Accounting Supplements

The Monthly Direct Workers Comp supplement is an optional feature available to calculate workers compensation costs each month based on gross wages. It is designed for organizations who choose to charge their workers comp costs directly to programs rather than include them as part of the fringe benefit pool because they have several workers comp codes with a wide variation of rates. This menu item provides two reports – The Monthly Workers Compensation Analysis and the Monthly Workers Compensation by Activity. It calculates the workers comp costs for the month for each employee and distributes the costs to the program element each employee worked on during the month. A journal entry will be prepared so it can be posted to the General Ledger. Once installed, the Accrued Workers Comp menu item on the Payroll Processing menu will be disabled, since it is charged directly using the timesheet information in month end.

There are no costs associated with this supplement.

The YTD Payroll Detail includes one report which lists each employee’s gross to net amounts for each pay period and another report which lists the deduction information. You may print, display or export a listing of payroll checks for all or a range of employees and all or specific classes. The Payroll Detail includes check number, check date, hours worked, and complete gross to net amounts with a subtotal of all deductions. Also included is a YTD Deduction register by employee, either by summary or detail. This supplement is a terrific tool for researching unemployment claims. You may specify a range of paycheck dates to be included on your listing. All year-to-date payroll detail
information for a specific employee can be printed, displayed or exported from that employee’s master file for quick reference.

Print a Deduction Listing at any time to receive a concise listing of employees and amounts for all or specified deductions and for all or specified check dates. You have the option to have page breaks between deductions and to print social security numbers. Each deduction will be subtotaled. Use the listing as a remittance form when submitting pay period, monthly or quarterly reports.

Print timesheet labels to be affixed to timesheets each pay period to insure that proper employee numbers are stated on the timesheet. The labels include employee number, name, pay period ending date, site code and department code. The labels can be printed in alpha, employee number, site code or department code order. You may print labels for all or specific site or department codes, include a range of employee numbers and include all or specific classes of employees.

The software is designed to print on 1 x 2 5/8 inch laser labels, printing 30 labels per page. There are 3 labels across and 10 labels down. After printing labels, you can print the label information on plain paper to be used as a checklist to make sure all timesheets are collected.

Generate a list of missing timesheets each pay period using the GMS Missing Timesheet supplement. After time- sheet batches have been entered for the current pay period, you can designate a previous pay period to compare the current list of employees to. You can produce a list of all employees who were included on the previous pay period that are not included in the current pay period’s timesheet batches. You can also produce a list of all employees from the previous pay period and it will list “ok” next to those employees who have a timesheet entered for the current pay period, and “missing” next to those who do not have a timesheet entered for the current pay period. It is a quick easy way to determine if you have entered all appropriate timesheets before starting to prepare the payroll.

The Year-To-Date Workers Comp Analysis reflects hours and gross wages for the twelve month period that your workers comp policy is in effect. The workers comp base that can be used for this supplement is salaries or hours. If salaries are chosen, you have the option to select regular time, leave taken, a percentage of overtime and subtract selected deductions. If hours are selected for the base, the options are paid hours, working hours or total hours. The analysis includes employee number, name, and subtotaled amounts for each workers comp code. You also have the option to have position descriptions print. When payroll checks are saved, the workers comp table is updated and will continue to accumulate amounts until the plan year is changed. If the software is not installed prior to the first paycheck issued in your workers comp plan year, a query is included in the database to allow the user to build the workers comp table from the beginning of the plan year. Generating this report will significantly reduce staff time when preparing the final payroll totals for the workers comp audit or comparing the amount billed to actual costs of each workers comp code.

Expand your leave balance reporting with a running history of leave earned, taken and balances for each pay period by employee. You may print, display or export the history for all or a range of employees, all or a range of department codes or all or a range of site codes. You may request the information in alpha, department code or site code order. When printing the history for all employees, you may request page breaks between employees.

All leave history information for a specific employee can be printed, displayed or exported from that employee’s master files. The leave history is maintained on the calendar year.

Looking for an easy but concise and professional way to maintain a history of all employee personnel actions? The Personnel History program does just that. It allows for entering, displaying, printing or exporting personnel actions for each employee from the employee master file. Each history item includes the date and up to 255 characters of descriptive personnel action. A printout of an employee’s history can be very useful during an appraisal to review the salary increases and promotions awarded and/or probationary periods, goals established, and performance results. Since this program accesses the employee master files already established in the accounting system, it eliminates the need to establish new master files to record the personnel history.

Documentation for the distribution of payroll checks can be easily obtained with the use of the Paycheck Signout Log. For all employees who received a paycheck for the
current payroll period, it lists the employee number, name, check number, blank lines for a signature and date and the total number of checks issued.

