because They Lack Four Basic Features Required in Government Job Cost Accounting:

1. Full cost concept
2. Allocation of indirect costs to multiple pools
3. Treatment of unallowable expenses which are required for cost reimbursable contracts, and
4. Special treatment of Research and Development (R&D) and Bid & Proposal (B&P) expenses.

The GCAS System, With These Four Features, Performs the Following Main Functions:

• General Ledger
• Human Resource/Labor Master
• Labor Distribution of Time sheets
• Financial Reporting
• Report Generation
• Direct Deposit/Check Processing
• Multi-State Payroll
• Job Costing
• Project Budgeting & Tracking
• Cost/Profit Center Reporting
• Work-In-Process Tracking
• Financial Analysis
• Accounts Payable
• Purchasing PRs & POs
• Accounts Receivable Invoicing & Tracking
• Automatic Government 1035 Creation
• Custom Report Generation
• Automatic Allocation of Indirect Costs

Benefits of Using GCAS:

All the cost accounting power you need; all in one convenient place and for a low, low price! You have only so many hours in the day to manage your business. So stop taking up so much time and effort on your government job cost accounting. With GCAS’s powerful and easy-to-use accounting software system, you can dramatically improve your efficiency in financial tracking, reporting, and invoicing, and start increasing your company’s cash flow.

Experience significant cost savings as you better control operating costs, increase labor efficiency, support DCAA audits, monitor company cash flow, and effectively manage individual project costs.

Integrated

The system has fully integrated modules to enforce financial integrity.

Powerful

GCAS’s sophisticated relational multi-valued database management system is one of the most powerful and fastest solutions for entering (just once), sorting, storing, and retrieving your accounting and project cost data.

Flexible

Stop toiling through advanced job cost analysis by hand, and instead employ the simplicity and flexibility of the GCAS system. An interactive, easy-to-understand interface lets you produce standard accounting reports, or you can create your own custom reports from your database.

Easy to Use

GCAS is organized so you can easily and logically move through various levels of the program. Intelligent, automated prompts make GCAS the most user-friendly accounting software on the market. Real-Time Error Checking, On-Line Help, Function Keys, Drill-Down Viewing, and Interactive Pop-Up Windows help you troubleshoot and navigate through the system with ease.

Secure

GCAS has a high-level password security system to protect your accounting software and company database from unauthorized access.

Multi-Functional

Audit and maintain account structures concurrently for multiple clients, analyze several years of data simultaneously, and present multiple sets of books for DCAA, IRS and bank financials.

Cost Effective

Control costs, increase productivity, and improve customer relations with GCAS. Its special design and affordability will meet all your business, Government contracting, and budget requirements.

Accounts Payable

Commercial job costing systems fall short of satisfying the requirements of Government contracting because they lack four basic features required in Government job cost accounting:

Full Cost Concept

Allocation of indirect costs to multiple pools Treatment of unallowable expenses which are required for cost reimbursable contracts, and Special treatment of Research and Development (R&D) and Bid & Proposal (B&P) expenses. The GCAS system, with these four features, performs the following main functions:

• General Ledger
• Human Resource/Labor Master
• Labor Distribution of Time sheets
• Financial Reporting
• Report Generation
• Direct Deposit/Check Processing
• Multi-State Payroll
• Job Costing
• Project Budgeting & Tracking
• Cost/Profit Center Reporting
• Work-In-Process Tracking
• Financial Analysis
• Accounts Payable
• Purchasing PRs & POs
• Accounts Receivable Invoicing & Tracking
• Automatic Government 1035 Creation
• Custom Report Generation
• Automatic Allocation of Indirect Costs

Accounts Receivable, Invoicing & Tracking

Commercial job costing systems fall short of satisfying the requirements of Government contracting because they lack four basic features required in Government job cost accounting:

Full Cost Concept

Allocation of indirect costs to multiple pools Treatment of unallowable expenses which are required for cost reimbursable contracts, and Special treatment of Research and Development (R&D) and Bid & Proposal (B&P) expenses. The GCAS system, with these four features, performs the following main functions:

• General Ledger
• Human Resource/Labor Master
• Labor Distribution of Time sheets
• Financial Reporting
• Report Generation
• Direct Deposit/Check Processing
• Multi-State Payroll
• Job Costing
• Project Budgeting & Tracking
• Cost/Profit Center Reporting
• Work-In-Process Tracking
• Financial Analysis
• Accounts Payable
• Purchasing PRs & POs
• Accounts Receivable Invoicing & Tracking
• Automatic Government 1035 Creation
• Custom Report Generation
• Automatic Allocation of Indirect Costs

Job Costing

Commercial job costing systems fall short of satisfying the requirements of Government contracting because they lack four basic features required in Government job cost accounting:

