My two favorite topics are the importance of regularly validating the Balance Sheet and running supported software. We have more emergency client support issues from those two items than all other issues combined.
Cyber-attacks on older software have dramatically escalated due to recent AI developments and we’ve seen a marked increase in ransomware incidents among our clients running unsupported versions of AccountMate and/or Microsoft SQL Server. So let me tilt the windmill once more but now with added impetus from the software publisher.
To gently encourage clients’ adoption of supported systems and decrease such events, after September 30, 2026 AccountMate Software Corporation will no longer issue additional user or module licenses (including additional source code) for systems without an active software support Lifecycle plan.
I’ve personally contacted our direct clients that this applies to and, to be clear, there is no operational impact to any systems and they will continue to run “as is” but want everyone to consider the significant benefits to operating with a more secure and supported system, and the possible need for additional user licenses and modules if you don’t currently have an active Lifecycle plan.
… the system you save, will be your own…
Happy to chat details, so please don’t hesitate to reach out to us with questions.
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Gentle reminder for our AccountMate clients to occasionally hit Utilities ► Check For Payroll Tax Subscription Updates, as updates are released throughout the year. These updates are easily installed by you, the end-user, and there have been several so far this year, getting us up to 2026.09, with changes for AK, IL, LA. MI. MS. ND. OR. RI, VT, MA, AR. GA. OH and UT. Not sure what version you have? Please hit Help ► About AccountMate then look on the Payroll tab for the Version # field. But it never hurts to just check for payroll tax updates!
Regards,
Kevin E. Stroud
kestrou@nexlan.com
NexLAN, LLC
https://nexlan.com
AccountMate/SQL V14.1 Released
The newest version of the AccountMate/SQL product was just released. If you’re a direct client of NexLAN with an active Lifecycle agreement you should have already received a copy via USPS on USB thumb-drive.
Some of the enhancements are listed below and a complete list was provided with the thumb-drive.
Please contact us to discuss scheduling this important update
Highlights of new features in AccountMate SQL V14.1
Numerous Additional User-Level Access Rights: These limit what a user can do once they have access to a <Transactions> or <Maintenance> screen. Here’s a few, and there’s more!
- AP: Invoice discount changes; Nonpayment amount changes
- AR: Customer payment application discounts adjustments and write-offs
- IC: Display of on-hand quantities on Physical Count Worksheet
- User Activity Tracking: AP check printing and voiding; GL journal entry posting; Period and year end closing
- Negative Landed Cost: Ability to reverse or reduce previously accrued landed costs
- Vendor ACH Standard Entry Classification: Effective March 2026, ACH entry description must specify either PAYROLL or PURCHASE
- Payroll Enhancements: Ability to designate Earning Codes as FLSA non-exempt; Occupation and Tip Occupation Codes; Overtime Premium Transaction Report; New EEO-4 Employment Data Report; Option to exclude specific Earning Codes from Deduction Calculations
- Automated Licensing Functions: Streamline installation of license file, activation of modules, and input of maintenance key.
- Integration Enhancements: Improved authentication to Office-365; Integration to USPS address validation; Latest version of Crystal Reports; Latest version of Microsoft SQL Server (2025).
- And more!
AccountMate: Annual Online Training on the Payroll Module Sept. 21-25
It’s time to register for the annual Payroll Module course, held live, hands-on, remotely, on September 21-25, 2026. AccountMate holds this class (and the annual Manufacturing Module class) due to the numerous flexible options for setting up your Payroll processes to fit your unique needs and your variety of employee types.
You’ll learn how to set up the module; how to set up master records; the payroll process workflow; payroll transactions and making corrections to payroll transactions; payroll reports; tax forms; GL integration; closing the tax year; and payroll tax subscription.
Course Overview | Course Outline | Course Schedule
$1900/all | $525/single session | Ineligible for Active Lifecycle free seats (free seats are for the Core Modules class, offered three times per year)
Registration closes seven calendar days prior to the session date. To register, contact NexLAN.
Acumatica: New in 2026 R1—Change Picking Locations on the Fly When a Problem is Discovered
Pickers can now change the location of unpicked quantities in a shipment directly from the Pick, Pack, and Ship screen of the mobile app. This means that they can immediately switch to another available location and keep moving—without waiting for a manager to update the shipment manually.
Before, when a picker working from an automatically generated pick list arrived at a picking location and found that the full item quantity needed wasn’t available in the specified location, or that some units were damaged, or perhaps the units in the location don’t have the expected lot or serial numbers, the picker couldn’t pick the items from another location and had to ask a manager to update the shipment’s pick location which could delay the shipment of the customer’s order.
Now, pickers can change pick locations on the fly from within the Acumatica mobile app so that orders are filled faster.
How to enable or disable it
During the upgrade to Version 2026 R1, this optoin is enabled by default. To change whether your pickers can change pick locations on the fly, on the Sales Orders Preferences screen go to the Warehouse Management tab and check or uncheck the Allow Picking Location Changes checkbox. Note: You cannot restrict this to only certain pickers. If enabled, all pickers will be able to change pick locations.