If paychecks are distributed to each employee directly from the accounting office, you may wish to print the signout log in alphabetical order. If a site or department manager picks up the paychecks from the accounting office for all employees within their respective site or department, you may wish to print the signout log in site or department code order. When the option for either code order is selected, the log has page breaks between codes so the corresponding log for each code can accompany the group of paychecks. This log can be signed by employees within each department or site when checks are received. Either code option also prints a summary page to be retained in the accounting office, listing each code and description, number of checks for each code and signature and date line to be signed by the respective manager.

The Paycheck Signout Log may be a simple way to eliminate confusion or problems with employees not receiving their paychecks.

Direct Payroll Deposit enables your GMS payroll software to prepare data for your bank to automatically deposit net pay and unlimited other payroll withholdings directly to employee checking or savings accounts. The data is prepared in accordance with National Automated Clearing House (NACH) procedures. These procedures permit your bank to deposit funds into employee bank accounts even if they bank with other institutions. The software allows you to give employees the option for direct deposit or to receive a paycheck. Those opting for direct de-posit may receive a paycheck stub. A data file is formed for a transmittal to the bank.

Taxpayer First Act will mandate that Organizations filing 10 or more W2 forms must submit W2 data to the Social Security Administration using electronic filing.  This requirement is effective January 31, 2023. There are also several state and local formats set up to allow forming the required file format for those jurisdictions that won’t accept the SSA format.

The W2 Electronic File Reporting software enables you to prepare your own file. Required updates will automatically be added to the software to assure that you meet current federal and state reporting requirements. GMS accounting clients who do not wish to prepare their own diskette may request this service from GMS.

Create a timesheet batch by importing a timesheet from spreadsheet files or from files created by time clock software. The individual spreadsheet files or the time clock file must be in Excel, comma delimited or tab delimited, or CSV format. The first four fields of the file must contain employee number, program element number, paycode, total hours, and total amount, in that order. If the amount is left blank, the amount will be automatically calculated using the rate in the employee file. You can select one or multiple files to import at one time. Several items are checked to make sure that codes and pay codes used in the file you are importing exist in your database. It will give you a list of the problems found that need to be corrected. This supplement will also automatically attach the imported documents to the employee’s timesheet. If you have any backup documentation for a timesheet, it can be automatically attached to the timesheet. To do so, scan the backup documentation into a file with the title beginning with the employee’s code and make sure to save it in the same folder as the imported document. As you import your document, this backup file will be attached.

The Quarterly Unemployment Reports supplement allows you to choose the columns you need to include on your Quarterly Unemployment Report in accordance with your state requirements. Presently the column choices include social security number, last name, first name initial, first name, middle initial, quarter-to-date gross wages, quarter-to-date taxable wages, year-to-date federal taxable wages, year-to-date state withholding, weeks worked, employer identification number, location code, and the maximum unemployment wages. You may also specify if the amounts should be reported with cents or rounded to the nearest dollar. The report may be printed in site or alphabetical order. This supplement also allows for tracking weeks worked. Weeks worked can either be posted manually or by timesheet batch. Print options for proofing weeks worked are also available.

For agencies that are required to file by magnetic media, a magnetic media file can be prepared. Magnetic media file formats have only been developed for a minimum number of states. If GMS is informed by clients that they no longer can report by paper copy or have on-line services or state provided software available, a magnetic media file format will be developed for that state.

The Expense Reimbursement History will provide you with the expense reimbursement information paid to an employee or range of employees for a single pay period or a range of pay period dates. The reports can be sorted by Employee, Department, or Site and include All, Active or Terminated Employees.

If you use an Excel spreadsheet to have employees fill out their expense reimbursement requests, by simply adding a summary section at the top of the form this data can be imported into the accounting software. The file needs to be saved in an Excel, text (comma, tab) or Comma Separated Value (CSV) format. The information you are importing must be in the following order: Employee code in column A, program element code in column B, GL code in column C and amount in column D. Should you wish to add an optional description of the expense reimbursement, that will appear in column E. Several items are checked during the import process to assure that you are using existing and active codes in the spreadsheet. If we encounter a problem with any of the codes used during the import, we halt the process and supply you with a message stating the problem. This supplement will also automatically attach the imported documents to the employee’s expense reimbursement form or the batch in general. Also, receipts and other backup documentation can be automatically attached to the expense reimbursement. To do so, scan the backup documentation into a file with the title beginning with the employee’s code and make sure to save it in the same folder as the imported document. As you import your document, this backup file will be attached. Think of the time this can save of not having to do the data entry into the software or individual document attachments!

Most states now allow for electronic reporting of new hires. It varies by state how often you report new hires, but all states require it. You now can have the capability of having a fixed length ASCII file prepared for your state using the New Hire Reporting supplement right from your accounting software. All you do is select the range of dates you wish to include in the file, the state for which you are preparing for and, depending on the state, some- times other information like insurance availability for the employee and dependents is requested. Based on each state’s file specifications, an electronic file is then prepared. It appears that most states allow you to upload the file on-line making the whole process very accurate and efficient.

