GMS Accounting & Financial Management SystemFor Non-profit Organizations

Accounts Payable

Master FilesVendor files maintain name, address, Federal ID, telephone and account information. Up to nine digits are available to identify vendors.

Accounts PayableData EntryData 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

Data EntryAccounts 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 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

Cash ReceiptsCash Receipts The GMS Cash Receipts program allows the user to code the revenuedirectly 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 JournalAll 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 AllocationGMS has the most comprehensive and powerful 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 LedgerThe 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 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 ReportingFinancial Reporting•Balance Sheet•Revenues and Expenditures by Program Element•Revenues and Expenditures by Project•Agency - wide Revenue and Expenditure Report

PayrollPersonnel SetupThe 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.

PayrollEmployee EntryEmployee 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.

PayrollTimesheet EntryData 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.

Accounts ReceivableNot 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 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.

Fixed Assets

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

Report WriterIf 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.

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.

SecurityWith 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.

The GMS Accounting System is designed, from the ground up, to meet the highly specialized

requirements of non-profit and public organizations accounting for contracts and

grants or by program activity.For a free demo or for a free consultation to

discuss your accounting and financial management needs, please visit

www.gmsactg.com

Email us at service4gms@gmsactg.com