Accounting Module

Venue specific Bankings

The banking facility is a place to record daily bankings for each venue.

The banking facility interacts with electronic banking programs to download the bankings for the day in batch files in particular PcBanking and DirectLink Online. If you don’t use either of these facilities we are able to assist in setting this up or if you use another facility we will be able to customise GIMS to fit online banking programs.

It is an easy process to follow, uploading the banking information straight into GIMS. The batch file is downloaded from the bank and then uploaded into GIMS. Before importing the bankings, you can allocate venue ID’s to the bankings if they are not already allocated.

If your organisation is using a secondary accounting system such as MYOB, the bankings are able to be exported to a file which can be imported into your accounting system. GIMS allows integration with some accounting packages if required.

All bank accounts are confirmed using a bank account verification process.

Calculate Venue Rental

During the weekly processing (done at the end of the week), Venue Rental is calculated based on the weeks bankings. There is a possibility of using four different methods for calculating Venue Rental.

Venue Rental for each venue can be calculated on the Return to Authorised Purposes (37.125%), by using the Gazette Adjustment Notice at 16%, by a guaranteed amount or a percentage of the weekly banking’s.

The Venue Rental payments are direct credited to the venue’s nominated bank account. Again this can be done in batch files if you have an electronic banking program such as PcBanking or DirectLink Online.

As well as reporting on the process of calculating and processing Venue Rental payments, there is the Venue Rental Transaction Report and the Venue Payment Analysis Report.

The Venue Rental Transactions Report displays the calculated venue payment for the week, what was paid out that week and when. This report displays for each venue from week 1 to the current week.

The Venue Payment Analysis Report reports the details on how the venue rental is calculated. This report also displays for each venue from week 1 to the current week.

Direct Debits

GIMS has a facility to collect Direct Debits for venues based on the arrears a venue owes with only venues that have indicated they accept direct debits being included.

The direct debit file is created as a batch file to be uploaded to your electronic banking program with the date set for 2 days after the sending date. GIMS will then automatically send an email to each venue notifying them of the direct debit, the amount and when it will be collected.

Expenses

GIMS record expenses for authorised venue expenses and individual machine expenses. These expenses are applied when calculating Venue Rental.

Both authorised and machine expenses display the weekly payment with a start date, end date and the amount of weeks left which automatically deducts a week when weekly processing has run and will automatically drop off once the end date has been passed.

Venue Statements

Venue Statements are created during the Weekly Processing for each venue. These Statements display the account information generated for the week as well as the 3 weeks prior. They could be sent on a weekly basis or every 4 weeks.

Processing Cycle

Weekly accounting process to assign costs and determine profit for distribution.

Arrears Report

The arrears report is a comprehensive report of arrears for each venue as well as a summary of arrears. The weekly GMP amount is audited against the bankings received.

Transactions

Record Payments allocated to venues including grants allocated against venues, venue rental and other payments.

Territorial Authority Income & Expenditure Report

A breakdown of income and expenditure for each territorial authority for a certain period based on the venues within that territorial authority’s income less expense. The summary gives the amount available for distribution (donations/grants) based on the opening balance less distributions made for each territorial authority.