If you are interested in having GMS prepare an electronic format for your state, send your request to service@gmsactg.com.

Software is available to prepare your Form 941 and Schedule B electronically using Supplement #423 e-Form 941. Once you have completed all payrolls paid in the calendar quarter and have recorded and posted all the EFTPS payments, you will be able to use this supplement to prepare your forms. Once you enter the tax year and quarter, all Federal, Social Security and Medicare taxable wages and Federal taxes withheld will be populated on the GMS form in the supplement. Social Security and Medicare taxes will be calculated and also populated on the form. Click on the Deposits tab. Select GJ or CD, select bank account and you also have a choice to enter key search words to find your entries for EFTPS payments. It will be very helpful if each description begins in a similar manner. However, if your descriptions vary, you can leave the key word search field blank and it will list all entries that have a credit to cash based on your selection of GJ or CD.

Once you have proofed all information on the screen, you can then Prepare the 941 form and Schedule B. Print both forms to paper to submit to IRS. Since we are using the PDF version available on the IRS website, you are not allowed to save it as a PDF file. We recommend that you select Print and select Microsoft Print to PDF as your destination printer option, so you can print it to a file and store your copy on your computer. Otherwise, you will have to print out the reports and file the paper reports or scan them as your copy.

Organizations filing 250 or more 1095 forms are required to file electronically. Organizations submitting fewer forms are also encouraged to do so.

The 1094 and 1095 Electronic File Reporting software enables you to prepare your own file for transmission. Required updates are automatically incorporated into the software to assure you always meet current federal reporting requirements. GMS accounting clients who do not wish to prepare their own file may request this service from GMS.

The Site Unemployment Summary provides information on the number of employees and wage paid by site for each pay period to assist in reporting these amounts for the pay period on or nearest the 12th of every month. A second report may be run at the end of each quarter that totals amounts by site. This supplement helps to meet the unemployment reporting requirements in many states.

If employees have more than one rate of pay due to multiple job classifications with class eligibility being significantly different, you may choose to assign two different employee codes for them. This will result in an employee receiving two paychecks and two W2 forms. However, the salary costs will be reflected in the base for the appropriate class. If this option is chosen, you will want to combine the gross wages paid to this employee under both employee codes when calculating taxable unemployment wages. This supplement accomplishes this by sorting the employees by social security number for the Pay Period Unemployment Analysis, Quarterly Reporting Register, Supplement #414 Quarterly Unemployment Reports and Supplement #504 Site Unemployment Summary.

The Retirement Report supplement allows you to maintain up to three different retirement plans within your agency. The Retirement Report is prepared and printed before the Payroll Journal Entry is prepared. It contains current and year-to-date amounts. The information included on the report is determined by a user-defined retirement matrix. It provides for the designation of employee eligibility, adjustments to gross wages, required and optional amounts for employees, required and optional employer match, and loan information in the case an employee borrowed from the plan and is now having an amount deducted from their net pay. In addition to the information calculated from the assumptions established in the matrix, the report includes employee’s number, name, social security number, birth date, hire date and total contributions. With all of the options available, the Retirement Report should accommodate most retirement plan’s reporting requirements.

This program accumulates school tax information and prints an analysis of each employee’s current period, monthly, quarterly, and year-to-date gross wages and school tax withholdings for each school district number.

Maintain an Accounts Receivable Analysis for outstanding accounts receivable for one or more asset accounts by invoice number or by vendor and subtotaled by account number. This supplement includes an accounts receivable data entry program, complete tracking of outstanding receivables, and posting of received items through cash receipts. It also includes the options to print invoices and customer statements. In addition, you have an Accounts Receivable History available with this supplement.

Create an accounts receivable batch by importing invoices from a file with an Excel, text (comma, tab) or comma separated value (CSV) format. It is designed to import from another application that has generated invoice information, such as client tracking applications. The information you are importing must be in the following order: invoice number, batch number, date, amount, customer number, description, GL code, project code, element code and order number. All fields must contain data or a zero with the exception of order number. That is an optional field and can be left blank if desired. For example, if you code revenues to the project level, then the element code field can be zero. You can select one or multiple files to import at one time. Several items are checked to make sure that codes used in the file you are importing exist in your database. It will give you a list of the problems found that need to be corrected. This supplement eliminates the need for double entry into the accounting system.

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.

Produce a listing of all cash receipts using the Cash Receipts History. The history can include all or specified payers, projects, elements and GL codes. It is printed in alphabetical payer name order and subtotaled for each payer. You can also request that the report include the description entered on each cash receipt document and the invoice number reference if you have supplement #336 Accounts Receivable. It is a great tool for analyzing the grant and miscellaneous receivable accounts and also for verifying proper classification of project and revenue codes. Many auditors find it extremely useful when tying the confirmation letters received from the grantor agencies to the revenue and expenditure reports.

