Annual Conference – Which Sessions Will You Attend?

To help you determine which sessions will be most beneficial for you at the St. Pete Beach, FL summit, here is a brief preview of the accounting and revolving loan sessions. We are excited to have the dynamic duo of attorneys Bob Joyce and Drake Maynard with us this year to discuss Un-derstanding the Basics of Human Resource Law and Practice and Current Trends in Human Re-source Law and Practice. These should be very informational sessions. Jason Brooks, CPA, re-turns to present the popular Super Circular: How it Effects Your Organization along with two new sessions: An Introduction to Indirect Costs and GMS-RLSS – An Auditor’s Perspective. In addition to these, we have four additional new sessions on our agenda as well. GMS Implementation & Training Manager Deann Hasbrouck will present Month End Processing – Advanced and Trouble-shooting along with Payroll Processing – Advanced and Troubleshooting. GMS President/CEO Donald Cassady is joined by GMS Senior Software Developer Xongling Xin to demonstrate our new GMS Accounting Software, and Marilee Floener, GMS-RLSS Director/Service and Support Specialist will host a special RLSS Q&A session to answer any questions you may have regarding our loan software. Also, Debbie Sabin from GHG, Inc. returns to present Time and Attendance. We are excited to offer these new sessions! Additionally, you may schedule a one-on-one appoint-ment with a GMS Service & Support Specialist. This is a great low cost opportunity to get all of your special questions answered. Appointments are limited so please contact our Event Director, Robin Berseth to be scheduled. Appointments are $50 for each 30-minute session. The computer clinic is available Monday, Tuesday, and Wednesday for you to try out any software and/or supplements that you’ve been curious about. Specific dates and times for the conference sessions may be found on the GMS website http://www.gmsactg.com/schedule.html. Sessions are 1 ½ hours in length unless otherwise noted. We have also marked the sessions on the schedule posted on our website as to which are rec-ommended for specific needs such as Accounts Payable, Payroll, General Ac-counting, New Accounting Software Users, and the Revolving Loan Software. ♦ Designed for GMS Accounting Users ◘ Designed for GMS-RLSS Users

♦ Accounting Setups and Master Files During this session, all of the setups and Master Files for General Ledger, Accounts Paya-ble and Payroll Processing will be reviewed. This session is ideal for new clients as well as staff who are new to using the GMS accounting system and started using GMS after all of the setup files have been established. This session will be run only one time. ♦ Accounts Receivable and Cash Receipts Processing This will cover the details of the Accounts Receivable supplement and what it may offer your organization. What types of receivables are appropriate to be tracked on an Accounts Receivable Analysis will also be discussed. We will also cover the mechanics of the basic Cash Receipts function and how it may be changed should you install the Accounts Re-ceivable supplement. This session will be run only one time. ♦ Bank Rec and Other Tools Functions The Bank Reconciliation function in the GMS software is a complete and easy way to rec-oncile all of your organization’s cash accounts. Information is automatically brought over from the General Ledger and check printing processes and in most cases your bank state-ment can be imported into this software! Learn about this feature and many other useful items and setup areas in the Tools section of GMS. This session will be run only one time.

continued on page 2

News From GMS a publication for GMS clients

Volume 28, No. 3 March 2016

In this Issue

Annual Conference - Which Sessions Will You Attend?

GMS Summit - Sold Out

Page 2 Do You Have New Fiscal

Staff?

Page 3 GMS Summit 2016 -

Networking Event

Page 4 Jason Brooks, CPA, to

Present Sessions at FL Summit

Job Opening - Roanoke Valley Alleghany Re-gional Commission

GMS, Inc. 10559 Metropolitan Avenue

Kensington, MD 20895

Phone: 800-933-3501

Fax: 301-933-3502

E-mail: service@gmsactg.com

GMS Summit 2016

You may have heard the news, but don’t despair. We are doing our best to work with every registration that

comes in to make room. If you haven’t yet registered for the Summit

taking place this June in St. Pete Beach, Florida and wish to attend, please contact our Event Director,

Robin Berseth at robin@gmsactg.com for assistance. You may have also heard the GMS room block at the

Loews Don CeSar Hotel has sold out. Again, please direct any questions you may have to Robin and she will do her

best to assist with your needs.