Full Cost Concept

Allocation of indirect costs to multiple pools Treatment of unallowable expenses which are required for cost reimbursable contracts, and Special treatment of Research and Development (R&D) and Bid & Proposal (B&P) expenses. The GCAS system, with these four features, performs the following main functions:

• General Ledger
• Human Resource/Labor Master
• Labor Distribution of Time sheets
• Financial Reporting
• Report Generation
• Direct Deposit/Check Processing
• Multi-State Payroll
• Job Costing
• Project Budgeting & Tracking
• Cost/Profit Center Reporting
• Work-In-Process Tracking
• Financial Analysis
• Accounts Payable
• Purchasing PRs & POs
• Accounts Receivable Invoicing & Tracking
• Automatic Government 1035 Creation
• Custom Report Generation
• Automatic Allocation of Indirect Costs

Other Modules

Close Module

• Performs an automated closing of revenue and expense accounts and accumulation of capital for a period or year-end time frame.
• Period close can be performed at any time and multiple accounting periods can be left open at the same time.
• The year-end close automatically generates project, vendor and customer history files for future access.
• All detailed entries are preserved on backup diskette, with various comparative financial statements. Annual payroll tax information is distributed at the beginning of each new calendar year.

Database and Utilities Modules

• Variety of special purpose features that are occasionally required during system operation.
• Switching to a different company database or creating a new one.
• Editing data directly from within the system database manager.
• Setting various user passwords and profiles.
• Customize system colors to differentiate ýcompaniesý and reduce potential eye strain.
• Automatic software updates.
• Detailed database file integrity check.
• Various data display utilities.

Help Manual

• Full on-line users manual.
• Context-sensitive Help.
• Mouse-over Help, displaying one-line description of highlighted objects.
• Unique Integrity Check Wizard that validates your company setup and data entries. This complements the individual validity checks that are performed when ever individual data is entered and/or saved.
• All reports can be saved as rtf (Word), pdf (Adobe) or html (Web Page) formats.

Post Module

The Post Module is where transactions are entered into the journals. Posting in the GCAS accounting system is simple, safe, and reliable. With easy to use features, built in security and real-time integrity checking, the Post Module makes day-to-day accounting a breeze!

• Timecard application posts hours per project/per employee/per period, with required validations for project number, task number, department, labor category or staff usage to avoid incorrect entry.
• Warnings issued with supervisor override if an individual exceeds authorized fringe hours or budgeted hours for a project.
• “Loaning” of staff members across departments or labor categories to permit association with the proper overhead, and flexible hourly bill rates for invoicing and reports.
• Timecard report allows review/edit of all timecard data entered for the current pay period by employee, date, and project prior to performing labor distribution.
• Distribution of all hours and labor dollars is properly allocated to jobs with special considerations for premium pay and uncompensated overtime.
• Web-enabled version of Timecard is available for direct input from any location through your company’s web-site.
• Posting of the Journals requires balanced debits and credits. Journal entries may be saved as “unposted” allowing saves in an unbalanced state, or for performing management “what if” analyses.
• A/R, A/P, Disbursement and other user-defined journal entry screens allow the assignment of Voucher and Invoice codes for payables and receivables tracking.
• Automatic Labor Distribution moves timecard dollars/hours and salary to the general ledger, broken down by project, task and department.
• Fringe hour accruals are automatically expensed when earned and offset by a posted liability. Liabilities are automatically reduced when the fringe hours are taken.
• Batch or random processing and printing of payroll checks, as well as direct deposit of payroll, can be run at anytime, even prior to distributing the labor dollars.

Project Budgeting & Tracking

Maintain Contract Modifications and Project Budget & Schedule Changes in Real-Time.

GCAS is developing a web-based product for Contract Management, Scheduling and Resource Management and Planning called eManage to complement its Government Cost Accounting System (GCAS) commercial product. eManage will allow project managers to construct schedules and budgets of active projects and create proposals for new efforts. The software is intimately tied to the GCAS accounting system to give a comparison between budget and actual expense including Earned Value Analysis to determine the Estimated Cost to Complete. Also included is a Risk Assessment module that allow the project manager to determine the likelihood of successfully completing the job on time and within the budget.

eManage is a web-enabled data entry and reporting system that is a companion to the GCAS Government Cost Accounting System software used by companies that do business with the Federal Government. eManage allows Contract Managers, Project Managers and Project Directors to enter contract related information, WBS task structure, budgets and schedules on projects, and to produce reports. Reports include a comparison of the budgeted dollars and schedule to actual expenses and achieved milestones recorded against timecards, GL entries and calculated indirect expense in the GCAS accounting system; as well as Earned Value reports giving the Estimate to Compete. The report information can be displayed in tabular or graphical formats. Advanced features in eManage include resource loading and management, CPM, CCM, Earned Value calculation and risk assessment and management. eManage is the tool Project Managers need to help control project cost and stay on schedule.