When your auditor gives you a list of 25-200 check numbers or Accounts Receivable Invoice numbers and you need to pull all of the backup documentation pertaining to each check or invoice, use the Audit Check/Invoice Sampler to create a listing to assist you. You begin by specifying the beginning and ending dates. For checks, you’ll also need to select the bank account number and the check numbers you wish to locate. A listing will print showing the check date, check number, name and check amount. For non-payroll checks, the voucher batch, document number and expense distribution amounts are included on the report. If a check number is entered for a payroll check, it will print “payroll” rather than the voucher batch and document number. For A/R Invoices, you’ll select the GL Account number and invoice numbers. You will receive a listing showing the invoice number and batch it was entered in. If a cash receipt has been entered against this invoice, the printout will also show the CR batch and document #, customer # and name, the amount received, date, and check #. If the Invoice is still outstanding, that will be stated and no cash receipt information will appear. These two reports can save you a tremendous amount of time when the auditor comes on-site.

Let this supplement assist you in preparing the Schedule of Federal Financial Assistance to be incorporated in your audit report. Contract master files are maintained for each grant and contract number. Masters files are also set up for federal and state/local agencies indicating a code number and description.

Current year worksheets can be printed prior to the final close-out of all projects. During each project’s calculation of revenue recognition, the federal receipts and federal and other expenditures are documented on the current year worksheets. These amounts are entered under an edit option.

Contract profiles, current year worksheets and the Schedule of Federal Financial Assistance may be printed for all or specific contract numbers, federal agency numbers, state/local agency numbers and CFDA numbers with beginning and ending dates specified.

At fiscal year end, do you find that it takes forever to write up all of the entries to close out the cost allocation expense codes and control accounts in the General Ledger? Then, if you use some of the cost allocation supplements, you also have the closing entries for service unit pools, special allocation/internal base pools, and cost allocation locks. Why don’t you let your computer produce the proper entries? The Year End Closing Entries supplement provides you with a menu of all the possible areas that need to be addressed during the preparation of the final closing entries. The items that are applicable to your agency will automatically be highlighted.

For the salary and leave entries, it makes the determination whether you expense certain types of leave when it is earned or taken and displays the information for your review before proceeding with the entries. Just think of the time you could save in just closing the salary, fringe and indirect control accounts to 50 or 80 projects!

Under revenue recognitions, for each project, it displays all of the revenue codes, descriptions and amounts from the last month end run that you did. It also shows you total revenue and total expenses. You then enter the entries that you need in order to properly recognize the actual revenue at year-end. If you prefer to wait until the audit field work is completed, these entries can be done and processed at that time. Work papers can also be printed for you and your auditor which provides a great audit trail and backup support for the final entries that are prepared.

Wait! There’s more – Based on all of the calculated amounts discussed above and any other GJ batches that have not been posted to the General Ledger that you wish to include, you can print a Trial Balance Worksheet for your review before the automatic preparation of the journal entries. Time savings and accuracy is what you’ll gain from using this supplement.

Looking for a way to save time for you and your auditor? Consider FASB 117 Worksheets – a supplement designed to assist you in meeting the nonprofit reporting standards established by the Financial Accounting Standards Board (FASB). SFAS No. 117 requires nonprofits to issue statements of financial position, activity, cash flows and functional expenses in accordance with prescribed standards. This supplement produces each of the required statements in a worksheet format except for the statement of cash flows. User defined setup files enable you to easily adapt these worksheets for your organization.

Looking for a way to save time for you and your auditor? Consider GASB 34 Worksheets – a supplement designed to assist state and local governments fulfill the financial reporting requirements as established by the Governmental Accounting Standards Board in their Statement No. 34. This supplement includes a Balance Sheet that allows you to set up category descriptions for assets, liabilities and equity accounts and assign each Balance Sheet GL code to a category. It also allows you to set up column headings for each fund that needs to be reported and assign each Balance Sheet GL code to the column. In the event that a Balance Sheet account needs to be assigned to more than one column, the supplement allows for entering the amount for each column. This supplement also includes a Statement of Revenues, Expenditures and Changes in Fund Balance. It allows you to set up category descriptions for revenue and expenditure codes and assign each code to a category. You can also assign project and/or element codes to the column headings.

Even though you typically are preparing these worksheets after all closing entries are posted, it may be run at any time of the year. Any reconciling items on the Balance Sheet will be reflected in the Liability section next to a category called Cost Allocation Control and also reflected under a column heading titled Cost Allocation Control.

Have you wanted to cut down on your auditor’s field work time? I’m sure many clients are currently preparing several files that auditors can use for their audit testing and documentation. In addition to what you’re currently providing, Supplement #419 Audit Preparation Tools is now available to help you even more. It produces the following files to assist the auditors:

• • A Trial Balance in Excel format which includes all assets, liabilities, project equity accounts, revenues and expenditures. It can be prepared at the agencywide, project or element level with the option to include indirect detail.
  • Comparison reports to the prior fiscal year for the Balance Sheet and the Agencywide Revenue and Expenditure Report, with or without category detail.
  • Audit work papers in Excel format for ACH entries, Fixed Asset and Depreciation Reconciliation, Leave History and Accrual Worksheet, Payroll Reconciliation and a listing of all GJ’s for the fiscal year.
  • Several reports from the accounting system that we’ve organized under one tab that are typically given to auditors.

