Dear Clients,

Most companies are losing the arms race against ransomware attacks, with the threat actors enjoying greater success all the time, and the attacks now coming from two types of adversaries—targeted and opportunistic.

Targeted attacks are launched by more sophisticated organizations against designated targets and, buoyed by their increasing success and income, the average number of monthly attacks is up a whopping 75% from the latter half of 2022 to the first half of 2023 and their target is YOU!

How so? Over 90% of all targeted attacks are against companies with less than a billion in annual revenue, and almost 50% of them worldwide are against American companies (although most attacks originate outside the U.S.). They know targets of that size don’t usually dedicate the necessary resources to security, and U.S. companies are more likely to “pay up” to get back in business.

Then there’s the opportunistic bandits who typically send phishing emails to huge lists of email addresses, knowing that at least SOME of the recipients will click on the link therein and fall into the trap. These miscreants are often one-man-band operations who only charge ransoms in the tens of thousands of dollars, rather than the millions, but the tools to pull this off are so widely available and the rates of success so great that the impact of the opportunistic bandits is even greater than the targeted attacks. And, once again, their target is YOU!

We don’t pretend to be “general IT support” at NexLAN and I’m not writing this to sell you anything, but we see clients suffer the results of these attacks SO OFTEN that I have to wave a warning flag in desperation at the impact we’ve seen—up to companies going out of business when, even after paying the ransom, the decryption didn’t work…

So, please, pick up the phone and ask your IT support to confirm your systems are getting regular security updates from the publishers to mitigate known security holes and confirm what your disaster recovery plans are. Like they always say, the time to plan for a disaster is before it happens and we’ve seen too many after-the-fact.

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Lots of good info on the year-end closing process in our last month’s newsline, and we usually publish a “List of Things to Do RIGHT NOW“, including the RECOMMENDATION to make a backup on/about December 31st if that’s the end of your fiscal year, but instead will just link to last year’s list here.

We always get phone calls about this time of year asking what tax forms are supported for printing 1099s, W-2s, etc. Gentle reminder in our November 2023 NewsLine that the new federal e-filing thresholds almost guarantee you’ll need to file electronically, using the built-in integration to Aatrix.

Regards,

Kevin E. Stroud
kestrou@nexlan.com
NexLAN, LLC
https://nexlan.com

AccountMate Core Product Training Feb. 7 – Mar. 14

This live online course covering all the core modules of AccountMate SQL/Express includes hands-on practice at your computer and plenty of time to ask questions about how best to apply the features to your company’s particular processes.

It’s not just for new employees—seasoned AccountMate users consistently report learning a lot more about the system too. Also, AccountMate users who are taking on new responsibilities in their companies can learn how to use AccountMate modules that are new to them.

Held February 7 – March 14, 2024 (Wednesdays and Thursdays for 4-5 hour sessions), you’ll focus on one module each day. You can choose the session (module) you want to attend, or attend all of them.

Class details:

Don’t forget that if you’re on Lifecycle Maintenance, your company qualifies for at least one free admission to the Core Product Training Class. Contact NexLAN for details on how many free seats your company is eligible for, or to register.

Acumatica Webinar for Manufacturers Jan. 17

Maybe you’ve been thinking about integrating your manufacturing workflow and data with your Acumatica financial workflow and data. Or maybe you’re wondering what that would even look like and how it could be beneficial.

The webinar, Achieve Manufacturing Efficiency with Modern Technologies, introduces the operational efficiencies that come from merging information from isolated business functions and locations into a single integrated system—giving your teams always-current information at their fingertips across your entire flow of sales orders, jobs, inventory, money, customer communications, and more.

You’ll get an overview of Acumatica Manufacturing Edition, including manufacturing process features like:

  • Dynamic dashboards
  • Flexible functionalities
  • Demand planning strategies
  • Customizable side panels and dashboards
  • Lock status for production orders
  • Device hub for printing

Register for the January 17, 2024 (12:00 – 12:45 CST) webinar, Achieve Manufacturing Efficiency with Modern Technologies. You’ll also receive a link to the webinar recording after the event.

Acumatica E-Book: Configure-to-Order Manufacturing

It’s one thing for a manufacturer to offer its customers a choice of colors or sizes for a product. It’s another much more complex thing, when the manufacturer offers thousands of possible variations of its products, with rules-based configurations, interdependencies, formulas, and matrix inventory.

For example, a musical instrument manufacturer might offer a build-to-order drum kit with a multitude of options and combinations for number, size and types of cymbals; type of coating for the bass drum head; choice of wood or metal (and paint color or design-wrap) for the drum shells; and much more. In that type of environment, it’s critical for manufacturers to be efficient and accurate in order taking, costing and pricing, bills of materials and production, and more. The manufacturer might also offer a configurator and 3D visualization tool in its ecommerce and retail storefronts for customers and salespeople.

Modern ERP tools supply enormous benefits to automate and manage the process with rules and pre-built connections, to configure products faster and more accurately for improved profits and competitiveness. If you’re a configure-to-order manufacturer, get an overview of how Acumatica’s native Product Configurator could extend your Acumatica system.

