Accounting Features

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

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.

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 check stub
• 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

Sample Accounts Payable Reports
Download File

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.

GMS Payroll Processing includes payroll functions and reports beginning with the automatic calculation of current period employee gross-to-net payroll 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.

Sample Payroll Reports
Download File

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 keystrokes.

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.

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.

Normal Payroll Activities Include:

• Automatic calculation of gross-to-net payroll amounts
• Current and Prior Period Payroll Register
• Current and Prior Period Deductions Register
• Payroll Checks
• Direct Deposit
• Payroll Check Register
• Year-to-Date Payroll and Deduction Register
• Workers Compensation and Unemployment Analyses
• State and Local Tax Analyses
• Automatic Payroll Journal Entry

Quarterly and Year-End processing includes:

• Quarter-to-Date Payroll and Deductions Register
• Quarterly Reporting Register
• W2 Proof Register
• Ability to edit W2s for special issues
• W2 printing
• Option for GMS to handle W2 printing and file preparation for Social Security Administration
• Supplemental features allowing user to prepare file for Social Security Administration

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
• Tax-deferred payroll deductions
• Payroll checks with stub/check/stub-laser or dot matrix, 11″ z-Fold mailer, 7″ stub-check, or 11″ window envelope
• Payroll checks are sorted by alpha, site, or department
• Adjustment procedures for one-time check changes and manual payroll checks, voiding payroll checks, and for other special circumstances
• Unlimited user-defined voluntary deductions
• Special state and local tax reports (current, monthly, quarterly, and year-to-date)
• Current period labor distribution reports by activity or employee.
• Document attachment is available on employee files and timesheets. Once a document is attached a paperclip image will appear on 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.

GMS General Ledger and Financial Reporting System

Does your agency need a general ledger package for cash receipts, general journal, budgeting, and month-end reporting, but not necessarily other components of an accounting system?

GMS now offers the GMS General Ledger and Financial Reporting System, a cut-down version of the GMS Accounting and Financial Management/Reporting System. This system includes the Chart of Accounts, Cash Receipts, General Journal, Month-End Reporting, Budgeting, and Prior Year Maintenance.

It is designed for organizations that run the Revolving Loan Servicing System within their agency and do not necessarily require the use of Accounts Payable, Payroll, Cost Allocation, etc.

Data entry functions allow transactions to be entered with a minimum number of keystrokes and can be easily changed, displayed, printed, or exported. Transactions can be easily stored in batches for efficient proofing and control before posting. Data entry activities include Cash Receipts and General Journal.

General Ledger Codes

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

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.)

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 user(s) rights to those menu items they require access to. You can also assign read-only rights to GL master, employee, vendor, and customer files when applicable. 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.