The above items may be ones that you or your auditor have been preparing manually or using Report Writer for that can now be automatically created. This supplement gets added to the list of year-end tools that can be used to save time for you and your auditor.

If you’re using spreadsheets to prepare financial statements in summary form to give to your Board of Directors, you may be interested in using the Board of Directors’ Reports supplement. It prepares three financial reports organized specifically for the Board of Directors. The first report is a Project Financial Report which lists each project’s total expenditures including budget, current month, project total, under/over and percent of budget spent. It also lists the total receipts for each project and the balance of receipts over expenditures. The second report is a Balance Sheet by Category that allows you to group selected assets, liabilities and equity accounts. The third report is an Agencywide R & E by Category that allows you to group selected revenue and expenditure codes.

Provide your Executive Director with a concise analysis of project activity with the Executive Director’s Report each month. It lists each project’s expenditures including budget, current month, project total, and comparisons of actual to budget in dollars and percent. It also lists total receipts and the balance of receipts over expenditures. It provides an analysis of the financial status of each project.

Enhance the presentation of your balance sheet using the Balance Sheet Categories supplement. Organize your balance sheet into categorical groupings. The balance sheet may be printed without detail listing the category description and the aggregate amounts. This reflects a concise, easy to read balance sheet for presentation to the finance committee or Board of Directors. Printing with detail gives an excellent trail for preparing the external balance sheet to be included in the audit report. You can set up and save as many different formats of balance sheet categories as you need. Reconciling items that normally appear are posted to a cost allocation control account shown under the liability section of the balance sheet.

This supplement will create spreadsheet presentations of project or element financial activity by line item or cost category. You select which type of information you want to include in each column – budgets, prior year, current month, current year, or project to date data. You have the choice to prepare the analysis using regular month end data or cost allocation detail, if you use Supplement #399 Consolidated Cost Allocation Detail. With the flexibility of retaining groups of projects and elements, its use is unlimited. Some examples are developing departmental reports based on contract year, an analysis of all program administration elements, determining fiscal year grantor costs for the audit report which grant and contract years vary from the agency’s fiscal year, and budget analysis preparation.

The Cost Summary supplement has two reports within the supplement. One is the Monthly Cost Summary and the other is the Year to Date Cost Summary. The Monthly Cost Summary is the best subsidiary report to the revenue and expenditure reports that you can offer your program managers. This one report shows all current month activity including individual employee timesheet charges, direct Charges for all selected GL Codes and allocated costs for all or specific elements and projects. The Year to Date Cost Summary includes all of the same information but from the beginning of the fiscal year to the specified date. Grantor monitors find this report useful when conducting on-site financial and compliance reviews. The allocated costs to each element will include all of the pools used in the accounting system-leave, fringe, indirect, service unit or special allocation pools. The detail can also be printed for the fringe benefit and indirect pool elements.

If you’re spending too much time adding line item expenditures to prepare your quarterly financial reports for grantor agencies, let the software create the quarterly information in a matter of seconds. You enter the month’s beginning and ending dates for the quarter you need to prepare the information. Revenue and Expenditure reports will be prepared by element and by project, for all or specified projects and elements. The reports include columns for budget, prior year, quarter, year-to-date, project total, and comparison of actual to budget. Also, if your agency maintains cost categories in your database, you will have the option to print by cost category. The Quarterly Financials will not only save time, but ensure accuracy.

Do you need to develop specialized reports in addition to the reports available through the accounting system? Do you want to develop reports by specifying which fields you want to include from a table? The Report Writer allows you to design the report format and content that you desire. You pick which tables you want to develop the report from. Then you link certain fields between the tables in order to include the information you want to receive. It’s a great tool for using as an “Ask for” for employee files, vendor files, fixed assets, accounts receivable and more. You can add conditions to the information asked for as long as the condition is for a number field, such as specific site or department codes or fixed asset funding source codes.

The R & E Report Designer allows you to design a revenue and expenditure report in a format and with the information you desire. You can prepare the report with total allocated cost allocation amounts or with cost allocation detail if you use Supplement # 399 Consolidated Cost Allocation Detail. Specify which projects and elements you wish to include in the report by using a combine element/combine project format number or just entering the desired codes. If Aggregate or Agencywide Budget is the report format selected, you also have the option to include indirect detail. All columns from the regular month-end revenue and expenditure report will be included. However, if you do not want to include all columns on your final report, export it into a spreadsheet and delete the columns you do not wish to include. Cost categories can be established and you can assign your revenue and expenditure codes to these categories and save in different format numbers. You may have the report reflect individual line item revenue and expenditures, or choose to use a cost category format. Include drill down details is an option on all report formats. Your report format can be saved so it can be retrieved the next time you wish to prepare the report.