View or download the 7-page industry brief, Configure-to-Order Manufacturing, to learn how Acumatica’s Product Configurator is uniquely capable of integrating your operations and streamlining your ability to tailor products for your customers.

AccountMate Tech Note: Understanding the Purchase Order Import Function

In addition to using the regular Create Purchase Order function, AccountMate purchase orders may be created by importing either a text (i.e., TXT) file or a comma-separated values (i.e., CSV) file, if the file meets the required parameters. Some information required on purchase orders can be omitted from the TXT/CSV file because the Import Purchase Order function can obtain this information from data already stored in AccountMate tables.

Article #1109: Understanding the Purchase Order Import Function, discusses the Import Purchase Order abilities and lists AccountMate’s sources for the imported purchase order default values.

AccountMate Tech Note: Understanding the Consolidation and Fiscal Year-End Closing Data Flow

It is important to understand the data flow when performing Consolidate Account Balances or Fiscal Year-End Closing in subsidiary companies, especially when there is a need to troubleshoot problems that may or may not be data-related. 

Article# 1074: Understanding the Consolidation and Fiscal Year-End Closing Data Flow, discusses how the data is transferred from the subsidiary to the parent company during consolidation or fiscal year-end closing.

This document also provides a list of steps that must be completed prior to performing Consolidate Account Balances and Fiscal Year-End Closing in the subsidiary company. The list is very important because omitting necessary steps may result in incorrect GL account balances in the parent company.

Acumatica Technical Tips

Where to Change Promotional Prices and Sale Price Expiration Dates

Q: How can I remove sale prices or set sale prices to expire? 

A: In the Sales Price Worksheets screen, please make sure that you have checked the Promotional Checkbox shown below (click the image to zoom in), and that will allow you to edit the Expiration Date.

If you need to edit in bulk for many items at once, you can do that using the Price Worksheets screen.

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Creating Employee W2 Forms

Q: How do I create my employee W2’s?

A: From the Government Reporting page in Acumatica, find the 2023 W-2/W-3 form to use. Click on that form and use your Aatrix login to process them.

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Emailing Direct Deposit Stubs

Q: How can I configure the system to email payroll direct deposit stubs?

A: Using Acumatica’s Business Events, these can be automatically emailed out for you. If you’re a little bit technically inclined, we can walk you through the Business Event configuration steps over the phone (free support from NexLAN).

Or if you’re not technically inclined and want more hands-on help, let’s schedule a one-time training session and we will guide you through the Business Events steps in detail the first time, to make sure you become a pro at them! Either way, you can be setting up automated Business Events yourself inhouse.

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Prevent Users from Correcting Invoices

Q: Can we, and how do we, prevent users from correcting invoices?

A: Yes you can! In your Acumatica system, you would go to the “Access Rights by Role” screen. Select the Role Name that the users are part of, and update those options accordingly. Please click the screenshot below to zoom.

AccountMate Technical Tips

How To Correct SUTA Contributions on Payroll Checks, to Use the New Rate

Versions: AM10 for SQL and Express (and higher versions)
AM9 for LAN (and higher versions)

Module: PR

Q: I received the new SUTA rate and entered the new rate in the PR Module Setup ► State ► SUTA Rate field to ensure that the next payroll will use the new rate. How can I correct SUTA contributions on payroll checks that used the old rate?

A: Run the Recalculate FUTA/SUTA Amount function from the Maintenance menu to correct SUTA contributions on payroll checks that used the old rate. We recommend that you enter a Check Date Range that spans from the first check through the last check for the current tax year to ensure that the correct SUTA YTD (Year-to-Date) contributions are calculated based on the new rate.

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Prenotification After Changing a Vendor or Employee’s Electronic Payment Setup 

Versions: AM10 for SQL and Express (and higher versions)

Modules: AP, PR

TIP: The message, “Bank account(s) are subject to prenotification”, is displayed if you change the Account #, Account Type, or Bank Routing # of a vendor or employee’s existing electronic payment setup. The Prenote Status will then change from Prenotification Confirmed to Require Prenotification so that you can generate the prenote again using the Generate Prenotes function if your bank requires you to submit the prenote. Before printing an electronic payment check for the vendor or employee, you must activate the vendor or employee for electronic payment again using the Activate Vendor for Electronic Payment or Activate Employees for Electronic Payment function.

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How to Get an EEO-4 Employment Data Report

Versions: AM10 for SQL and Express (and higher versions)

Module: PR

Q: I accessed the EEO-4 Employment Data report from Employee Reports; however, I encountered the message, “You cannot use this report to print EEO Employment Data. Please use the EEO-1 Employment Data report”. Why did I get this message and how can I generate EEO-4 Employment Data?

A: The EEO-4 Employment Data report is for State and Local governments. To access and generate the report from AccountMate, mark the State/Local Government checkbox in the PR Module Setup ► General (2) ► EEO Reporting area.

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Storing Customer Resale Certificates in AccountMate

Versions: AM10 for SQL and Express (and higher versions)

Modules: AR, SO

Q: How do I store the customer’s resale certificate in AccountMate?

A: You can use the Attachment feature to store the customer’s certificate. Access Customer Maintenance, enter the customer #, and click the Attachment icon (looks like a clip) from the Maintenance toolbar to attach the file.

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