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Volume 24, No. 1

Continued on page 2

December 2011 Revisions Released!! The latest accounting revisions were posted to our website www.gmsactg.com on December 27th, 2011. You should have received an email from GMS on December 27th that included instructions for downloading and installing these revisions. It is VERY important that all revi-sions are installed in a timely manner. As all of our revisions should be installed timely, it is even more important that the December revisions be installed at the proper time as critical issues such as W2's and FICA, State and local tax rate changes for the subsequent calendar year are included with these changes (please refer to the Nov. Newsletter and GMS help manual for more detail). It is also important that all staff using the GMS Accounting System read through the list of changes included with the revision to familiarize themselves with new features or changed items. Following is information on some of the changes included in this revision: Tax Cut Extended – The reduction of the employee’s portion of the Social Security taxes had been set to expire December 31, 2011. However on December 23, 2011 the President signed into law a two month extension of that reduction so the employee’s portion remains at 4.2%

January 2012 IN THIS ISSUE:

RLSS Revisions

Training on Accounting Software

Training on RLSS Software

Annual Conference Sessions

Welcome New Users!

RLSS Systems

Clearfield County Economic Development Corporation Clearfield, PA

Robert Swales - CEO Cathie Ensminger – Development Assistant

Appalachian Development Corporation Greenville, SC

David Mueller – Executive Director Nancy Childress – CFO

Lillian Goodlett – Assistant Treasurer

27th Annual GMS Financial

Management Conference

April 15 - 20, 2012 – New Orleans, LA

Don’t forget to mark your calendars and plan to attend the 27th Annual GMS Financial Management Conference to be held in New Orleans, LA, April 15 - 20, 2012. As in previ-ous years, the conference will be divided in-to two segments with the regular conference April 16 - 18 followed by intensives April 19 -

20. Sunday the 15th will offer registration during the day followed by our Get Acquaint-ed Reception Sunday evening. Our 2012 conference is being held at the As-

tor Crowne Plaza. This hotel is located at the

gateway to the French Quarter where Canal

Street meets Bourbon Street! The elegance of

the hotel and the excitement of New Orleans

makes this a conference you don’t want to

miss!!

Continued on page 3

Holiday Announcement The GMS Offices will be closed Monday, January 16th in honor of Martin Luther King Jr’s Birth-day. The offices will re-open Tuesday, January 17th for normal business hours.

Page 2 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 24 NO. 1

December 2011 Revisions Released!! Cont. from page 1

New Items

Document attachment is now even easier! When attaching a document to books of entry and other

selected reports in the software, the "drag and drop feature" is now available to make the pro-cess even simpler. Once you have the New Docu-

ment form open, you can locate the document to attach via Windows Explorer or My Computer and

simply drag the document to the GMS New Docu-ment form. This will be a huge time-saver for

those that use a Vista or Win 7 operating system and can utilize the split screen feature!

Automatic PDF reports and filing – We’re very excited about this new feature in the GMS ac-

counting software! For selected reports through-out the software the system can now automati-cally generate a PDF file for these reports and store them in a specific folder that you designate.

This function is user specific and once it is set up no further action is required by the user. The PDF

files will be generated and stored automatically!!

Please see the Help Manual for more details on this great new feature.

We have added EFTPS Payment information to

Prior Year Payroll Registers and Quarterly Payroll Registers from 2011 forward.

Supplement #422 New Hire Reporting now in-

cludes the electronic file format for New York.

General Ledger

In the Project/Element Charge Listing, if you re-move the checkmark from “Include all GL Codes”

you no longer have to hold down the control or shift key to select multiple items.

Supplement #367 Service Unit Allocations and

Supplement #381 Special Allocations Internal

Base – You will be blocked from entering any base elements that are currently set up as pool

elements in a pool allocated prior to the current one. For example, service unit cannot have any

Monthly Cost Center pools as a base element. And Special Allocations cannot have any Monthly

Cost Center or Service Unit pools as a base.

Accounts Payable

Vouchers – when editing, changing or saving a

voucher you can no longer code to 997000-50500 or 997000-59700.

Restart Check Printing – this function will now

use the check date as originally designated on

the check run rather than the system date.

Supplement #421 PO Import – the import field for the PO description has been expanded to 255

characters.

You can no longer enter a void check with a date earlier than the original check date.

Continued on page 4

GMS, Inc. 10559 Metropolitan Avenue

Kensington, MD 20895

Phone: 800-933-3501

Fax: 301-933-3502

E-mail: service4gms@gmsactg.com

Present versions of Software are:

Accounting 1.2.281

RLSS 1.0.0.6

RLSS Revisions

On December 15, 2011, you should have received an email regarding the

release of an RLSS Revision. To confirm this revision has been installed, click

on Help, About. The version number should now be 1.0.0.6. If it is not, please contact your IT department or whoever is responsible for installing

the revisions and encourage them to do this as soon as possible.

Also included in this revision is a List of Changes memo. Be sure you receive a copy of this as all changes made to your RLSS software are documented in

this memo.

A couple of the changes we’ve made are..

.. to make it much easier to access Multiple Borrowers information. Loan Search View will now search Multiple Borrower’s names.

.. on the Reports menu, under Master Files we’ve added a Multiple

Borrower List option that can be found on the Report Type drop down. This will export all Multiple Borrowers information into an

Excel spread sheet allowing you to then sort or delete columns, depending upon the presentation you wish to have.

Supplement #423 e-Form 941 is available.

Order it now!!

Page 3 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 24, NO. 1

27th Annual Conference cont. from page 1

For complete conference infor-

mation please visit the GMS 27th

Annual Conference site at http://

www.gmsactg.com/events/

conferences.html. This site in-

cludes the conference brochure

with agenda, a conference registra-

tion form and information and a

link for hotel reservations. Also,

watch for the February issue of

News from GMS for a brief de-

scription of each session.