The Comparison Financial Reports supplement allows you to generate a comparative report for your Balance Sheet and Agencywide Revenue and Expense Report. You can select 2, 3, 4, or 5 years to be compared. Of course, the prior years must be on your GMS database in order to generate the reports. Cost Categories can also be set up for both comparison reports and you can choose to generate the category reports with or without category detail.

If you’re looking for a comprehensive system to produce and monitor purchase orders, try the GMS Complete Purchase Order Supplement. Data entry features include entry of requisition number, optional and default shipping detail, as well as a separate tab for obligating program expenses and finding requisitions. PO’s are cleared through voucher data entry. A voucher can reference an unlimited number of PO’s and expense distribution detail is automatically transferred to the voucher. When obligating expenses to programs, it checks for the availability of funds against the budget less expenses and other obligations. In the Ask for Purchase Order reporting option you may include a range of PO numbers, to and from dates, all or specific vendors, projects, elements, expense codes and status. The status of a purchase order may be designated as approved, denied, requested, or completed. This information may be displayed, printed or exported.

The Complete Purchase Order program can, in addition to producing and printing a purchase order, produce Revenue and Expenditure reports that reflect the overall financial condition, including outstanding purchase order amounts of your programs to assist management in procurement decisions.

For each cash disbursement batch created, you can print labels to affix on the vouchers that the checks paid. The program is designed to print on 1×2 5/8 inch laser labels. It prints 30 labels per page. Each label shows the vendor name, date paid, check number, voucher number and the amount paid. If more than one voucher was paid on a check, additional labels are automatically generated. Printing labels will save you time, reduce mistakes and reflect a neat and professional appearance on all vouchers.

Consider using the Complete 1099 supplement if several 1099’s need to be issued to vendors each year. Vendor master files store the federal ID or Social Security numbers for applicable vendors and YTD payment information. At the end of the calendar year, the YTD payment information is posted to the 1099 table. You will also be instructed to enter the minimum payment amount made to vendors for determining which vendors should be issued a 1099, and the default 1099 Box. Specific vendors may be edited to change box numbers. Additionally, you may specify any cash receipt(s) that contain a refund of an overpayment to a vendor so that this amount will be subtracted from the amount reported.

After all instructions have been given, you may print, display or export a proof listing and edit any vendor information required. 1099 forms will automatically be printed based on final verification and edits. The IRS diskette with magnetic media requirements can be prepared by clicking on the Electronic File Transfer butto

Program Payables can assist many agencies in grantor billing, cash flow reporting, cash advance requests, and bank transfers. A Program Payable Analysis is produced which reflects the outstanding accounts payable by program element. For each cash disbursement batch that is created, a Program Check Listing may be printed showing all paid vouchers that were coded directly to each program element. Even though the regular accounts payable file is maintained on a single agency-wide basis and reconciles to the single general ledger liability account, producing the subsidiary reports by program element may save staff time when information is requested at that level.

Using this software, you may select to print labels for all or a range of vendors included in your vendor master file. It is designed to print on 1 x 2 5/8 inch laser labels and are printed in alphabetical order. It prints 30 labels per page. Each label includes the vendor number, name and address. You have the option of including the federal ID#. Only active vendors will print unless you select to include inactive vendors too. It’s great for sending notices to vendors and for file folder labels any time you need them.

Track all vouchers, payments, and balance due for each vendor using the Accounts Payable History. It can be used as a subsidiary document to the Accounts Payable Analysis since it reflects the payments made against each voucher with an account balance for each vendor. The listing includes the voucher description for easy reference. This allows the user quick access to research paid and unpaid invoices for a range or specific vendors. The user may select the start and end dates that they want to include in the history. It may be printed by vendor code or name order for active or inactive vendors.

Do you ever find that you’ve paid an invoice more than once by mistake? You’re not the only one! Even though proper checking and verification of vouchers to be paid is being done, with a large volume of invoices, it’s possible that a second copy of an invoice gets vouchered and paid again. To help eliminate this problem, this supplement is available to track invoice numbers entered on vouchers per vendor code. When entering vouchers, if an invoice number for a vendor is entered that was previously entered for the same vendor code, the batch and document number previously used will be displayed. The option to override is available for voiding vouchers or other unusual circumstances.

