Dear AccountMate Clients,

The goal is a new release for the SQL product line every nine months – and am happy to announce we’re right on schedule with V10.3 being released in the last week. If you have an active Software Lifecycle Agreement, then we’ve already put your installation media and notes in the mail (along with a spring time surprise) – so run out and stand by the mailbox!

The webinar to present the new features will be Thursday, April 12, 2018 from 12:00pm to 1:30pm CDT (register here: AccountMate/SQL V10.3 New Features Webinar), and here’s a sneak peek at some of the new features:


  • Major Enhancements to the Executive Summary Feature: Many new security privileges, graphing ability, tabs for setting up defaults, and ability to pick the month being displayed from.
  • Ability to Track Bill-Of-Materials (BOM) Version: If enabled, will retain all prior versions of your BOM definitions, and allow you to pick prior versions when creating work orders. 
  • Ability to Change RMA Return Codes after Receipt: Previously, once an RMA was received the return “action code” was locked – but sometimes it was subsequent to this that a different action code would be required, such as if an item was not repairable. You now have the ability to change the return code after receipt. 
  • New Payroll W-2 Category and Code for Paid Family Leave: For proper reporting of “FF” classed benefits in Box 14 of the employee W-2. 
  • Ability to Set Bank Accounts Inactive: So they don’t continue to show up as a selection option except for the Bank Maintenance screen. 
  • Improved Attachment Security: With the widespread use of the attachments functionality has come the need for improved access rights to them. 

Plus numerous other enhancements to Accounts Payable, Accounts Receivable, Inventory Control, Manufacturing, Payroll, Purchase Orders, and Return Merchandise Authorization.

By the way, if you run the AccountMate Payroll module, have you hit <Utilities><Check for Payroll Subscription Updates> lately? These in-year updates are easy to install yourself, and we’re up to V2018.08 already. You can check what version you currently have installed under <Help><About AccountMate> on the “Payroll” tab. 

Kevin E. Stroud

NexLAN-sponsored Webinar on April 5: MKT Credit Card w/American Payment Systems

We’ve had such overwhelming response from our clients who have jumped on the opportunity to save time and money with MKT Credit Card and integrated Level 3 processing with American Payment Solutions, that we’re hosting our own webinar for this on Thursday, April 5th at noon CDT.

Simply put, you save time with integrated credit card processing by only entering customer credit card information once (not in your bank website and THEN in your AccountMate system) and you save money by the drastically reduced processing fees when you provide Level 3 information to the payment gateway – which is only possible with the MKT/APS integration.

Join the dozens of AccountMate installations saving tens of thousands of dollars per year by signing up HERE for the webinar overview – and then we’ll be happy to provide you a personalized savings statement of exactly how much this can save your business!

AccountMate/LAN V7.x Manufacturer’s Support ends 6/30/2018

Extended Support Maintenance for AccountMate 7.x for LAN (All Releases – Version 7.x) ends this year on June 30, 2018 – which means there will be no more patches, even for emergencies, released after that date. The Payroll Tax Subscription for this version then ends on December 31, 2018 and will not be available for 2019.

While the software, except for the Payroll module, will continue to run past these dates and we’ll do our utmost here at NexLAN to provide support, we’re limited in what we can do to the architecture itself so if you’re on AM/LAN V7 then NOW is the time for us to chat about getting your system up to date.

Tech Note: Reconciling the AR Aging Report with your General Ledger Asset Accounts

I’m ALWAYS beating a drum about the importance of regularly validating your balance sheet with the detailed reports from the subsidiary modules, so here’s a Tech Note with details on how to do that for your AR Asset accounts: Tech Note: Article #1187: Reconciling the AR Aging Report with the Accounts Receivable General Ledger Account Balance.

Especially if you have multiple AR Asset Accounts, there’s “tricks” to the process, so this Technical Note discusses all the factors to consider for effective reconciliation.

