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GMS Non-Profit Accounting and Financial Management

An accounting and financial management software by Grants Management Systems
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GMS is a national developer of accounting and revolving loan software for not-for-profit organizations. The basic accounting package provides comprehensive financial reporting, general ledger, payroll, accounts payable and extensive computerized cost allocation. Other modules or supplements are available, for instance, Purchase Orders, Accounts Receivable, Fixed Asset Inventory, Report Writer, etc. GMS integrates grant/contract financial management within an entity system that segregates net assets into classes.

GMS integrates accounting for multiple fiscal periods, funding sources, and costing of services and functions. An alternative to fund accounting by replacing unnecessary separation with entity-wide financial management over restricted and unrestricted contributions. GMS meets requirements of GAAP, IRS 990 reporting, Health and Welfare standards, grant and contract administration, and Federal Cost Principles. GMS enhances reporting under FASB Statements 116 and 117 and builds integrity into grant, contract, and functional accounting.

GMS provides on-site installation, accounting training, software maintenance, operational support through a toll free number and an electronic accounting guide updated semiannually.

Accounts Payable

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.

Features include:

  • Several options are available for selecting vouchers for payment
  • Aged Accounts Payable Listing
  • Unpaid Items Listing sorted by vendor name
  • Special payment listing for check signer or for Board reporting
  • Accounts payable checks containing remittance information
  • Accounts payable check register

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 following formats: 7” stub-check, 11”stub-check-stub, 11” z-fold self mailer and window envelope.

Voucher related Accounts Payable features include:

  • Unlimited lines of descriptive information with two lines of description printing on the checkstub
  • Unlimited distributions per voucher
  • Entry of vendors during voucher data entry
  • Payment due dates to release payments

Additional Special Accounts Payable features include:

  • Disbursements from single or multiple bank accounts
  • Ability to choose all, individual vouchers, by voucher batch range, by due date, by voucher number range, by Voucher number or by direct deposit for any partial and full payments
  • Document attachment is available at the batch or individual document level. Once a document is attached a paperclip image will appear on the bottom of the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached the view document form will appear and you may choose which document you wish to view.
  • Automatic posting to outstanding checks listing for bank reconciliation
  • Simple procedures to record manual checks and to void and reissue checks
  • Year-to-date vendor payment history
  • Supplemental Software to print 1099’s and to report 1099 information electronically if needed

Accounts Receivable

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 with Document Attachment and Statement Creation, Cash Receipts, Accounts Receivable Analysis and Accounts Receivable History.

Budget Preparations

Budget Preparations There are five types of budgets maintained in the GMS system.

Program Budgets - These budgets appear on the element and project revenue and expenditure reports. They are to be entered for the entire grant or contract period and will be compared with project to date amounts.

Indirect Cost Budget - This budget is entered for each indirect cost pool (elements 999000-999900).Indirect cost budgets are compared to fiscal year-to-date amounts charged in the indirect cost pools.

Fringe Benefit Budget - This budget is used to monitor charges to the Fringe Benefit Pool. The fringe benefit budget is compared to fiscal year-to-date charges in the Fringe Benefit Pool (Element 998000).

YTD Timesheet Budgets - Timesheet budgets are expressed in hours and appear on Year-to-date Timesheet Charges by Employee and by Activity reports where they are compared to fiscal year-to-date hours charged on time sheets.This is a great management tool!

Agencywide Budget - This budget appears on the Agencywide Line Item Revenue and Expenditure report.You enter this budget for the agency’s fiscal year. On financial reports they are compared to fiscal year-to-date revenues and expenses.

You may enter, change, print, display or export all types of budgets.

Document attachment is available at the batch or individual document level. Once a document is attached a paperclip image will appear on the bottom of the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached the view document form will appear and you may choose which document you wish to view.

Cost Allocation

GMS has the best and most efficient Cost Allocation system on the market today! Ask our clients!

