Dear AccountMate Clients,
The pace is already picking up here in the cornfields with clients calling regarding year-end procedures of physical inventory counting and planning ahead for the year-end closing process – so here’s quick information on each and you have 877-2NEXLAN on speed dial, right?
The Physical Inventory Count process is the easiest way to do a mass update of your inventory item onhand counts – to ensure you have an accurate Warehouse Quantity Listing report for validating your inventory asset GL account(s). Here’s an overview of each step, available in the Inventory Control <Transactions> and <Reports> menus.
- Freeze Inventory: Can be all items or subsets based on ranges of item numbers, warehouse, bins, class and product. Contrary to the label, this doesn’t actually prevent transactions from being entered, so it IS possible to continue operations (receiving POs, posting manufacturing, shipping Sales Orders, etc.) but it’s tricky to do it right so please give us a call to chat through those tricks.
- Physical Count Worksheet Report: Provides the paperwork for your warehouse staff to pencil-whip the onhand counts with. Can be printed either with or without the current onhand count, depending on if you want to provide the counters the current quantity.
- Input Physical Count: Here’s where you manually enter the correct count, and can also be done for subsets in case some counters finish faster than others and you’d like to get started on a subset of items. Pay attention the FIRST time you enter this screen, when you’ll be prompted “Use Current Onhand Count as Counted Quantity?” Answering <Yes> means the input grid will be populated with the pre-existing quantity, so you won’t have to type it (if it’s the same) – but answering <No> means the counted quantity will be set to zero in the grid and you WILL have to type every quantity (and any you don’t enter will be set to zero). The easiest way to set your entire inventory to zero onhand is to answer <No> to the question and then post all those zeroes… and then you call us and we have to reverse all those transactions…
- Import Physical Count: Some clients find it easier to type counts into an Excel spreadsheet – and once upon a time we/NexLAN would then have to roll up sleeves and import to the underlying tables, but that’s now built-in functionality so you might want to use this instead of option #3.
- Physical Count Variance Report: Once you’ve entered the counts, this report lets you see where the previous and current counts differ – with recent versions of AccountMate allowing you to print the report only for items with variance, and ordered by item average cost or total item cost variance so you can easily identify the important items to focus on in case you need to do some recounting.
- Update Physical Count: Again can be done for all inventory or a subset, and this does the actual posting of the entered values – which is actually posting the “difference” in the count between the quantity frozen in step #1 and that entered/imported in step #3/4. So, if the original count was 10, then you input a count of 7, this will post a transaction of -3. Newer versions of AccountMate include an option for you to specify a special GL account for the financial impact of this process so you can easily see this separately in your financials. This posting clears the items out of the “Frozen” state.
- Clear Frozen Inventory: If you’ve done the “Update” process, then you don’t need to “Clear Frozen” – as there’s nothing still frozen. So what is this for? I always explain it as the “I give up” option. If you’ve frozen inventory, entered counts, have huge variance, re-counted, and still aren’t happy with your variance but have to get the business back in operation and don’t have time right now to figure out the situation – then this is the “punt” button so you can come back later and try again.
For videos on Closing the Fiscal Period, Closing the Payroll Tax Year, and Closing the Fiscal Year – plus numerous white papers on these topics – login in at https://accountmate.com/enduser (use your Support # as shown in <Help> <About>) where you’ll find “Year-end Closing Procedures” on the “Technical Support” tab.
Wishing all a joyous holiday season – and looking forward to chatting with you soon!
Kevin E. Stroud
F9 is THE solution for flexible General Ledger reporting in Excel for AccountMate. Version 5 is the current release of AccountMate Business Analysis Powered by F9 (for AccountMate SQL). If you don’t have the current version you can download it now from their download site at http://www.f9.com/f9-downloads.
For a complete list and history of the enhancements and issues fixed, see here.
PS. If you haven’t seen F9, check out our quick 8-minute F9 demo video to watch how cool it is to have your Excel spreadsheets hotlinked to your AccountMate GL. You just hit the F9 key on your keyboard and Excel will refresh with the latest GL data instantly.