Tech Note: Understanding the AR Import Invoice Function

AccountMate is really distinguished in the mid-tier market by its available source code – and the limitless flexibility that provides – but even without that it’s a phenomenally broad system in built-in functionality with one of the most popular features being the ability to import customer invoices.

This is covered in our Tech Note: Article #1107: Understanding the Accounts Receivable Import Invoice Function, which details the process and lists the sources for any default values not provided in the text (TXT) or comma-separated-value (CSV) files provided.

Technical Tips

Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
AM7 for LAN

Module: AR

Q: When I generate a recurring invoice, the Unit Price of all line items is different from the Unit Price I entered in the Recurring Invoice Setup function. How can I configure recurring invoices to use the Unit Price entered in the Recurring Invoice Setup > Line Items tab > Unit Price field for all line items?

A: Mark the Fixed Price checkbox in the Recurring Invoice Setup > Information tab so AccountMate will use the Unit Price entered in the Line Items tab > Unit Price field each time you generate a recurring invoice.

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Versions: AM10 for SQL and Express
AM9 for SQL, Express and LAN
AM8 for SQL, Express and LAN
AM7 for LAN

Module: AR, SO

Q: I often sell items for which I don’t want to go to the hassle of defining inventory items in AccountMate. Can you give me some suggestions on how to handle this situation?

A: If you’ve selected the “Allow Non-Stock” option in <Housekeeping><Module Setup> of the AR/SO modules, then AccountMate allows you to enter item numbers on the fly. Here are some helpful tips on how this is configured:

  • The Inventory Asset to be credited upon its sale is defined in <Housekeeping><Module Setup> on the “GL Accounts” tab for “Inventory (non-stock)“.
  • The Revenue Code that will be used for sale of these items is defined in <Housekeeping><Module Setup> on the “General (2)” tab.
  • You can enter the cost of these line items on the “Line Items Detail” tab – pay close attention to how this will translate based on the item unit-of-measure selected.
  • In AM/SQL V10 and V9, you can configure the system to remind you to enter a unit cost. This is defined in <Housekeeping><Module Setup> on the “General (1)” tab.

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Versions: AM10 for SQL and Express
AM9 for SQL and Express
AM8 for SQL and Express

Modules: AR, CI, IC, PC, SO

TIP: AccountMate follows a pricing hierarchy that controls which pricing feature supersedes the other pricing features when you have set up two or more pricing features. The table below lists the pricing features according to their priority in the AccountMate Pricing Hierarchy:

Order of Priority  Pricing Method  Required Modules 
1 Customer Inventory Pricing AR/SO, CI
2 Multiple Pricing  AR/SO, PC
3 Multi-Currency Pricing AR/SO
4 Multi-Level Pricing  AR/SO, PC (if you need more than 10 price codes or quantity levels or a combination of price code and quantity level) 
5 Special Price AR/SO
6 Inventory Basic Price AR/SO, IC, PC, SP (for inventory specification specific pricing) 
7 Unit Price AR/SO

Note: The Multi-level Pricing feature that allows users to set up multi-level prices by a combination of price code and quantity level is available starting in AccountMate 10.1 for SQL and Express.

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Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
AM7 for LAN


Modules: All Modules


Q: After an interrupted or failed period-end closing process, I clicked OK on the error messages and AccountMate brought me back to the main screen. When I attempted to access any module or function, I encountered the message, “Cannot continue with this function. Period-end closing is in process.” How do I resolve this issue?

Perform the following to resolve the issue:
  1. Access the Utilities menu and select Data Manager.
  2. Mark the Release Period-End Closing Lock checkbox. (In AccountMate 10.2 for SQL and Express and higher versions, this feature is renamed to Release Year/Period-End Closing or Transfer Lock.)
  3. Click Process.
Note: It is important that you investigate the failed period-end closing and determine its cause, so we recommend you restore the database backup before you resume entering new data as there may be cases where you need to fix the data.

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