E-NEWS APRIL

Year-End Closing: Help is at Hand with GMS

Schedule our highly experienced Implementation and Training Specialist, Marshelle Elliott, for assistance with closing out the fiscal year and training the fiscal staff regarding the process of how to close the year correctly.  Four to six weeks after your fiscal year ends is typically the best time to have this type of training.  It is recommended that on-site year-end assistance be scheduled at least two to three months in advance.  Many GMS clients schedule this assistance a year in advance!

Our GMS staff member will assist with the year-end activities and provide comprehensive training on all aspects of year-end closing via Zoom, email, and phone support.  Usually, this activity takes place during a pre-scheduled day or days and often requires periodic phone conversations.  The GMS staff member will request your database and review the final month-end reports before the scheduled appointment.  This allows our staff to be prepared to discuss any issues identified or problems which need to be corrected.

Cost for GMS Staff Assistance

Telephone Assistance: $130 per hour.  Chargeable time includes preparation time, time spent researching problems and issues, and actual time on the telephone

Click Here to book an appointment

Secure Your Monthly Accounting Financial Reports

Once you have completed the monthly processing, the final step on the monthly processing checklist is:

☐ Change Month-End Period (Optional)
Navigate to: Tools → User Setup → Month-End Period

This function allows users to set a posting period that locks financial records, preventing any modifications to batches with a posting period on or before the specified date.

Example: If March has been closed and 3/31/24 is entered in this field, any attempt to add, edit, or delete data in a batch with a posting period of 3/31/24 or earlier will trigger the message:
“You cannot unpost this batch. The month-end has been processed for this posting period.”

For additional information on Monthly Processing:

Within the GMS Software:

1. • Click on Help → Help → Contents → General Ledger → Monthly Processing

Understanding Service Types: A Comprehensive Overview

Software Support

Ensures the software operates smoothly and functions correctly for clients. Provides troubleshooting steps to resolve issues, assists with error resolution, and researches software malfunctions. Addresses user inquiries to determine whether an issue stems from a software malfunction or user error. If user error is identified, directs users to appropriate resources to improve their software proficiency.

Training

Offers structured guidance on specific software features to help users understand and utilize the system effectively. Assists new users in learning the software’s functionality and provides step-by-step instructions on various tools and features. Any request involving “how do I use,” “help me understand,” or “walk me through” without an error or malfunction falls under training. This includes setup processes and general “how-to” inquiries.

Chat

A quick resource for resolving simple issues. Examples include requesting an installation or revision file, troubleshooting minor feature or menu discrepancies, and locating specific functions. However, complex topics such as cost allocation, indirect expenses, bank reconciliation, or year-end closing should not be addressed via chat.