This is a mandatory installation for the year-end Payroll processes and the tax forms update process will not continue until this update has been completed.
We recommend you contact NexLAN to perform this update, but are happy to provide the information here for those end-users technical enough to perform this in-house.
Please note that when you receive the prompt to update and choose Automatic Update, you must wait for the update to complete. Do NOT cancel the update; otherwise, you will encounter the message “Unable to load vendor library” the next time you run any report from Tax Forms. If this happens, then perform the following:
- Exit out of AccountMate.
- Manually download and install the Tax Forms update from this link: https://partner.aatrix.com/accountmate/updates.
- Login to AccountMate.
- Run any report from Tax Forms. You may be prompted to do another update. Click Automatic Update and be sure to wait until the update is complete.
AccountMate regularly offers the Core Product Training class at their offices in Petaluma, California. These are always HIGHLY rated by attendees, with the next one scheduled for Wednesday-Friday, March 7-9, 2018.
Contact us for additional information and see the course description here.
Transactions that involve inventory cost adjustments and variances, require assignment of GL Account IDs to which these transactions will be posted. These are defined in the Inventory Control module under <Housekeeping><IC Module Setup> for Inventory Adjustment, Cost Variances, Inventory Transfer Variances, Inventory Transfer Freight, and Lost Transferred Inventory fields.
To help you better understand which transactions use these GL Account IDs, we publish Article #1112: Understanding the Inventory Adjustment and Variance GL Accounts.
Version: AM10 for SQL and Express (MS1002 and higher)
Modules: AR, AP, IC, BR, PR, MI, RA
TIP: You can filter the GL Transfer Report in AR, AP, IC, BR, PR, MI, and RA modules by amount starting in AccountMate 10.2 for SQL and Express. When a non-zero value is entered in the Amount field, the Transfer as Summary setting in Chart of Accounts Maintenance is ignored even though the Ignore Summary Settings checkbox is unmarked (i.e., transactions will be shown in detail).
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Versions: AM10 for SQL and Express
AM9 for SQL and Express (MS904 and higher only)
Q: The Enable SO Credit Hold checkbox is marked in the SO Module Setup > General (1) tab; however, I successfully created and shipped sales orders for customers who have exceeded their credit limit. Why?
A: Verify whether the Allow to Exceed Credit Limit checkbox is also marked in the SO Module Setup > General (1) tab. Once marked, you can proceed to create and ship sales orders for customers who exceeded their credit limit, making the Enable SO Credit Hold checkbox inapplicable.
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Versions: AM10 for SQL and Express
AM9 for SQL, Express
AM8 for SQL, Express
Q: I entered a freight amount in the Receive Goods > Line Items > Freight field when I received an inventory item; however, when I reviewed the inventory item average cost, it does not include the freight cost. Why?
A: Freight cost entered in the Receive Goods function is recorded as an expense. If you want the freight cost to be included in the inventory item average cost, then record the freight cost using the Accrue Landed Cost function by performing the following:
- Access the Accrue Landed Cost function; then, enter the applicable vendor #.
- Enter the applicable PO number in the PO # field.
- Enter the freight cost in the Amount field.
- If the PO has more than one line item, then go to the Cost Allocation tab. Verify the freight cost allocated for each line item in the Alloc Amt field. You have the option to allocate cost by Weight, Item Value, or User Input.
- Verify that the GL distribution account in the GL Distribution tab is the inventory GL Account ID. If you need to amend the GL distribution account, then go to the Cost Allocation tab and click the Line Item GL Dist… button to display the GL Distribution for Item # [XXX] window. Add the correct GL distribution account and delete the GL distribution account that you do not want to use.
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Versions: AM10 for SQL and Express
AM9 for SQL and Express
AM8 for SQL and Express
TIP: The Accrue Landed Cost function allows you to record landed cost for a vendor that is different from the PO vendor. For example, you purchased and received goods from a foreign vendor, VENDOR-A, and you have to pay import duties for these goods. You pay import duties to VENDOR-B and not to VENDOR-A. When you record import duties as landed cost, AccountMate allows you to enter VENDOR-B as the accrued landed cost vendor.
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