Dear Clients,

There’s (at least) two places on the planet called “Blackout Zones” where a magnetic compass doesn’t workvery near the north and south magnetic polesand PERHAPS there’s a third, in northern Mexico, although that would seem not to be true

A magnetic compass has long been the most common navigational tool and is still used so extensively that the World Magnetic Model is published and regularly updated by the US & UK governments, including information on the Blackout Zones where alternate methods such as satellite GPS are required.

Similarly, navigating the economic landscape has been pretty straightforward the last several decades as everyone knew “the compass points” to predict the direction the economy is moving: interest rates, unemployment, stock market performance, GDP growth, etc. and they moved in agreement with each other.

However, now they’re not! Our economic compass no longer works as interest and bond rates are up, but GDP is also up. Meanwhile unemployment is down while labor participation is down, but the stock market wobbles significantly both up and down. Finally, looming behind all of this, is the federal deficit which, at some point, will HAVE to have an impact—right? RIGHT?!

Without a corollary to “satellite GPS” in this Economic Blackout Zone, it’s impossible to point/predict the future—but we can at least recommend three simple first steps to position your company while we try to come up with new ways to get our bearings, like looking for moss on the north side of trees. 

  1. Keep a close eye on your AR Aging: One of the first direct impacts to your business would be customer payments slowing down. Surprisingly, we’ve had numerous clients be surprised when, as a step of validating the Balance Sheet, they begin validating the validation reports and find SIGNIFICANTLY old customer invoices. We’re also happy to chat about setting up automated dunning notices to inform both you and your customers of past due invoices, which typically increases compliance with your payment terms.
  2. Implement Cash Flow Forecasting: On a related topic, I’m also surprised at how many clients don’t look at their cash flow forecasting. This is built-in functionality to recent versions of both AccountMate and Acumatica, so we hope you’re already using it.
  3. Efficient Inventory Management: Everyone with a warehouse knows the adage that “every dollar lost in inventory comes straight off your bottom line,” yet many clients still have inaccurate (or non-existent!) inventory counts and large adjustments when performing physical counts—and have them year after year with the situation never improving… Why is that? Implementing consistent, accurate, and efficient inventory control processes is paramount to maintaining operational control of your business.

Above is only a short list, and is purposefully simple in the first two steps to make them easy to follow through on, while the third step is a never-ending process but one that yields results now and well into the future. We’re always standing by in the cornfields to help, so don’t hesitate to send your questions.

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Note: If you run AccountMate Payroll, you should have received an invoice for your 2024 Annual Payroll Tax Subscription—with the usual “10% early payment” discount which is only valid if paid by November 30th. So, if you haven’t put that check in the mail yet, please do so ASAP to not miss out on that savings!

Regards,

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

 New Federal E-Filing Threshold

    Heads up for your company’s 2024 (tax year 2023) tax filings

    Earlier this year, the Department of the Treasury and the Internal Revenue Service published final regulations greatly reducing the threshold that requires filing returns and other documents electronically (e-file). These regulations require filers of 10 or more (aggregated) information returns in a calendar year beginning in 2024, tax year 2023, to file those information returns electronically, regardless of company size.

    For more information about the regulations and the reduced threshold to be required to electronically file, refer to the IRS and Treasury’s final regulations on e-file and the Filing Information Returns Electronically (FIRE) IRS webpages.

    To determine if you meet the new threshold that requires electronically filing:

    • From the FIRE page, identify how many information returns of any type covered by T.D. 9972 that you need to file during a calendar year
    • If 10 or more, you MUST file electronically

    Example: During the calendar year 2024, for tax year 2023, filing season your company is required to file 4 Forms 1099-NEC (Non-Employee Compensation) and 4 Forms 1099-DIV (Dividends and Distributions, 2 Form W-2, Wage Statement, for a total of 10 returns. Because Company W is required to file 10 returns as calculated during the calendar year 2024, for tax year 2023, filing season, Company W must electronically file all its tax year 2023, Forms 1099-NEC and 1099-DIV with the IRS, and Forms W-2 with the Social Security Administration.

    Both AccountMate and Acumatica, through their partnerships and integration with Aatrix, have built-in e-filing options for Payroll and Accounts Payable supported tax forms.

    If you are new to e-filing, you might want to prepare for this change ahead of time. Reach out to NexLAN if you have questions about e-filing options.

    Big and New: Built-In Acumatica Payments

    Does your company accept credit cards, checks, or ACH payments? Yes? Then you can use the functionality of the new Acumatica Payments to provide a powerful range of payment flexibility to your team and to your customers.

    The new Acumatica Payments is the top enhancement in Acumatica 2023 R2. It helps you improve cash flow and customer service, and streamline payment processes. And these features are now built in to core Acumatica. There’s no installation/integration, customization, or additional purchase required for the payments features; just enable Acumatica Payments inside Acumatica. You do still need a merchant account like REPAY (NexLAN’s recommendation) for credit card transaction processing.

