News From GMS a publication for GMS clients

Volume 27, No. 9 September 2015

What are behind the Salary costs on your Revenue & Expenditure report?

One question our service staff receives on occasion is “How can we verify the salary charges on the Revenue & Expenditure report?” That takes a little understanding of the mechanics of the software and what reports are best to look at to answer that question. For the purpose of this ex-ample we will assume that your organization uses the leave pool and has both salary and leave costs reflected in the 50000 GL code in the accounting system. To understand this procedure you should have in front of you a copy of the following reports for any given month:

Year to Date Timesheet Charges by Activity

Leave Rate Computation and Analysis

Year To Date Cost Allocation Summary

Revenue and Expenditure Report by Element. The main report that ties together all of the necessary information for this exercise is the Year To Date Cost Allocation Summary. The column headed Reg Time reflects year to date charges by employee classification to each program element. This very simply is a total of direct charges to the individual elements as they appear on timesheets. To view this information on an employee specific basis look at the same element on the YTD Timesheet Charges by Activity. Compare the Element Totals line of the Reg Time column for an element with the Elem Totals line of the Reg Time column on the Year To Date Cost Allocation Summary for the same ele-ment and you will see that they agree. Tip: If you want to get even more detail such as individual timesheet batch numbers, select Include Drill Down Details when generating the YTD Timesheet Charges by Activity. You will have the ability to double click on an employee name to see infor-mation that make up the individual employee total.

Continued on page 3

In this Issue

What are behind the Salary costs on your

Revenue & Expendi-ture report?

Using RLSS Master

File Query Webinar

Page 2 GMS Summit 2016 -

Save-the-Date! Audit Preparation

Tools

It’s Tax Time!

Page 3 Improving Email

Communications Did You Know?

Connect with us on

Social Media Page 4 Upcoming Webinars

Job Opening Client Referral Pro-

gram

Using RLSS Master File Query Webinar

Our next webinar will be for our Revolving Loan Clients. Attendees of this webinar will learn how to utilize Master File Query to compile your data into an Excel spreadsheet. You will learn all of the tips and techniques to success-fully use this powerful reporting function within the GMS-RLSS software. This class will cover how to perform the following with Master File Query: Print Labels Print a listing of loans Retrieve selected information from your loans Include only loans that meet selected criteria Obtain information from the Optional Master Fields Save and retrieve reports Save and retrieve formats Edit dates within a saved format to get the latest information Additional items as time permits If you’re an RLSS user, you won’t want to miss this webinar on Wednesday, September 16 at 2pmET. This will be a one hour class for only $50, plus you will earn 1 CPE credit. Please pre-register at www.gmsactg.com.

GMS, Inc. 10559 Metropolitan Avenue

Kensington, MD 20895

Phone: 800-933-3501

Fax: 301-933-3502

E-mail: service@gmsactg.com

The GMS offices will be closed Monday,

September 7, 2015 in

honor of Labor Day.

We will reopen with normal business hours

Tuesday, September 8.

Present versions of Software are: Accounting 1.2.302 RLSS 1.0.0.11

Audit Preparation Tools On August 19, Donald Cassady, President/CEO of GMS, presented a webinar on Supplement #419 Audit Preparation Tools. If you were unable to attend this webinar and are responsible for fiscal year end information for your agency, you may want to check out this supplement in your accounting Help Manual under General Ledger/GL Supplements. Many of the items that your auditor will request are included in this supplement, thus saving you time in report preparation and data collection. Included in this supplement you will find the following reports: Trial Balance Comparison reports for: Balance Sheet Agencywide Revenue & Expenditure Report Work papers for: All GJ’s ACH debit entries Non-ACH debit entries Leave History & accrual worksheet Indirect Cost Base reconciliation Accounts Payable subsequent payments Accounts Payable highest paid vendors Payroll reconciliation Accrued payroll by Payroll Register Accrued payroll by Timesheet Batch

Fixed Asset Analysis Fixed Asset roll forward summary Reports for: Bank Reconciliation Complete Check Listing YTD Transaction Code Listing for revenues Leave Rate Computation & Analysis Leave Rate Computation & Analysis totals Accounts Payable Analysis Prepaid Expenses Payroll Register for accrued payroll Leave History Accounts Receivable Analysis Balance Sheet Categories and Cost Categories are avail- able to be set up also. As you can see, Supplement #419 Audit Preparation Tools contains many of the reports and worksheets required by your auditor and will serve as a great timesaver for you. Please go to our website, www.gmsactg.com, if you wish to order this supplement. Cost is as follows: # of User Licenses Purchase Price Annual License/ Warranty 1-2 $350 $52.50 3-4 $410 $61.50 5+ $480 $72.00

Page 2 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 27 NO. 9

The Premier Financial Management Conference for Nonprofits JUNE 12-17, 2016 | LOEWS DON CESAR HOTEL | ST. PETE BEACH, FLORIDA

Who Should Attend? FISCAL STAFF - REVOLVING LOAN STAFF - HUMAN RESOURCES STAFF

EXECUTIVE DIRECTORS - PROGRAM MANAGERS - AUDITORS

Visit our website today for more information and be sure to Save-the-Date!

“Feeling gratitude and not expressing it is like wrapping a present and not giving it.” ~William Ward

Attention Payroll Department!

