Regular updates are a HUGE benefit to working with currently supported software—to address new requirements and to add new functionality—and we’re happy to report the release of AccountMate/SQL V13.1 on August 8th.
This release brings several items to the table, including tighter integration to the ClickToPay Online Customer Payment Portal and Customer Credit Card Processing (with Level 3 data for reduced processing rates), but the biggest news is the integration to Avalara for sales tax calculation and reporting, in addition to the existing TaxJar integration. Numerous other features will be highlighted in the on-demand webinar which will be posted soon this month, and of course we’ll be mailing out the new release with a complete features list to all our clients with an active Lifecycle Plan.
While very few of our clients jump on every release, we recommend staying within three years of current—to maintain compatibility with the latest Microsoft Windows and SQL Server offerings, which AccountMate/SQL V13.1 provides.
To that end, here’s some gentle reminders for upgrade planning purposes for prior versions:
- AccountMate/SQL prior to V9 isn’t compatible with supported versions of Microsoft SQL Server—meaning there’s no security updates or patches being released. Since that’s a dangerous place to have your accounting and business management systems, it’s time to get your upgrade in motion NOW!
- AccountMate/SQL V9 is compatible only up to Microsoft SQL Server 2014, for which Microsoft support ends in less than a year, so if you’re on AM/SQL V9 then it’s time to start planning your upgrade.
- Payroll Support for AccountMate/SQL V10 ends in December 2024. While there’s many years of lifespan left in a V10 system, if you’re running payroll and you have a heavily modified system then let’s start the conversation.
- AccountMate/LAN retirement has been announced for December 2024, with upgrade promotions available only through December 2023. So, if you’re running any version of AM/LAN then let’s definitely chat before the end of the year as there’s significant savings to be had.
Like manufacturing equipment and desktop PCs, software also has a lifespan which becomes more expensive to update the older it is—and meanwhile you miss out on the increased efficiencies that have been included. So, we look forward to keeping you up to date—every few years at least!
Regards,
Kevin E. Stroud
kestrou@nexlan.com
NexLAN, LLC
https://nexlan.com
Upcoming AccountMate Classes
1. Payroll Module Class | September 18-22, 2023 (Registration closes September 15)
Is your company discussing the idea of using paid leave accruals? Or do you want to look into emailing paystubs? Or are there other aspects of payroll that you’d like to know more about for potential use in your company? The AccountMate Payroll Module Class shows you all that the module can do. There are many ways to pay people, and plenty of associated government requirements—so the Payroll Module is quite comprehensive with many beneficial capabilities and automations ready for you to discover and master.
Whether you’re a beginning or advanced Payroll user—you’ll gain insights and learn tips and tricks to make your work easier. And you’ll come away with a solid understanding of which other integrated AccountMate modules are impacted when you do something in Payroll.
It’s 18 hours of hands-on live training, online. There are plenty of opportunities to ask the instructor about the best ways to handle aspects of your company’s payroll processes.
Class details:
Call or email NexLAN to register, or if you have questions—you can speak to someone on our team who’s taken the class!
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2. AccountMate for SQL/Express Core Product Training | October 4 – November 9, 2023
The 6-week online AccountMate SQL/Express Core Product Training covers the major features and functionalities in each of the core modules that make up AccountMate for SQL/Express.
This training class is held on Wednesdays and Thursdays and has been divided into multiple sessions with varying lengths depending on the module (4-5 hours per session). You can pick and choose the session (module) you want to attend or sign up for all of them.
Class details:
Any AccountMate customer that is on a current Lifecycle Maintenance Plan can send one or more trainee annually to the Online Core Product Training for AccountMate SQL and Express at no-charge. (This doesn’t apply to the Payroll Module training.) Contact NexLAN for details about how many users your company can send for free.
Call or email NexLAN to register, or if you have questions.
acuConnect 2023—Free Online Conference to Learn More about Acumatica Cloud ERP
September 13-14 is the annual independently run acuConnect conference with educational sessions about all things Acumatica. Anyone can register to attend live, or watch the recorded sessions later.
We’ve found past sessions to be excellent and informative, and wanted to make sure you are aware of acuConnect too. It’s a great way to explore what Acumatica can do, gain product knowledge and “how to” skills, and see some of the many add-on products available for Acumatica. If you’re interested, the conference also offers ways to interact with other attendees.
Register now (we mentioned it’s free, right?). This will put you on an email list for occasional webinars during the year as well. While you’re there, click the links to browse recorded sessions from the last three years.
Two Acumatica Webinars in August
August 23, 2023 1:00pm – 1:45pm CT
The pandemic is over, but supply chain issues remain quite challenging! At this webinar, you’ll learn what’s possible these days to simplify complex order fulfillment and shipping processes with shipping automation software—so that your company can easily stay on top of costs, regulations, documentation, inventory management, and customer satisfaction.
Register now and you’ll receive a link to the recording after the webinar, too.
