Dear AccountMate Clients,

AccountMate is a GREAT solution for managing many types of businesses with very different requirements, but what all have in common is that ultimately it comes down to “dollars in the bank”.  Thus, the built-in functionality related to banking is important and should be leveraged by all companies.  Here’s important features and how they make your life easier – are you using all of them?

  1. The Bank Reconciliation Module provides numerous benefits – from a user friendly means of reconciling your statement (which, in the latest version of AccountMate/SQL may even be automated!), to a reliable means of validating your balance sheet, to reducing the need for Journal Entries.  If you’re not already using the Bank Reconciliation module, then this is the first thing to start with.
  2. Both the Accounts Payable and Payroll modules have built-in functionality to create ACH-formatted files for paying your vendors and employees, respectively, which you then upload to your bank and they then electronically post the payment.  If you’re already processing payments electronically, but doing so by manually entering data at your bank’s website – then you’re working too hard!  Give us a call to configure the ACH format and the process will be faster and free of manual keying errors.
  3. An optional feature with the Bank Reconciliation module is the ability to create “Positive Pay” files.  This is an important tool to prevent fraudulent checks clearing your account, as AccountMate creates a file you upload to your bank which lists all valid and voided checks so they may clear only those authorized checks.  I’m aware of numerous banks which are REQUIRING Positive Pay files from clients – but it’s a good idea to be proactive in any case.
  4. Another function available in both Accounts Payable and Payroll is the ability to print the entire check, including the MICR along the bottom, so you may use inexpensive “blank check stock” – which is perforated safety paper, but at a fraction of the cost of pre-printed check stock.  This is especially useful if you have numerous bank accounts, as you can then keep only one set of check stock on hand and will never be in the position of being out of one and have to do a tedious “transfer funds and print out of a different bank account” process.

Again, all of the above features are built-in to AccountMate and improve your productivity, so no need to purchase an add-on for these benefits – just contact us to configure them!


Kevin E. Stroud

Referral Program for AccountMate Users

Did you know that you or your company can get a $250 Amazon gift card for each company you refer that gets a new AccountMate system from us?

NexLAN finds that personal referrals lead to some of our best and nicest clients.  We’re happy to see this new program from AccountMate Corp. that appreciates users who introduce AccountMate to friends and colleagues. This PDF has the rules for AccountMate’s referral program.

If you know a company that’s frustrated with their accounting system or technology partner, we’d sure do our best to treat them right – as well as express our own appreciation for your referral.

Core Product Training Class

There are lots of options for AccountMate training – the built-in context sensitive help files available by hitting <F1> anywhere in the system, online videos if you have an active software maintenance agreement, we’re available to come on site for training, and we receive LOTS of questions from our “Free 15 Minute Telephone/Email Support” offer – but sometimes nothing beats sitting in a classroom where you’re removed from the daily interrupts of your business, and it doesn’t hurt that it’s at AccountMate’s corporate offices in Northern California’s Wine Country!

The next class is September 16-19, 2015 for first-time AccountMate users and existing users who need to brush up on the latest features. It will cover AccountMate/SQL V9 features and functionality of the core financial modules: General Ledger, Accounts Receivable, Sales Order, Upsell Management, Accounts Payable, Purchase Orders, Bank Reconciliation and Inventory Control.

Contact us for pricing and to schedule, plus travel recommendations.

Technical Tips

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

Modules: SO, AR

Q: How can I hide the line item unit cost in the Create Sales Order and Create Invoice functions?
A: You must unmark the Show Sales Order Line Item Cost and Show AR Invoice Line Item Cost checkboxes in the Administrator ► Setup Security ► Group/User Setup ► Add/Edit User function.

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

Modules: AR, BR

Q: How can I correct an erroneous payment receipt for which I have already recorded the bank deposit?
A: Perform the following steps to correct the records:
1. Using the Void Payment function void the payment receipt. Be sure to answer Yes to the message – “Did you actually deposit this in the bank?”
Note: In versions lower than AccountMate 9 for SQL/Express this message is displayed “Is this payment included as part of a deposit that has actually reached the bank?”
2. Record a deposit transaction for the voided payment receipt in the Record Bank Deposit function. The voided payment is shown as a negative figure in the Amount column.
3. In the Reconcile Bank Account or Verify Bank Deposit function match the original deposit transaction with the deposit transaction for the voided receipt to cancel out the bank deposit record for the erroneous payment receipt.
4. Record the accurate payment receipt and its bank deposit transaction.

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Versions: AM9 for SQL and Express
AM8 for SQL and Express
AM7 for SQL and Express

Modules: SO, AR

Q: Can I set up multi-level prices without the Pricing Control module?
A: It is not necessary to purchase the Pricing Control module to set up multi-level prices. To set up multi-level pricing, perform the following procedure:
1. Activate the Multi-Level Pricing feature in the SO Module Setup or AR Module Setup ► General (2) tab by selecting either Customer Price Code or Order Quantity as basis for the prices.
2. Access the Inventory Maintenance ► Information tab and click the underlined Multi-Level Price field label to display the Inventory Multi-Level Price Maintenance window.
3. Set up different prices for each customer price code or transaction quantity level. Note that you are limited only up to ten (10) customer price codes or ten (10) transaction quantity levels to set up.
Note: Refer to the Online Help for the other pricing features that are available without the Pricing Control module.

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