W2, 1099 and 1098 forms for 2015 are now available on our website at: www.gmsactg.com/taxforms The IRS has yet to release the final requirements re-garding the 1095-B Health Coverage and 1095-C Em-ployer Provided Health Cov-erage forms. We will notify you as soon as they become available to order.

BE A PART OF THE GMS ONLINE COMMUNITY!

then

then

...and finally

...and don’t forget...

Page 3 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 27 NO. 9

What are behind the Salary costs on your Revenue & Expenditure report? continued from page 1

The next column on the Year To Date Cost Allocation Summary is Lv Alloc. This figure represents the amount of leave costs allocated to each element by employee class. The report takes the amount in the Reg Time column and multiplies it by the individual class’s leave rate to arrive at the figure in the Lv Alloc column. To view the calculation of the leave rates, look at the Leave Rate Computation and Analysis. The leave rates are calculated with each employee class on a separate page. The Total Leave Rate that ap-pears on the bottom of a particular class’s page is the rate that is used to calculate the amount in the LV Alloc column on the Year To Date Cost Allocation Summary. The next two columns on the Year To Date Cost Allocation Summary are the Overtime and Comp Time columns. These columns will have information in them if your agency paid overtime or tracks compensatory time in the system. Finally, on the Year To Date Cost Allocation Summary if you add together all amounts in the Reg Time, Lv Alloc, Overtime and Comp Time columns you will get the amount that appears in the next column on the report, Total Sal. The Total Sal amount on the Elem Totals line will agree with the Salary amount on the Revenue and Expenditure by Element report in the YTD column!! Tip: If you want to see the total salary and leave amounts by employee, select Include Drill Down Details when generating the Revenue and Expenditure by Element Report. Due to confidentiality, consideration of this should be given when giving users access to Personnel Drill Down Detail.

Improving Email Communications

Please watch for an email from service@gmsactg.com on Sep-tember 8th, where we will ask you to re-subscribe to our mailing lists. It’s very important that you follow the instructions in this email as we are updating our de-livery procedures and want to be sure you continue to receive im-portant notifications from GMS. Please be sure to add service@gmsactg.com to your address books as well. This will help ensure that email being sent to you doesn’t end up in your junk mail folder. Thank you for your cooperation as we go through this improve-ment.

Did you know...GMS employs staff in 11 different states and 14 different cities? This has allowed

us the opportunity to bring you the most qualified professionals for the past 35 years! We have been telecommuting long before it was the “thing” to do. You could say we are telecommuting pioneers.

Wednesday, September 16th @ 2:00pm Using Master File Query

Learn how to create labels, lists and customized reports using your RLSS Master File Query. You'll learn how to select the data you wish to have included on your reports and how to select the criteria of which loans will be included. Saving and later retrieving the format of a report you need to prepare frequently along with changing the date range for report preparation will also be demonstrated. LEARN MORE

Wednesday, October 21st @ 2:00pm External Reporting

Once a Month End is completed, there can be a lengthy list of recipients for whom you need to generate a report. This list can include anyone from your program directors to your funding sources. LEARN MORE

Wednesday, December 16th @ 2:00pm Balance Sheet Issues and Reconciliations

One of the more time consuming duties of a fiscal person can be reconciling all items on the Balance Sheet. This webinar will cover tips and tricks to help ease the reconciliation process. LEARN MORE

Chief Financial Officer - Job Opening Bring your skills to this opportunity to provide financial leadership for a leading private non-profit social services agency in Santa Barbara County, CA. As the CFO, you will be responsible for all financial operations of the Agency includ-ing accounting, compliance, tax filings, financial reporting, payroll, budgeting, audits, forecast-ing, internal controls, and treasury activities. Qualified candidates must have a Bachelor’s de-gree in Accounting, Finance or a related field and a minimum of 7 years of professional ac-counting experience that includes gathering and evaluating financial information and making ac-tionable recommendations to senior leadership. A CPA and/or MBA is preferred. Experience in a senior financial management role, partnering with leadership, resulting in the development and implementation of financial management strategies, is critical. Preferred candidates will have experience managing finance (accounting, budgeting, control, and reporting) for a complex nonprofit with multiple funding sources including government (federal and state) contracts. Become a key contributor to the success of a diverse and dynamic organization! To apply for this challenging opportunity, call 805 964-8857 x116 or go to www.cacsb.com to download an application. Please provide a cover letter that describes your interest in the position and salary requirements.

Page 4 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 27 NO. 9

What better way to help other organizations like yours than to refer what software works for you to them?

If you know of an organization that could benefit from the GMS Accounting and Finan-cial Management/Reporting or Revolving Loan Servicing software, send us your referral and you will automatically receive a $50 credit to use towards the purchase price of any supplement or webinar registration.

In addition, if your referral schedules and views a live demo with us, you will receive an additional $50 credit.

And it doesn't end there, if your referral purchases our accounting and financial manage-ment/reporting software you will receive an additional $400 credit and if they purchase our revolving loan software you will receive an additional $200 credit.

Get started by submitting your referral today!

...or do you just love GMS? Write a review.

*For more information contact Era Williams, Director of Sales and Marketing, at 800.933.3501 ext. 420.