Who Attends the GMS Confer-

ence? If previous years are an indication,

we can expect close to 300 partici-

pants from GMS client organiza-

tions located throughout the coun-

try. Attendees include fiscal staff,

auditors, revolving loan manage-

ment staff, Executive Directors,

human resource staff and program

managers. Many GMS clients

view this as annual in-service

training for their fiscal personnel.

In addition to the scheduled ses-

sions, the conference offers a great

opportunity to discuss issues and

solutions with other GMS clients

who might be experiencing the

same problems as your agency.

From strictly a GMS viewpoint, we

wish all GMS clients could attend,

since the conference is our best

way to provide you with the most

up to date information on using

GMS software, audit standards,

human resource issues and other

information important to all GMS

clients. Every member of the

GMS staff will be at the confer-

ence providing a tremendous op-

portunity for face-to-face consulta-

tion and assistance.

Session Highlights In addition to sessions led by GMS

staff featuring training on GMS

Accounting and Financial Manage-

ment and the Revolving Loan Ser-

vicing System, we will offer ses-

sions by outside speakers on lend-

ing and credit.

Training will take place during the

regular session and also in the in-

tensives to be held immediately

after the regular conference. As in

the past, the computer clinic pro-

vides an excellent opportunity for

hands-on training and working

with all aspects of the GMS soft-

ware.

Four concurrent sessions are

scheduled in each time slot provid-

ing a choice of topics useful to

your organization.

Training on RLSS

Annual Conference Intensive

This training will benefit anyone who is a seasoned user or new to GMS-RLSS. The session will cover every aspect of using GMS-RLSS so you can take full advantage of all of its features. Among the top-ics covered will be setting up new loans, processing loan activity, using database queries, loan reporting and integrating accounting and RLSS. How to use Master Query to produce specialized reports will be demonstrated, plus you’ll have the opportunity to use this feature using scenarios provided to you. This session is a great way to make sure that your loan policies and procedures are integrated with your RLSS software. Featuring hands-on training, you will be able to enter new loans, enter and pro-cess loan activity and familiarize yourself with all of the functions and proper procedures for running the GMS-RLSS. This will be a great opportunity for all RLSS staff!

Training on the Accounting Software Annual Conference Intensive If you are a new staff member at your agency, have recently acquired a new position within the finance department, or simply feel you need an in-depth re-view of the GMS Accounting System, this intensive is just what you need. We will cover all areas of the ac-counting system from the initial setup files to pro-cessing steps and mechanical explanations. All aspects of the books of entry, accounts payable processing, payroll processing, general ledger activities, cost allo-cation and report generation will be shown. Even though concurrent sessions on certain areas of the Accounting Software will take place during the regular annual conference, this 1½ day intensive will include all things covered during the concurrent sessions but allows more time to spend on each aspect of the en-tire system. This is a great session for agencies that have had staff turnover and new staff who did not re-ceive on-site training from the GMS staff.

Continued on page 4

Page 4 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 24, NO. 1

27th Annual Conference cont. from page 3

Accounting Sessions

A/P Processing

AR and CR Processing (new this

year) Accounting Setups and Master

Files

Bank Rec and Other Tools Func-

tions

Basics of Year End – Part 1 and

Part 2

Fixed Asset Inventory

GMS Cost Allocation Options

Importing and Exporting From

GMS

Month End Processing

Organizing Your Paperless Fil-

ing System (new this year)

Overview of Payroll Supple-

ments

Overview of Selected GL Sup-

plements

Overview of YE and Audit

Supplements

Payroll Processing

Q & A with Accounting Staff

Report Writer – Basics – Part 1

and Part 2

Report Writer – Advanced –

Part 1 and Part 2

Sessions for RLSS System Users -

Sessions held once

CBS & Consumer Credit Report-

ing

CBA & the Importance of Busi-

ness Credit

Handling Special Situations with

GMS-RLSS

Overview of RLSS for New Staff

and New Users

RLSS Reports and Master Query

RLSS Features and Supplements

Part 1 & Part 2

Computer Clinic In addition to specific sessions, the

Computer Clinic is open throughout

the regular conference giving you an

opportunity to test drive any GMS

product. GMS staff members are

available in the Computer Clinic at all

times to provide individualized assis-

tance and support. In the Computer

Clinic you can experiment and prac-

tice as much as you want!

Intensives The four post-conference Intensives

are always well attended. These 1 1/2

day concentrated courses have been

refined with years of experience and

are in great demand year after year.

Choose from any one of these topics:

Training on the Accounting Soft-

ware

Year End Procedures/Preparing for

Audit

Laptop Hands-On with Report

Writer

Training on RLSS

We hope that we will see you at the

conference in New Orleans. For

further information on conference

activities please feel free to contact

Robin Berseth, our Annual Confer-

ence Coordinator at 800-933-3501,

extension 403.

December 2011 Revisions Released!! Cont. from page 2

Payroll

Payroll Adjustments – when selecting a previous

payroll, the payroll adjustment register now in-

cludes the from and to dates as originally en-tered.

Restart Check Printing – this function will now

use the check date as originally designated on the check run rather than the system date.

W2 Processing – the Prepare W3 form now in-

cludes the new Kind of Employer field.

Also in W2 Processing we have added Box 12DD

for the cost of the employer sponsored health

insurance, which is optional in 2011, and we added box 12EE for Roth contributions under a

government section 457b plan.

Tools

Cost Allocation Setup\Leave Allocation – We have added a button to delete the Leave Pool

Setup. This should always be discussed with a GMS representative before select-ing.

These are just some of the changes in the December 2011 revisions. Please make sure you read the memo included with the revisions on December 27th to get a complete list of the changes and new features.