How to use it
If a picker arrives at a pick location and encounters a problem, the picker can change pick location for the item right inside the Acumatica mobile app. On the Pick, Pack, and Ship screen for that shipment, the picker clicks the line for the item that they are unable to fill. This opens the line-level Review page.
On the Review page, the picker clicks the three dots in the top right to open the More menu and then clicks Change Location. Now in the Change Location dialog box the picker will see other locations where the item is available to be picked. The picker checks the box for what location they would like to pick the item from and then clicks Change in the bottom right. The picker can now return to the Pick, Pack, and Ship screen to finish picking the order.
Review Changes
The warehouse manager can see location changes in real time on the Shipment forms and Picking Worksheets. The location changes can also be reviewed after the fact on the new History of Picking Location Changes generic inquiry. You can set up a business event to have this report emailed out at the end of each day so you can investigate why the items were not in the original expected location.
To see a highlight of other features added in the 2026 R1 Acumatica release, visit Introducing Acumatica Cloud ERP: 2026 R1. Most clients’ systems will update next month, though if you’re itching to start using the new 2026 R1 features, we can get your update started early! Got questions? Shoot us an email.
Acumatica: “Beacon” Website Puts Product Knowledge Sources into One Place
You can now find previous and new Acumatica product info in a consolidated place named Beacon that will be continuously updated. Plus you can personalize Beacon to collect and edit topics into “books” that can be saved as PDFs.
So far, Beacon includes:
- Documentation
- Release notes
- Known issues
- Job aids
- Short “how to” videos
- Knowledgebase articles
- AI assistant to find answers
Note that full training classes and your earned digital badges remain at Acumatica Open University for now, and the Community Forum for product discussion, product news, and product ideas is still in its same place, too.
Where is Beacon?
Go to Beacon and log in using your Acumatica single-sign-on login (or create a free login; anyone is allowed to do this).
Give Beacon a try
Take a moment right now to bookmark the Beacon site and explore the categories, to start getting yourself into the habit of finding quick answers.
For example, watch one of the 100+ handy “how to” videos in the Video Library, such as the less than-five-minute video in the Finance Accounting section that explains Reclassifying GL Transactions.
You are of course still always welcome and encouraged to contact NexLAN for free email and phone support.
AccountMate Tech Note: How to Change Inventory Item Cost Method
AccountMate provides the ability to change the inventory cost valuation method. The Change Inventory Cost Method feature enables users to convert inventory items from one defined cost method to another, subject to some limitations.
Article #1338: How to Change Inventory Cost Method in AccountMate discusses the procedures required to successfully change the inventory item cost method associated with individual inventory item records or inventory type records. It also outlines the accounting entries generated when changing the inventory cost method.
AccountMate Tech Note: How to Temporarily Increase a Customer Credit Limit
There may be circumstances, like seasonal or big purchases, that may result in a customer’s total order/invoice amount exceeding the available credit limit. Most often, when the customer has good credit standing, the sales transaction is allowed to exceed the credit limit. Furthermore, a credit limit increase for a specific duration may make better business sense than an indefinite credit limit increase.
Article # 1308: How to Temporarily Increase a Customer Credit Limit discusses the procedures for temporarily increasing a customer’s credit limit. This document also discusses the credit limit history and where to find the relevant information.
Acumatica Technical Tips
Can Acumatica Help Me Find the Best Early Payment Discounts from Vendors?
Q: I want to make sure we are getting the best deal/discounts we can from our vendors. Can Acumatica help us so we do not miss those discount deadlines?
A: Yes — and it’s worth setting up if your vendors offer terms like 2/10 Net 30, because Acumatica can track those discounts automatically so nothing slips through the cracks.
Start by making sure your vendor payment terms are configured correctly. Go to Accounts Payable > Configuration > Payment Terms and check that the terms include a cash discount percentage and discount day count. Once the terms are assigned to a vendor record, Acumatica will calculate the discount amount and discount due date automatically every time you enter a bill for that vendor.
When it comes time to pay, open the bill and you’ll see the Cash Discount Date and Cash Discount field already populated on the Financial tab. As long as you process the payment before the discount date, you can apply the discount directly in the Prepare Payments screen (Accounts Payable > Processes > Prepare Payments) — Acumatica will reduce the payment amount and post the difference to your designated AP Discount account automatically.
To make sure discounts aren’t being missed across your open bills, run the AP Aged Past Due report filtered by Cash Discount Date to see which bills are approaching their discount window before your next payment run.
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Can Acumatica Handle Vendor Prepayment Invoices?
Q: We need to prepay some/all of our order to a vendor to get the order placed. Can we do this in Acumatica and have it connect and follow the bill when it comes in?
A: Yes, and this is a significant addition in 2026 R1. Acumatica now supports AP Prepayment Invoices as a distinct document type (Prepayment Invoice) with its own numbering, approvals, and processing flow.
You create the prepayment invoice on the Bills and Adjustments (Payables > Transactions > Bills and Adjustments) form, pay it via Checks and Payments (Payables > Transactions > Checks and Payments), and then apply the balance against future AP bills or credit adjustments from that vendor once they arrive. For organizations in VAT-registered environments, the system also recognizes VAT at the time the prepayment is paid — posting to the correct Tax Claimable and Tax on AP Prepayment accounts automatically.