Page 2 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 28 NO. 3

Annual Conference - Which Sessions Will You Attend? continued from page 1 ♦ Basics of Year End - Part 1 and 2 Here is a primer on closing the books at year end and getting ready for audit. This session will address the mechanics of year end and the actual closing entries. Supplement #398 Year End Closing Entries will be reviewed and demonstrated. Employees responsible for year-end close out procedures are encouraged to attend. Find out what needs to be done at year end, issues you will need to consider and proper year end techniques. This is a two-part session presented in two time slots and attendees should plan to attend both sessions. ♦ GMS Cost Allocation Options One of the most important financial management issues GMS clients’ face is selecting the right cost allocation procedures. This session details the GMS software alternatives available for leave, fringe benefits, indirect costs, dual indirect pool, service unit and special allocations. Learn about “shifts”, “locks”, and “line item cost allocation detail”. How are your cost allocation procedures set up in your accounting system? What is the difference between agency administrative costs and program administrative costs? What cost allocation software can best be used to achieve equitable allocations of your type of support costs? This session will be run only one time.

◘ Handling Special Situations within GMS-RLSS The nature of non-profit lending usually involves high-risk loans. Sometimes it becomes necessary to handle difficult loans in non-traditional ways. Varying interest rates, periods of non-payment or reduced payment, and loan restructuring will all be discussed. This session will provide an opportunity for you to question RLSS staff about how the system can handle your agency’s unusual needs. This session will be run only one time. ♦ Importing, Exporting and Paperless Filing Did you know that most books of entry can be imported into the GMS Accounting System? Do you do your initial Budget Preparation in spread-sheet software? Would you like to email pdf reports from within the GMS software? And what should you consider when setting up a paperless filing system such as folder structure and security? This session will explore the importing and exporting features of the GMS Accounting Sys-tem, show how it can easily communicate with other software, and discuss options for efficiently creating a paperless filing system. This session will be run twice. ◘ RLSS Setups, Master Files, and Schedules This session will cover the basics of maintaining the Revolving Loan Servicing System, entering and editing loan master files, and the many different ways to prepare an amortization schedule. Even seasoned users will likely learn new ways to maintain their loans! This session will be run only one time. ♦ Overview of Payroll Supplements Based on several requests, we are offering this session again this year giving an overview of the payroll supplements. There are several supple-ments that can help provide information needed for internal reporting as well as external reporting including preparation for the Workers Com-pensation audit, assistance in reporting unemployment claims, and leave histories for program managers, just to name a few. This session will be run only one time. ♦ Overview of AP Supplements Our accounts payable supplements can help you meet a variety of needs from implementing an integrated Purchase Order system to generating a detailed Accounts Payable History. There are also supplements available to help you with analysis work and simple timesavers. Come and see how an accounts payable supplement may enhance your AP productivity. This session will only be run one time.

continued on page 3

Present versions of Software are:

Accounting 1.2.304 RLSS 1.0.0.12

Do You Have New Fiscal Staff? Do you have staff in your fiscal department that have never received the benefit of on-site training from a GMS Implementation and Training Manag-er? In addition to training for a new GMS client, year end assistance and general clean up, GMS Implementation and Training Managers are availa-ble to come to your office to train staff that are new to the GMS software or simply provide a “refresher course” on the capabilities of the GMS Account-ing System. We find on occasion that even though there appears to be no problems in the operation of the GMS software, the organization is not uti-lizing all of the features of the software to its fullest extent. If your finance department would like to take advantage of this one-on-one training go to our website www.gmsactg.com and place a service order requesting on-site services.

“The best measure of a man’s honesty isn’t his income tax return. It’s the zero adjust on his bathroom scale.

~Arthur C. Clarke

Annual Conference - Which Sessions Will You Attend? continued from page 1 ♦ Overview of Selected General Ledger Supplements There are many General Ledger supplements that cover a variety of fi-nancial reporting formats. Preparing reports for the Executive Director and Board of Directors, providing detail of costs charged to individual programs, preparing customized Revenue and Expenditure reports for internal and external reporting are among the supplements that will be reviewed. The Report Writer and cost allocation supplements will not be covered during this session as there are separate concurrent sessions de-signed specifically for the Report Writer and Cost Allocation Options. This session will be run only one time.

