Dear AccountMate Clients,

We’ve had quite a bit of interest lately in implementing bar code scanning solutions, so taking this opportunity to go over the options and implementation outline.

As you may have noticed, in the AccountMate/SQL Inventory Control module, under <Housekeeping><IC Module Setup>, is an option to Enable Barcode Scanner—which allows the use of inexpensive “keyboard wedge” scanners that connect to your computer via a USB cable for entry of Sales Orders, Quotes, Customer Invoices, Sales Returns and RMAs. The functionality isn’t particularly robust, but if your processes are similar to a grocery store checkout—where the items are moved to where your scanner is—then this is a viable built-in solution with very inexpensive scanners.

More commonly, clients are asking for wireless scanners so employees can roam the warehouse for picking Sales Orders, receiving Purchase Orders, moving items between bins, physical inventory counts, etc. For that higher level of functionality, we’re pleased to present the ACCU-DART system which is tightly integrated to AccountMate and offers the benefits of improved inventory count and location accuracy, greater customer satisfaction with reduced Sales Order picking errors, and higher productivity for your staff as the number of manual processes are reduced.

How does ACCU-DART do all this?

  • Efficiency: Saves you time by updating inventory in real-time as the transaction occurs, so you don’t have front-office personnel entering into AccountMate later.
  • Accuracy: Validates your items on the fly against the shipping or receiving document, to ensure the correct items are being picked.
  • Affordability: Priced by “function point,” so it’s 100% modular and you purchase only the functionality you need. See the complete list here.

The end result is inventory you can trust to be accurate at all times for Sales Order fulfillment and for re-ordering purposes. Oh yeah, and of course ACCU-DART fully supports serial numbers and lot numbers.

Great, so how do we get this implemented?

  1. AccountMate Inventory setup: We’ll help you review your current inventory processes to make sure they’re “good”—warehouses and bins are defined, current on-hand quantity and cost are accurate, you’re exercising the Accrued Received Goods functionality, etc. and show you what to do to improve any areas that need it. In short, if the current inventory setup isn’t screwed down tight, then automation will only make the situation worse…
  2. Warehouse WiFi: You’ll need solid WiFi connectivity in your warehouse, or at least to the areas where you’ll be operating scanners—which is likely the entire warehouse.  This can be a challenge with high racking and signal-absorbing items, but today’s “mesh access points” are inexpensive, powerful and can be run with “Power Over Ethernet” so you don’t have to install an electrical outlet in often out-of-the-way locations such as the ceiling. We can help you or your IT partner with any strategy questions about tricky situations.
  3. Scanners: Select these based on your operating environment—as scanners that are more rugged and have longer “scanning distance” are more expensive and you don’t need to spend more than necessary. You’ll need at least one “hot spare” for the inevitable occurrence of a fork lift running over a scanner. We’ll chat about the scanner options to help you narrow down your choices to best fit your needs.
  4. Bar Code Labeling: Of course your items will need to have a bar code label—does your vendor provide that, or will you print labels when you receive POs. Often we add bar codes to other documents, such as Sales Order pick lists so the warehouse personnel can scan the Sales Order number and not have to pick it. You may like large labels affixed to the bins in your warehouse to save having to key the location. We’ll go over your document types with you to identify where you need us to add codes and where you don’t.
  5. ACCU-DART Function Points: Select the functions you need from the list and we’ll put together an implementation plan. Yes, we can accommodate modifications to mirror any changes that have been made to your AccountMate system.

To get started, give us a call and we’ll go over the above list specific to YOUR operations to give you a good picture of what has to be done, cost, and the level of ROI you can target.

More info on our website here—and always looking forward to discussing how we can improve your business!


Kevin E. Stroud

Upcoming Product Training Classes

The next 3-day Core Product Training class is scheduled for Wednesday-Friday, September 18-20, 2019 at AccountMate’s headquarters in Petaluma, CA.  See the course description here and tuition is $2,000 per attendee but you receive one seat per year with your Lifecycle subscription so might as well use it!

There will also be a 2-day Payroll Training class Wednesday-Thursday, October 16-17, 2019 at AccountMate’s headquarters.  Cost is $1,500 per attendee and if you run payroll in-house then this is NOT to be missed.

Tech Note: Understanding the Accrued Received Goods Feature

One of the most important accounting principles is the timing of asset recognition and liability accrual in the company’s books—and being able to validate them for auditing purposes.

AccountMate has the ability to recognize changes in assets and liabilities when the actual ownership of the items has been transferred to the you, the buyer, i.e. “immediately upon receipt of a Purchase Order.”

So, this month we provide Article #1225: Understanding the Purchase Order Accrue Received Goods Feature to discuss how to activate the feature, the received goods accrual methods available, and how the feature works.

Tech Note: Understanding the Recalculate Customer Data Feature

When customer balances are incorrect due to data corruption, you may fix data inconsistencies by recalculating customer data using the Recalculate Customer Data feature in the Data Manager function.

Thus, we publish Article #1142: Understanding the Recalculate Customer Data Feature to discuss the customer data inconsistencies that necessitate recalculation, requirements that must be met prior to performing recalculation, recalculation procedures, AccountMate tables validated by the recalculation routine, and issues that cause the recalculation process to fail.

Technical Tips

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

Modules: PO, AP

TIP: AccountMate for SQL and Express can be configured so that the “Show Notepad First in Trs” checkbox in the Vendor Maintenance ► Settings tab is marked automatically for each newly created vendor. To do this, simply mark the “Show Notepad First in Trs” checkbox in the PO Module Setup or AP Module Setup ► General (2) tab ► Default for New Vendor area.

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

TIP: In the Batch Period-End Closing ► Batch Period-End Closing Scheduler window, the hours and minutes value provided in the “Schedule After:” field represents the time that will elapse before AccountMate will perform the batch closing process. If, for example, at 5:00 PM on Friday you enter 30:00 in the field, AccountMate will start the closing process 30 hours later at 11:00 PM on Saturday.

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Versions: AM10 for SQL, Express and LAN
AM9 for SQL, Express and LAN
AM8 for SQL, Express and LAN
Module: SM
TIP: You can change the default Subject line when you e-mail any AccountMate report, in the Report Export/Email Setup function found in your AccountMate System bar. For example, if you want the phrase “Invoice [xxx]” to display in the Subject line, then do the following:
  1. Access the Report Export/Email Setup function.
  2. Select a report.
  3. Enter “Invoice” in the Subject Line ► Individual field.
  4. Press F8 to display the “<KeyValue>” (i.e., Invoice #) in the Individual field.
  5. Click OK.

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