Use the Accounts Payable Direct Deposit for those vendors who have given authorization to deposit directly into their bank account. You enter the vendor’s bank account and routing number in their master file. The agency information is set up under Tools, Organization and AP Direct Deposit. Here you can designate if you want pre-noted vendors to automatically be switched to live after one check has been issued to them. However, if you don’t think you will get a confirmation from all banks requiring the pre-note process prior to running the next accounts payable process, you would not want to designate the automatic updating. Once they are approved by the bank through the pre-noting process, you can change their direct deposit status to active in the vendor master file and no more checks will be written for those vendors. Accounts payable processing and related reports remain basically the same, plus a file is formed for transmittal to the bank. Optional check stubs may be printed for direct deposit vendors if desired. The General Ledger and other reports that document check numbers will be referenced as DD and the negative record number.

Do you purchase goods and services from vendors on a regular basis who are willing to give you an automatic discount? You may be surprised to find out that there are several vendors like office supply dealers, hardware stores, lumber yards, and others who are willing to give an agreed upon discount on all purchases if you do regular business with them. If you have or can get an arrangement with any of your vendors like this, use the automatic vendor discount supplement to apply the discount to appropriate vouchers. When you use this supplement you have an additional field in your vendor master file to enter the discount for each applicable vendor. When entering vouchers for these vendors, it will ask you if you want to use the automatic discount. If so, the voucher software will automatically calculate and adjust the entered amount to reflect the discount that applies. It will save staff time and make sure the discount does get applied to all the invoices of that vendor.

Many child care clients use a child care management system to track children and providers that will form a text file that can be imported into the GMS Accounting System to form a voucher batch. You will have a matrix to deal with match, elements and transaction codes, and gold seal payments. Since the chart of account structure in the windows version of GMS has changed to six-digit element codes and five-digit GL codes, the child care program will have to be changed to accommodate this structure. Batch and document numbers will automatically be assigned. Once the batch is formed, you can go to vouchers and print the batch. Proceed with accounts payable processing as normal. Many child care agencies use the Accounts Payable Direct Deposit supplement for their child care payments. This supplement can save a lot of staff time rather than entering all of the vouchers manually.

Do you still have grantor agencies that require reporting personnel costs by employee? If so, preparing those reports manually becomes a very time-consuming project if you are using any cost allocation pools.

The Salary, Leave and Fringe Detail by Employee supplement calculates leave and fringe costs attributed to each employee based upon their class and the leave and fringe rates developed for the period of time selected. If the current month is selected, it will use the year-to-date leave and fringe rates developed as of the month selected by taking the amounts of the selected month less the previous month’s amounts. If year to date is selected, it will take the year to date salary, leave and fringe as of the ending month selected. The report can be prepared by program element or by employee.

Are certain shared costs being coded on an arbitrary basis? If so, you may want to consider allocating these costs based on the number of year-to-date units served. You can establish an unlimited number of pools that will be allocated to specific program elements that provided the units of service. For example, you may receive four grants or contracts to provide congregate meals for the elderly. Each may have specific guidelines for the clients that are served. Contain costs such as cooks, site managers, raw food costs, etc. can be accounted for in a nutrition pool and allocated to the four programs based on the number of meals serviced to qualifying clients. Your financial reports will better reflect the true costs for each program.

Some grants and contracts have certain expenses that are not easily identifiable to the different work components within that program. This may include coordination activities, program managers, program supplies, etc. You may find that charging these types of costs to a specific program pool element and allocating them to the different work components within the grant/contract using an internal base is the most equitable basis of reflecting the costs under each component. An internal base consists of hours worked, personnel costs, or total direct costs. Software is available to do the allocation based on a user-defined element matrix. A special Year-To-Date Cost Allocation Summary is produced to document the trail of the debits and credits resulting from the allocation. It may eliminate the common practice of arbitrarily expending program shared costs.

Some grants and contracts may require the reporting of indirect costs under one specific component, i.e. Administration. If this is true for your agency, use Shift Indirect Costs to reflect all indirect costs of designated elements to the desired program elements to assist in preparing your external report. The program does not affect or change the proper allocation of indirect costs as set up in accordance with your Indirect Cost Plan, but takes the resulting amounts of the allocation and reports the costs under a specified element. It also makes it easier for program managers to compare total expenditures to the budgeted amounts since the indirect budget includes all of the indirect costs for the entire project.

Do you have grants and contracts that end during the fiscal year? Are you required to submit final financial reports prior to the close of the agency fiscal year? Do you use actual rates determined by using a year-to-date base for any of the allocation pools – leave, fringe benefits, indirect costs and/or special allocations? Will your grantor agency approve the transfer of actual versus reported allocated amounts to the new contact year?

If the answer to all of the above questions is yes, you may want to consider using the Cost Allocation Locks supplement. This program allows for a user defined matrix to establish the locked amounts to be transferred between elements which results in the locked amounts being reflected on the Revenue and Expenditure reports. The advantage in automating these entries is that amounts can be transferred using the applicable expenditure codes such as 50000 salaries, 50500 fringe benefits, etc. and that exact amounts will be reflected on the Revenue and Expenditure Reports each month.