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 provides 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.

For example, in the cost allocation area, some clients hope to implement indirect cost rates in the future, but are unable to do so immediately because of existing budget and organizational practices. In these instances, software is supplied to facilitate direct charging of otherwise allocated amounts and is substituted at the beginning of a fiscal year when an indirect cost plan can be implemented.

Leave Rate Computation and Analysis

The Leave Rate Computation and Analysis is the first cost allocation step accumulating year-to-date leave charges, computing leave earned costs consistent with organizational personnel policies, and calculating rates to allocate leave costs to programs.

This also prints a supporting employee leave balance analysis which details accrued employee leave amounts for general ledger reconciliation.

Fringe Benefit Analysis and Rate Computation

Actual year-to-date fringe benefit rates are automatically calculated consistent with organization fringe benefit policies. Or, fringe benefits may be directly charged to programs.

Actual or provisional rates may be used.

Indirect Cost Rate Computation and Analysis

GMS offers a variety of methods to handle the allocation of indirect or common costs.

The Indirect Cost Rate Computation and Analysis may be used to accumulate indirect cost transactions, compute an actual year-to-date indirect cost rate and to automatically apply indirect costs to programs. Actual or provisional rates may be used.

Fixed Assets

Organize and keep track of your fixed assets using the GMS Fixed Asset Inventory supplement. Setup fields 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 straight line basis for those items and the length of time specified in the master file. A Fixed Asset Listing and Depreciation Schedule may be printed for documentation purposes.

The fixed asset reports available include a Fixed Asset Listing and Depreciation Schedule and Analysis by funding source, location code, description code, GL code and by Fixed Asset code. Maintaining a complete and accurate fixed asset inventory system puts your agency in compliance with OMB Circular A-110 and A-102, assists in responding to grant/contract documentation requirements, assists in conducting a physical inventory and preparing for the audit.

General Ledger

The GMS Accounting and Financial Management/Reporting System offers a flexible accounting structure able 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 and user-defined security. General Ledger fully integrates with all other pieces of the GMS systems.

Chart of Accounts

Rather than require a large number of digits to code accounting transactions, our integrated structure streamlines data entry enhancing system performance.

  • 5 digit codes are used to describe asset and liability accounts. These are universally used across the organization with 10000s reserved for assets and 20000s for liabilities.
  • 5 digit codes are used to describe projects or equity accounts (these are in the 30000s series). All program elements(6 digit codes discussed below) are assigned to a project or equity account.
  • 5 digit codes are used to describe revenue and expenditure items. These are universal with 40000s describing revenues and 50000-99999 used for expenditures.

All accounts may be tagged as active or inactive. The system does not allow deleting accounts with activity. Our chart of accounts is fashioned to the needs of each individual client organization.

Program Elements

Program Elements are activities or components within projects or grants. Since they are pre-linked to projects when they are created, data entry is simplified.

Program Elements are the building blocks for the financial reporting structure. Line item revenue and expenditure reports will be generated at the program element (cost centers) level, summed up to the project level, and finally added into agency wide reports.

  • 6 digit codes are used to describe program elements (cost centers, activities, components, work program activities, etc.)

Cash Receipts

The GMS Cash Receipts program eliminates the need for multiple bank accounts to accommodate each grant and contract. The program allows the user to code the revenue directly to the grant or project 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 reversed automatically before posting to correct any errors that may have occurred. The system will not post zero dollar cash receipt entries.

General Journal

You may have an occasion when you want to reverse or transfer data, perhaps a mistake that happened a couple of months ago. The GMS General Journal allows you to do just that. While most journal entries are automatic in the GMS system, this piece allows you to make corrections or perhaps do your depreciation entry on a monthly basis. You’ll find that you will do very few journal entries in a month, unlike the old fund accounting that requires many journal entries each month.

All journal entries have to be in balance to be posted as with all other original books of entry in the GMS system. Journal entries may be reversed automatically before posting.

