Dear Clients,

It’s certainly been interesting the last 12 months, and while 2020 put many personal lives in slow motion—it put many businesses on fast forward.

From our perspective of supporting almost 300 clients across a broad range of industries—from divisions of Fortune 500 companies to mom and pop shops, and across 35 U.S. states and 8 countries—we saw a clear pattern of success.

Almost all businesses went into immediate “hunker down” mode, but the ones who were prepared or who moved quickly to adapt performed better than their peers—and likely cemented a lasting competitive advantage.

The following trends were already being adopted by forward-thinking businesses, then 2020 was an accelerant, undoubtedly increasing the bottom line. And worth your consideration now, too, as they’re all strategic business moves going forward:

1. Move to the Cloud: Many of our clients immediately pivoted to as much as 90% of their management and accounting staff working remotely, and we were in a mad scramble to assist in that transition so employees could access the accounting and financial management system from outside the office. AccountMate can be hosted by many service providers, and our favorite is V2Cloud. Acumatica is a native cloud application, most commonly hosted by Amazon Web Services and other options abound.

2. Reduce Physical Mail Volume: With many employees out of the office, it was often difficult to keep up with incoming and outgoing physical mail. Forward-thinking clients moved to lockbox cash receipt services, automatic emailing of customer invoices (using NexReports in AccountMate, native functionality in Acumatica), and making vendor payments via ACH—all of which reduced direct mail and labor cost in daily business processes.

3. Integrate eCommerce: Not only existing customers, but new customers moved more of their shopping online (just ask Jeff Bezos about that!). Thus many of our clients with eCommerce integration saw sales GROWTH as they acquired new customers. In the AccountMate space we prefer the RDI-Link integration to Magento, Shopify and WooCommerce; while Acumatica provides built-in conduits for all of those plus Big Commerce and an integrated “Customer Portal.”

If you have all of the above screwed down tight, then I’m sure you’ll agree they were key components to surviving (and prospering?) in the last year. If you don’t, I hope you recognize them as smart business moves in any environment—and ones we’re standing by in the cornfields to help you make to increase your business velocity!

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In other news…

Acumatica’s 2021 Release 1 will be available mid-March and, while a complete list of new features isn’t yet published, a sneak preview includes:

  • Integrated CRM enhancements including mobile image recognition for business cards and intelligent contact deduplication technology
  • Streamlined cross-company sales transactions that automatically create corresponding Purchase Orders from Sales Orders
  • Improved Drop-Ship functionality
  • New KPI meter on dashboards to dynamically set goals and track KPI performance

More info to follow upon formal release… 

Kevin E. Stroud

AccountMate Tech Note: Understanding System-Generated Cost Adjustments

Occasionally, in the Inventory Transaction Log you might see cost adjustments that do not correspond to the actual inventory cost adjustments that you recorded in AccountMate.

These “system-generated cost adjustments” are explained in Article #1210: Understanding System-Generated Inventory Cost Adjustments. This Technical Note differentiates the system-generated cost adjustments from the cost and quantity adjustments recorded by users and discusses the scenarios when AccountMate generates cost adjustments and how the cost methods affect the calculation of these adjustments.

AccountMate Tech Note: How to Set Up and Use a Check Signature Image

A digital signature is one way of demonstrating the authenticity of a document and is most often used on checks. Authorized AccountMate users with extended user access rights can set up, maintain, and delete signature image records in either Accounts Payable or Payroll custom checks. This feature increases productivity as well as saves the authorized signatory’s time because he/she will no longer manually sign the check.

Our Article #1295: How to Set Up and Use a Signature Image discusses the file requirements, the procedures to set up and use a signature image, as well as the signature image positions for each check layout.

AccountMate Tech Note: Understanding the National Account Management Feature

The National Account Management feature allows linking a customer account to another customer that represents its parent or national account. You can then apply receipts or open credits from the parent account to pay the subsidiaries’ accounts. You can also then print either a Customer Statement for the parent only or a combined Statement for the parent and its subsidiaries and certain receivables-related reports are also enhanced to include both the parent’s and its subsidiaries’ information.

To learn how to leverage this feature to save time and effort in analyzing data by just looking at one report rather than numerous reports while obtaining the same information, please see our Article #1303: Understanding the National Account Management Feature. It discusses how to activate and set up the national account management feature. It also provides information about the feature’s effects on certain Accounts Receivable (AR) functions and related enhancements implemented in certain reports.

AccountMate Technical Tips

Versions: AM12 for SQL and Express
AM11 for SQL and Express
AM10 for SQL, Express and LAN
AM9 for SQL, Express and LAN
AM8 for LAN

Module: PR

Q: I erroneously entered the wrong effective date for the regular earning code for some employees. I attempted to correct the effective date; however, it would revert to the erroneous effective date I previously entered. Why can’t I save the new effective date?

A: The erroneous effective date may be the latest effective date in the employee’s salary history. To correct the erroneous date in the employee’s salary history, perform the following:

  1. Click the View Salary History button in the Employee Maintenance ► Earning Code tab.
  2. Delete the erroneous record from the Salary History for Employee # [xxx] window, and close the window.
  3. Enter the correct Effective Date and Pay Amount for the regular earning code in the Earning Code tab.

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Versions: AM 12 for SQL and Express

Module: IC

TIP: Starting in AccountMate 12.1 for SQL and Express, you can adjust the unit cost of one or more serialized units without changing the unit cost of the remaining units of a serialized inventory item. In contrast, in lower versions changing the Unit Cost with a zero Bin Qty Adjustment in the Inventory Adjustment function affects the unit cost of all the units on hand of the serialized inventory item.

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Versions: AM12 for SQL and Express
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for SQL, Express, and LAN
AM8 for LAN

Module: PR

Q: Using the Convert/Adjust Unused Paid Leave function, I converted an employee’s available leave hours to cash. How can I print a check for the converted leave hours?

A: After you have converted the available leave hours to cash, you must apply payment to the converted leave hours before you can print a check. AccountMate creates an additional payment record for the cash conversion. Perform the following steps to apply payment to the additional payment record:

  1. Access the Apply Payroll/Payment function.
  2. Select the Additional Payment option in the first Apply Payroll/Payment window; then, click OK.
  3. Enter the Employee # in the second Apply Payroll/Payment window, review the information; then, click Save.
  4. Print a check for the converted leave hours.

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