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Can I Get Confirmed Shipping Documents to Print Automatically?
Q: Our shipping department would be more efficient if we could automate label printing and other shipment documents when we confirm the shipment. Is this possible in Acumatica?
A: Yes. If your team manually prints labels, shipment confirmations, and commercial invoices after each shipment confirmation, 2026 R1 can take that off their plates. Here’s how to set it up:
- Make sure Device Hub is installed and your printers are configured under the user’s profile or in Sales Orders Preferences.
- Go to Sales Orders Preferences (Sales Orders > Preferences > Sales Order Preferences).
- In the Warehouse Management Tab, Fulfillment Settings section – enable any combination of: Print Shipment Confirmation Automatically, Print Shipment Labels Automatically, and Print Commercial Invoices Automatically.
- From now on, when a shipment is confirmed on the Shipments (Sales Order > Transactions > Shipments) form, the selected documents will print automatically — no extra clicks needed.
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How Can We Best Refund an Excess Payment?
Q: We will occasionally have a refund to a customer that is bigger than the invoice, and it takes multiple transactions to keep all the accounts correct. Is there a way to do this in one transaction?
A: Good news — 2026 R1 makes this easier. You can now apply a customer refund directly to invoices, debit memos, and overdue charges on the Documents to Apply tab of the Payments and Applications (Receivables > Transactions > Payments and Applications) form, even when the credits exceed the invoice total. Previously this often required multiple transactions to fully settle the account. Now everything can be handled in a single refund transaction, which also means cleaner application history and less manual reconciliation work afterward.
AccountMate Technical Tips
How Are the Reference Accounts in Vendor Maintenance Used?
Versions: AM11 for SQL and Express (and higher versions)
Module: AP
Q: How does AccountMate use reference accounts in the Vendor Maintenance ► GL Accounts (2) tab?
A: This feature limits the GL Account IDs that can be used when posting an AP invoice for the vendor (AP Invoice Transactions ► GL Distribution ► GL Distribution Accounts field). You cannot enter any GL Account ID other than those specified in the GL Accounts (2) tab.
The Vendor Maintenance ► GL Accounts (2) tab is enabled only if the Use Authorized Reference Accounts Only checkbox in the Vendor Maintenance ► Settings tab is marked.
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Why Can’t I Set Up Pricing Based on Customer Price Code?
Versions: AM11 for SQL and Express (and higher versions)
Modules: AR, SO
Q: Why do I get the message, “Pricing based on Order Quantity has been set up. Setting up prices based on Customer Price Code is not allowed.” when attempting to set up an Inventory Multi-level Price Maintenance ► By Price Code?
A: Users can only set up a multi-level price for inventory items either By Price Code or By Quantity, but not both, if the Pricing Control module has not been purchased and activated. To set up a multi-level price By Price Code for an item, perform the following:
1. Access the item record.
2. Click the Multi-Level Price underlined field label in the Inventory Maintenance ► Information tab. This will display the Inventory Multi-level Price Maintenance ► By Quantity window.
3. Verify that there is no record in the Inventory Multi-level Price Maintenance ► By Quantity window (i.e., no records in the grid). If there are records, delete them.
4. Click the Drop-Down button in the By Quantity/By Price Code selection list; then, select the By Price Code option.
5. Add the multi-level price by clicking the Add button.
Note: Users can set up a multi-level price by Price Code, by Quantity, or a combination of both Price Code and Quantity if the Price Control module has been purchased and activated.
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How Can I Create a Recurring Journal Entry?
Versions: AM11 for SQL and Express (and higher versions)
Module: GL
Q: How can I create a recurring journal entry?
A: To create a recurring journal entry, perform the following:
1. Create the recurring journal entry (JE) template using the Journal Entry Transactions function.
a. Select the Recurring JE Template option in the Information ► Journal Entry Type area.
b. Enter the appropriate values in the Information ► Recurring JE Information area.
c. Enter the journal entry in the Journal Entry Lines tab.
d. Click the Save button in the Transactions toolbar of the Journal Entry Transactions window to save the recurring JE template.
2. To generate the journal entry, you can use either the Generate Recurring JE Batch or the Create JE from Recurring Template function. You can generate multiple JEs from a recurring JE template.
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Can AccountMate Integrate with Thunderbird Email?
Versions: AM 11 for SQL and Express (and higher versions)
Module: SM
Q: Can AccountMate integrate with Thunderbird like it does with Microsoft Outlook?
A: Yes, AccountMate can integrate with Thunderbird.
For versions 12.1 and earlier, AccountMate’s outbound email is Exchange. To use Thunderbird, make it the default mail client.
Starting version 12.2, AccountMate has several outbound email options (e.g., Exchange, Office 365, Gmail). Perform the following to use Thunderbird:
1. Select the Exchange option as the outbound email in Company Setup.
2. Make Thunderbird the default mail client.
Please contact your IT administrator if you need help setting up Thunderbird as the default mail client. Check also these links:
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