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August 30, 2023 1:00pm – 1:30pm CT
Webinar: Drive Sustainable and Predictable Growth with Strategic Distribution Metrics and KPIs
This webinar showcases Acumatica customer Dekra Lites and how they used Acumatica Dashboards and business intelligence to streamline planning for their seasonal distribution and service business. Learn how to shine a light on the details of your distribution business by setting up KPIs and metrics, so that you can continuously optimize your profits, reduce inventory carrying costs, improve customer service, and more.
Register now and you’ll receive a link to the recording after the webinar, too.
AccountMate Tech Note: Understanding the Drop Ship Management Feature
The Drop Ship Management feature provides the ability to create and import sales orders and quotes that are to be drop shipped. This feature also allows you to designate which line items are to be shipped by the supplier directly to the customer by assigning a drop ship warehouse to these items.
Article #1337: Understanding the Drop Ship Management Feature discusses how to set up and utilize the feature to meet your company’s specific needs.
AccountMate Tech Note: How to Record Payments for Advanced Billing
Some companies issue advanced billings to their customers to acknowledge the sale and to collect payment prior to shipping their order. In AccountMate you can create and print a proforma invoice (advanced bill), and send it to your customers; then, collect payments for the advanced billings.
Article #1336: How to Record Payments for Advanced Billing provides step-by-step instructions on how to record payments using the Apply Advanced Billing Payment function.
Acumatica Technical Tips
How to Input the Current Cost in the Stock Items
Q: What is the process to input the current cost of a stock item if I’m using the standard cost valuation method?
A: To input or update standard cost on stock items, go to the Price/Cost tab of the Stock Items screen. There, in the Standard Cost section, enter the Pending Cost and Pending Cost Date.
Then, above that in the Stock Items menu, click the three-dots icon (ellipses). This will drop down a menu—under Other, choose Update Cost.
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Changes to FedEx Acumatica Integration
Tip: FedEx is discontinuing its Web Services (SOAP) integration with Acumatica and replacing it with a newer FedEx API (REST) integration. Acumatica supports both until the SOAP integration goes away.
Please reach out to NexLAN to get the new integration set up and to make sure that you’re passing the correct, newly updated values from Acumatica for your shipments.
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Validate that Automated Email Statements Are Working Properly
Q: How can I verify whether my automation to email statements out is working on schedule?
A: On the Automation Schedule History screen, check the Automation Schedule Statuses to see if there were any errors and what they are.
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How to Change the Timeout Period for User Inactivity
Tip: Do you want to change the number of hours of inactivity that will cause users to be exited from their Acumatica sessions?
New in Acumatica 2023 R1, a system administrator can choose one of several common user inactivity timeout values from the user interface, without having to edit a configuration file.
Go to the Security Preferences form (SM201060). The system administrator first clears the Use WebConfig Value checkbox.
Then specify the new value in the User Inactivity Timeout (Hours) box. The options are 1, 2, 3, 5, and 8 hours. Then click Save on the form toolbar.
The change will be applied to all tenants of the instance. Users who were logged in when the change was being made, won’t experience the new timeout period until they log out and log in again.
AccountMate Technical Tips
How to Keep Users from Editing the AccountMate System Date
Versions: AM12 for SQL and Express
AM11 for SQL and Express
AM10 for SQL and Express
Module: SM
Q: How can I prevent a user from changing the AccountMate system date?
A: Unmark the Enable Office Applications in Toolbar checkbox in the Group/User Setup ► Edit User window in the AccountMate Administrator program. Disabling this option not only restricts users from changing the AccountMate system date but also prevents them from accessing Microsoft Office Application shortcuts from the AccountMate System toolbar.
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How Can I Report the AR Balance as of a Certain Date?
Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN
Module: AR
Q: What report displays the Accounts Receivable balance as of a certain date?
A: The History Aging Report displays the Accounts Receivable balance as of a certain date. For example, you created an invoice for an amount of $1,000.00 with an invoice date of 01/01/23 that was fully paid on 02/01/23. If you generate the Aging Report ► History Aging with a Report Date of 01/31/23 (or before the payment date but on or after the invoice date), then it will still show the invoice as unpaid. The AR outstanding balance as of 01/31/23 will include the invoice amount. If you generate the report on or after the payment date, then the invoice will no longer be included in the report. The AR Status Report may serve as a supporting document for the Aging Report.
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How Can I See the FUTA Due to Credit Reduction for Each State?
Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN
Module: PR
Q: We have payroll transactions on credit reduction states. What report should I generate to see the federal unemployment tax (FUTA) due to credit reduction for each state?
A: Generate Form 940 from Tax Forms.
The value in Form 940 ► Line 8 is the federal unemployment tax using the base rate of 0.60%. The federal unemployment tax due to credit reduction is displayed in Form 940 ► Line 11 and the breakdown per state is in Schedule A (page 3).
Form 940 ► Line 12 shows the total federal unemployment tax. This should match the total FUTA tax calculated in AccountMate for the year. Run the Check Register Report or YTD Tax Withholdings Report for cross-reference. There may be a rounding difference of 1 or 2 cents.
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How Can I See Which Customers’ Invoices Were Written Off?
Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN
Module: AR
Q: I need to know which customers’ invoices were written off. What report shows this information?
A: Generate the Payment Distribution Report and be sure to mark the Show Write-Off checkbox in the report criteria.
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