Reporting

There are several standard reports that result from month end processing, those reports include:

  • Timesheet Reporting and Labor Distribution
    • Monthly Timesheet Charges by Activity
    • Current and YTD Employee Salary Charges
    • YTD Timesheet by Employee and YTD by Activity
    • Monthly Workers Comp Analysis
    • Monthly Unemployment Analysis
  • General Ledger Activities
    • Monthly Transaction Code Listing
    • Monthly Project Element Charge Listing
    • General Ledger with Current Month Detail
  • Cost Allocation
    • Leave Rate Computation and Analysis
    • Fringe Benefit Rate Computation and Analysis
    • Indirect Cost Rate Computation and Analysis
    • YTD Cost Allocation Summary
  • Financial Reporting
    • Balance Sheet
    • Revenues and Expenditures by Program Element
    • Revenues and Expenditures by Project
    • Agency wide Revenue and Expenditure Report

Installation and Training

GMS requires on-site training at your location with the purchase of our accounting software. This is to insure your staff makes the most of the organizations software investment. Cost for on-site training is $400 per day plus travel. Two to three weeks of training is usually adequate depending on the size of your agency. Training and travel will be billed as incurred.

All on-site training is done by an experienced field staff, it is a very hand-held, spoon-fed installation and training.

License/Warranty

GMS will release updated tax tables, cosmetic and compliance changes for the GMS software at least twice per year. Cost of license/warranty is $34 per month per user or security level.

Ongoing Support and Service

Software Warranty and Continuing Support Services

GMS’s 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. The 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.

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.

Payroll

GMS Payroll includes payroll functions and reports beginning with the automatic calculation of current period employee gross-to-net payroll right through year end W2 activities. GMS payroll is timesheet generated. Payroll, labor distribution,leave cost accounting and leave balance maintenance all result from timesheet data entry procedures.

Personnel Setup

User may set up codes for Deduction, Personnel, Sites, Local tax, Special Pay, Department, Position, Workers Compensation, State Tax, Pay Codes and Leave Type with a few easy key strokes.

Employee Entry

Employee entry functions allow transactions to be entered with a minimum of keystrokes and can be easily changed, printed, displayed or queried.

  • Employee files hold general personnel information, employee leave balances, federal and state tax information, employee deductions, and year-to-date earnings information.
  • Four digit codes identify employees.

Timesheet Entry

Each Employee will be assigned a four digit employee code. 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 within a project or grant listing the number of hours an employee has worked on each task.

During Month End Processing this same timesheet will produce a variety of labor distribution reports and post salaries to programs and activities.

Normal Payroll Activities Include:

  • Automatic calculation of gross-to-net payroll amounts
  • Current Period Payroll Register
  • Current Period Deductions Register
  • Payroll Checks
  • Payroll Check Listing
  • Year-to-Date Payroll Register
  • Inquiry Screens with drill down features

Quarterly and Year End Processing Includes:

  • Quarter-to-date Payroll Register
  • 941A Report
  • W2 Proof Register
  • Ability to edit W2’s for special issues
  • W2 printing
  • Option for GMS to handle W2 printing and disk preparation for SSA
  • Supplemental software for user to prepare disk for SSA

Special GMS features include:

  • Computerized leave balance maintenance and reporting, and printing of leave balances on payroll check stubs
  • Reimbursement of employee expenses automatically through payroll
  • Direct payroll deposit using GMS supplemental software
  • Tax deferred payroll deductions
  • Payroll checks sorted by site or department
  • Adjustment procedures for one time check changes and manual payroll checks
  • Unlimited user defined voluntary deductions
  • Unemployment and Workers Compensation Analyses
  • Automatic journal entries posting payroll amounts to general ledger control accounts
  • Special state and local tax reports
  • Full range of labor distribution reports

Payroll is part of the GMS basic package.

Purchase Orders

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, document attchment, 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.

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.

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