♦ Overview of Year End and Audit Supplements Because of the abundant number of GL supplements, we have designed a session specifically for year end and audit related supplements. There are many supplements available that can assist you and your auditor with year end closing and preparing the audit report. Find out which supple-ments may save you staff time when putting the audit schedules together. This session will be run only one time. ♦ Q & A with Accounting Staff The participants set the program for this session. In previous years we have received a wide range of questions covering all aspects of the ac-counting software, SQL Server version, accounting procedures, hardware specifications and more. Any question related to the GMS Accounting System is acceptable, so start making your list. It’s a fun session with lots of audience participation and hopefully, lots of answers! This session will be run only one time. ◘ RLSS Reports & Master Query There are many standard reports available within the RLSS software. One of the most powerful reporting tools available is Master Query, which utilizes the data in Loan Master files and the loan histories to create re-ports in Microsoft Excel. All of these options will be reviewed during this session. This session will be run only one time.

◘ RLSS Features and Supplements This session will review all of the Features and Supplements in GMS-RLSS and how to get the most from each option. You will also be given the opportunity to share your ideas about future supplement development. This session will be run only one time.

♦ Training on the GMS Accounting Software These sessions will demonstrate how to perform all functions of the soft-ware and will include a review of the Windows controls used, and how to generate the reports. Detail packed, these sessions are designed particu-larly for GMS accounting system operators and will cover everything from the “how to” basics to troubleshooting issues and finding errors and making the appropriate corrections. Sessions include: 1.Accounts Payable Processing 2.Payroll Processing – The Basics and Advanced & Troubleshooting 3.Month End Processing – The Basics and Advanced & Troubleshooting 4.Report Writer - Basics Parts 1 & 2 Accounts Payable Processing will be run twice. Payroll Processing and Month End Processing have both been separated into two sessions, The Basics and Advanced & Troubleshooting, to accommodate different lev-els of users. Each session will be offered once. Report Writer sessions will be run only one time. If attending Report Writer Basics, you should plan to attend both Parts 1 & 2.

♦ Design and Implementation of Internal Controls See Jason Brooks article on page 4 of this newsletter for session details. This session will be run once. ♦ Time & Attendance Debbie Sabin from GHG will present this class. Watch next month’s

newsletter for a complete description. This session will be run once. ♦ Balance Sheet Reconciliations Learn tips and techniques for reconciling the accounts that appear on your Balance Sheet. This session will be run once. ♦ OMB Super Circular – How it Effects Your Organization See Jason Brooks article on page 4 of this newsletter for session details. This session will be run once. New This Year for our Accounting attendees. ♦ Understanding the Basics of Human Resource Law & Practice We are excited to have Attorneys Bob Joyce and Drake Maynard return this year to present this session. Watch next month’s newsletter for a complete description. This session will be run once. ♦ Current Trends in Human Resource Law & Practice Another great session to be presented by Attorneys Bob Joyce and Drake Maynard. Watch next month’s newsletter for a complete description. This session will be run once. ♦ Introduction of the New GMS Accounting Software GMS President/CEO Donald Cassady along with GMS Senior Software Developer Yongling Xin, will demonstrate our new GMS Accounting software to be released later this year. Come see our new look! This session will be run twice. ♦ An Introduction to Indirect Costs See Jason Brooks article on page 4 of this newsletter for session details. This session will be run twice. New Sessions for our RLSS attendees. ◘ GMS-RLSS – An Auditor’s Perspective See Jason Brooks article on page 4 of this newsletter for session details. This session will be run once. ◘ RLSS Q&A Marilee Floener, RLSS Director/Service & Support Specialist will host this session where you are free to ask questions regarding the RLSS soft-ware, processing procedures, integration with accounting, exporting, etc. The audience will determine the content of this session. This session will be run only one time.

Page 3 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 28 NO. 3

GMS Summit 2016 Networking Event Join us as we assemble hygiene kits to be delivered to families with children in need in the St. Pete Beach area. Clean the World’s ONE PROJECT unites the fortunate with the less fortunate. The average age of a homeless child in the United States is seven years old. Chil-dren make up one of the largest and fastest growing segments of the home-less population. Homeless children get sick 4 times more often as other chil-dren. Help us as we make a difference in the communities we meet in.

Wednesday, June 15, 2016

1:30 - 4:00 PM

Cost $45 - Includes round trip transportation to Vino-N-Brew in Treasure Island, 2 drink coupons (beer, wine or soft drinks), appe-tizers and your support of “Clean the World - One Project”

Advanced registration is required and space is limited.

Register Online

Jason D. Brooks, CPA, is a partner with Watkins, Ward, and Stafford, PLLC. He graduated with a Bachelor of Accountancy degree from Mississippi State University. He is a Certified Public Account-ant and member of the Mississippi Society of Cer-tified Public Accountants and the American Insti-tute of Certified Public Accountants.