The Monthly Cost Center Allocations program is another alternative in allocating common cost centers to appropriate program elements. It uses an external, usually non-financial base to distribute the monthly costs of the designated cost center pool. The allocations are posted to programs with a general journal entry that is automatically prepared. The current month expenses of the cost center pool are determined by using the monthly timesheet charges, calculating the appropriate leave and fringe benefit costs and picking up the direct costs from the monthly general ledger table. It performs like a direct cost allocation rather than allocating costs using a rate. This allocation takes place before indirect costs are computed. Costs may be allocated to both regular program elements and/or to indirect cost pool elements.

The Consolidated Cost Allocation Detail supplement can assist agencies with reporting the line item detail of allocated costs on a percentage basis. It includes preparing the detail for the fringe benefit, indirect (or dual pool if used), service unit and special allocations/internal base pools. For any or all of the cost allocation pools used, it produces consolidated financial reports reflecting the line item detail of selected pools. The Revenue and Expenditure Reports by Element and Project can be printed with the cost allocation detail only or including all revenue and expenditures. You may also print a Cost Allocation Detail Analysis by element or project which lists the line item detail for each pool selected in separate columns. The first month the supplement is installed and the tables prepared, the current column for the pools that were chosen to prepare the detail will equal year-to-date amounts because the table used to store previous month’s allocation detail has no records. Therefore, there is nothing to subtract from the year-to-date amounts to get the current month.

Are you looking for a way to allocate certain common costs to programs using a single base rather than including them in your indirect pool with central and administrative costs or allocating them by line item using individual bases? If so, the Dual Indirect Cost Pool supplement may work for you. It is designed for common costs, such as office supplies. to be posted to elements 999000-999400. This pool is allocated to program activities and the management & general (M&G) pool. The M&G pool includes all central and administrative related costs coded to 999500-999900 in addition to the allocation from the common cost pool. Each pool is allocated using its own identifying expense code.

The Dual Indirect Cost Pool supplement will assist in the preparation of the IRS 990 form, allow reporting of central and administrative costs to the administration component of programs, and enable you to allocate common costs using a single base. This supplement should be installed at the beginning of your fiscal year and should be implemented with your cost allocation plan.

Do you find yourself entering some of the same entries month after month? Some examples of repetitive entries could be depreciation, rent and maintenance agreements. These entries are typically made through voucher and general journal data entry. You can save yourself some time if you enter those repetitive entries in a batch by themselves and use the Recurring Batches supplement to write that batch to a new batch. The supplement allows you to develop new batches for journal entries, vouchers, timesheets, employee expense reimbursements and invoices for those that use Supplement #336 Accounts Receivable Processing. Receivables for lease billings may be a typical type of entry that is repetitive every month. You specify the original batch number, document date, and posting period. For voucher batches you can specify a new due date and for timesheet batches you can specify the starting and ending pay period dates – the software does the rest! If necessary, any changes to the new batch can be made through normal editing procedures. This supplement can be a real time saver with data entry for repetitive types of entries!

This supplement allows an authorized user to include scanned images of signatures to be printed on accounts payable, payroll and manual checks. A setup form is maintained to assign designated signatures and authorize specified users for each General Ledger cash account. There are also print options that can be set up to reflect your agency’s policies regarding the dollar amount of the checks when the scanned images can be or can not be used. When a user is ready to print checks, it compares the user name of the person logged in to the check signature file to see if they are an authorized user of a signature for this account. If they are, a message will be given stating “This GL account has signature files. Do you wish to include signatures?”

This supplement is designed to only be used by agencies whose authorized users of scanned signatures have their own identifying user name and password. High security of scanned signatures must be in place in order to maintain a tight internal control. If you are unable to develop your own scanned signatures, GMS will prepare the scanned images for you at a cost of $50.00 per signature.

Create a General Journal batch by importing journal entries from a file with an Excel, comma delimited or tab delimited (CSV) format. It is designed to import from another application that has generated journal entry information, such as client tracking applications, on-line payroll services or other database applications for conversion to the GMS Accounting System. The information you are importing must be in the following order: description, program element, project, GL code, debit and credit. Also, the description needs to be repeated for each line of an entry. Document numbers will be assigned for each different description that is found. You can select one file to import at one time to form the batch. Several items are checked to make sure that codes used in the file you are importing exist in your database. It will give you a list of the problems found that need to be corrected. This supplement eliminates the need for double entry into the accounting system.

Terminate Elements alerts you if any coding is entered for elements you have unchecked the Active box for. This alert mechanism is available in timesheets, vouchers, cash receipts, journal entries, accounts receivables, purchase orders and expense reimbursements.

Agencies using this supplement find that Terminate Elements is a great way to reduce coding errors when program years change. The alert mechanism tells you that the element is terminated but gives you the option to override and use that element for coding.

When new elements are entered, they are automatically assigned an active status unless you indicate otherwise. When changing the status of an element, you have the option to terminate or activate all elements within the same project.