Purchasing

Automate the Purchasing Effort to Save Time and Money.

ePurchase is a web-enabled Purchase Requisition Form entry system that is a companion to the GCAS Government Cost Accounting System software used by companies that do business with the Federal Government. ePurchase allows staff employees and consultants to create Purchase Requisitions for desired items using a secure Question & Answer Wizard entry form on the company’s web site.

The wizard uses simple easy-to-understand, non-accounting terms to capture the information required for later generation of a Purchase Order. Valid responses for each entry are controlled by popup and dropdown windows. When saved by the user, the entered data automatically creates a Purchase Requisition (PR) in the GCAS accounting system that can later be edited/ approved by a supervisor and if necessary edited by purchasing and/or accounting personnel. The final approved Purchase Requisition is then automatically converted into a Purchase Order and transmitted to the selected vendors to procure the desired items. The user can verify all entries prior to submission for further approval and processing by supervisor, accounting and purchasing.

Capture all the Necessary Data to Generate a PO

Report Module

Report Module - The Report Module has fourteen reporting areas, plus your own user-defined custom reports.

GCAS provides fast, easy and accurate access to you data. With over 100 pre-defined reports the information you want now is only a click away. And if you need customized data, GCAS provides it with customized reports.

• Fourteen reporting areas: General Ledger, Financial Statements, Pool Rate, Job Cost, Project Budget, Revenue Monitoring, Project Invoices, Accounts Receivable, Purchasing, Accounts Payable, Labor, Payroll, Inventory, and Setup File with over 100 preformatted report options.
• General ledger reports include: detailed listings of all activity in either the current period or year-to-date for selected accounts; Trial Balance Worksheet; Checkbook reconciliation; and a spreadsheet report of project totals for select accounts.
• Payroll reports include standard summary reports for 941 and state tax reports, W2s, 1099A and reconciliation of Labor to Payroll.
• AR/AP reports include standard cash management and aging reports, as well as individual ledger cards, with detailed history for selected customers or vendors.
• Financial statements include standard accounting reports, such as: Balance Sheet, Income/Expense Statement (including by project), Statement of Cash Flows, and Financial Analysis/Ratios.
• Special and government-specific project reports with multiple formatting options for labor, other direct costs, and indirect burdening: project cost and budget reports; composite and comparative project reports; Work-In-Process; overhead/G&A and fringe calculations; labor distribution; time sheet labor hours and labor summary, and interim & final 1035 - Public Vouchers.
• Fringe/Overhead/G&A report calculates the allocations of the pool expenses by project, using the actual rate, allowable rate, or applied/provisional rate to automatically post to the general ledger.
• Unbilled Work-In-Process and Finished-Goods-Inventory is reported by project in a detailed job cost aging report.
• “List Setup Files” delivers reports of your setup, such as Chart of Accounts, Project Numbers, Indirect Pool Structure, Labor Master and Journals.

Setup Module

• Customizable single- or multi-company General Ledger.
• All standard account types, plus account typing for Work-In-Process, Finished-Goods-Inventory, Unallowable Expense and Other Income/ Expense accounts.
• Various user-defined methods of collecting and allocating overhead costs and General & Administrative costs.
• Unlimited number of direct and indirect projects can be maintained through the Contracts/Project Master, for tracking and reporting direct, indirect, B&P and IR&D costs.
• Project Master contains contract information including type, value, estimated costs, fee and billing rates, as well as user-defined cost elements.
• Project Tasking/WBS, Budgeting and scheduling down to 4-levels of the WBS
• Unlimited number of journals in which GL posting entries can be defined.
• Customer/Vendor files defined with all critical attributes, and related reports and Ledger Cards are available for complete data reference and tracking.
• Personnel HR/Labor Master tracks both employees and consultants who submit time cards, and includes all relevant human resource information.
• Payroll system supports: all 50 states and three territories; 401K & Cafeteria plans; calculations of exempt overtime premium and accrual of paid absences; Workers Compensation; and either direct deposit of payroll or direct check-printing; user-defined payroll periods; and other features expected in a full function payroll system. .
• Purchasing system includes creation of Purchase Requisitions and generation of Purchase Orders, including a “Parts/Supply Master” for frequently ordered items.
• Payable Vouchers & Receivable Invoices include: automatic discount, shipping and tax calculation; partial receivables; and up-front obligations/commitments made to a project.
• Customizable report formats for Project Status Report, Invoices, Balance Sheet, Income/Expense Statement.