Jason’s practice is concentrated in providing auditing, accounting, cost allocation and tax services to grant funded nonprofit and governmental organizations that are subject to requirements of Governmental Audit-ing Standards and OMB Circular A-133, Audits of States, Local Gov-ernments, and Nonprofit Organizations. Jason has conducted training sessions for accounting personnel on these topics for various govern-mental and nonprofit organizations, including Mississippi Association of Community Action Agencies and GMS. Following are the sessions he will be presenting.

An Introduction to Indirect Costs Indirect cost is a complex and often misunderstood concept. By at-tending this session, you will gain a greater understanding of indirect costs and its application to grants and other programs in accordance with Uniform Administrative Requirements, Cost Principles, and Au-dit Requirements for Federal Awards Attend this course on Tuesday, June 14, 10:45am-12:15pm or Wednesday, June 15, 9-10:30am.

Design and Implementation of Internal Controls Internal control is a major part of managing an organization. It com-prises the plans, methods, and procedures used to meet missions, goals, and objectives of an organization and the grants they administer. Internal control serves as the first line of defense in safeguarding as-sets and preventing and detecting errors and fraud. In short, internal control helps management achieve desired results through effective stewardship of public resources. The objective of this course is to pro-

vide the participant with the tools necessary to interpret basic internal controls, identify significant internal control risks, locate and imple-ment compensating controls, and identify key internal controls and weaknesses. Attend this course on Monday, June 13, 1:30-3:00pm. OMB Super Circular: How it Effects Your Organization Jason Brooks, CPA, will discuss what the OMB Super Circular is along with its Objectives. The Administrative, Cost Principle, Audit and Expected Future Reforms will be presented along with Jason’s Recommendations for Implementation of this new Super Circular. This is a must-attend class for anyone involved with the finances of a nonprofit organization. Attend this course on Wednesday, June 15, 10:45am-12:15pm.

GMS RLSS: An Auditor's Perspective What RLSS reports should I have ready for my auditor? Why does my auditor need these reports? What is my auditor looking for when examining the borrower’s file? We will address all of these questions and more during this session. “GMS RLSS: An Auditor’s Perspective, presented by Jason Brooks, CPA, will address important issues and better prepare you for your audit and grantor examinations. Attend this course on Monday, June 13, 10:30am - noon.

Year End Procedures/Preparing for Audit Intensive Additionally, he will be one of the instructors for the Year End Proce-dures/Preparing for Audit intensive held on Thursday and Friday, June 16-17. He will give you an auditor’s perspective on what you should have ready for the audit and in addition you will be able to ask ques-tions of an auditor with extensive experience in non-profit auditing and auditing GMS clients. This session is designed to help you keep audit costs under control and to help you comply with current audit standards and requirements.

Page 4 NEWS FROM GMS A PUBLICATION FOR GMS CLIENTS VOLUME 28 NO. 3

DIRECTOR OF FINANCE

ROANOKE VALLEY ALLEGHANY REGIONAL COMMISSION

Roanoke Virginia

Under the general supervision of the Executive Director

with considerable latitude for exercising independent judg-

ment, responsible for performing fiscal and personnel man-

agement by maintaining a comprehensive computerized

accounting system, preparing budgets, payroll and financial

reports for management and grant funding sources, budget-

ary forecasting, negotiation of contracts for insurance, and

other financial and personnel activities associated with

multi-funded grants. A bachelor’s degree in accounting,

business administration or related field, with six years of

progressively responsible experience in maintaining a com-

puterized accounting system for multi-funded programs.

Experience with spreadsheet and data base management is

required and experience with GMS software is desirable.

Send cover letter and resume to odooley@rvarc.org by

March 31, 2016. Salary range $45-$55,000.

Jason Brooks, CPA, to Present Sessions at Florida Summit

Wednesday, June 8, 2016 @ 2:00pm Payroll Supplements This webinar will review all GMS Accounting Supplements related to Payroll Processing. In addition to the normal payroll functions incorpo-rated in the GMS software there may be occasions when additional re-ports are needed to meet specific funding source requirements, or you need to do a little “detective work” to solve a payroll related problem. This webinar will feature our payroll related supplements that may help you with these issues. >>LEARN MORE

Wednesday, April 20, 2016 @ 2:00pm Budget Importing It is a very common practice to do initial budget preparation and modifi-cations in Excel. This webinar will cover the advantages of doing so as well as the seamless communication between Excel and the GMS Ac-counting System. Tricks such as using the accounting system to help create a budget for a specific program will also be covered. >>LEARN MORE