    Here are the highlights of Acumatica Payments: 

    1. Directly from inside Acumatica, it’s easy to pay invoices and accept payments—and automate the resulting deposits
    • Credit cards
    • ACH / electronic funds transfer
    • Gift cards and loyalty programs
    • Click-To-Pay portal for your customers
    • Mobile payments
    • Point-of-sale chip readers
    • Daily integrated reporting
    1. Take advantage of additional payment scenarios
    • Multiple cards or payment types for one order
    • Charge and reauthorize after partial shipments
    • Recurring payments
    • Mobile payments using the Acumatica App
    • Reauthorize transactions with delayed shipments
    • Commerce workflows with authorization or auth & capture
    1. Email a payment link to your customer

    When you’re in an invoice, it’s easy to send a Payment Link to your customer. Here’s how: After the initial one-time Acumatica Payments setup is finished, go into an invoice. In the Payments Link tab, on the Processing Center box make sure that Processing Center is selected. In the link Delivery Method box, choose Email; this will send the link to the email address specified in the Bill-To Contact section in the Address tab. Click Create Payment.

    Payment links can do a LOT. Check out this 1-page document that describes use-case examples that are possible with the payment links in Acumatica Payments.

    1. Your customers can easily view and pay their invoices 24×7
    • Invoices now have a QR code and a Pay Now link that lead your customer to a direct payments screen that shows them all their invoices that are ready for payment. There, without logging in, your customer can choose amounts to pay and pay via credit card or ACH.
    • Or you can offer a private Click-to-Pay portal for your customer to log into Acumatica with additional features to view and pay their invoices. Remember, Acumatica’s policy of unlimited users extends to the customer portal; you don’t pay more to give your customers access to a secure portal.
    • Either way, your customer will not need to provide their company’s card data or account data to your operators to get the data entered into Acumatica.

    With Acumatica Payments, you can more easily receive and process payments in a timely manner, accurately, from your customers—while offering them self-service options that make it easy for them to view their invoices and pay you anytime.

    You can switch Acumatica Payments on yourself from the Enable Features screen after you’re running 2023 R2 and when you have a merchant account service in place for credit card processing (contact NexLAN for info if you need that). You can do the initial Acumatica Payments configuration yourself for your company’s process center(s), payment methods, customer classes, etc. NexLAN will be happy to send you the step-by-step instructions and provide guidance, or answer questions; reach out to us to get started.

    Acumatica 2023 R2 Launch—Watch the Recording

    Acumatica knows how to pack in the new and improved features, as evidenced again by this year’s second release that includes over 70 new features and 350 minor fixes and improvements. On the assumption that you don’t want to read the 263 pages (!) of release notes documentation to learn what’s new, a good place to turn is the recording of the October 5 Acumatica launch webinar. There’s a 45-minute main session, followed by optional industry edition breakout sessions including distribution and manufacturing.

    The biggest new feature is Acumatica Payments, per the article above this one. Another exciting addition is the brand new and native Shopify features and integration for B2B eCommerce, that are only available with Acumatica and no other ERP. We’ll highlight more new features in our upcoming newsletters.

    Watch the Acumatica 2023 R2 Launch Event recording on demand anytime to get an overview of what’s new. Let us know your questions.

    AccountMate Tech Note: How AccountMate Calculates Return Costs

    The AccountMate Return Authorization module helps you manage returns. It handles customer merchandise returns while the Return to Vendor Authorization module handles vendor returns. 

    Article #1235: Understanding How AccountMate Calculates Return Cost in the Return Authorization Module explains how AccountMate calculates return cost and the related gain or loss resulting from customer and vendor returns.

    AccountMate Tech Note: Adjusting Finance Charges Applied to AR Invoices

    Businesses may apply finance charges when customer accounts become overdue. Finance charges are added fees you impose upon your customers for nonpayment of their obligations within a specific period. Accounts Receivable’s Apply Finance Charge function provides the ability to review and manually change the calculated finance charges before they are applied to invoices.

    There may be instances, however, when finance charges are applied to the incorrect AR invoices or customers, the applied finance charge rates or amounts are incorrect, or you grant a customer’s request for a lower finance charge. In these instances, it is necessary to amend or void the applied finance charges. The Adjust Finance Charge function allows you to adjust or void finance charges previously applied to customers’ past-due balances or AR invoices. This function also allows you to view the finance charge transactions and invoice adjustment history.

    Article #1227: Adjusting Finance Charges Applied to Accounts Receivable Invoices discusses the procedures for assigning user access rights to the Adjust Finance Charge function and adjusting or voiding previously applied finance charges. It also discusses the relevant General Ledger (GL) entries and reports. 

    Acumatica Technical Tips

    How to Update Multiple AP Bill Due Dates All at Once

    Q: I have a group of AP Bills that have the incorrect due date and are not Released yet. Is there a way I can do a ‘mass update’ for just those bills to update the due date?

    A: Absolutely. You’ll use Acumatica’s built in Mass Actions / Mass Update function. Here are the proper steps to update your AP bill due dates:

    1. In the Generic Inquiry Screen, select the Bills and Adjustments Inquiry title. 
    2. On the Entry Point tab, make sure the Enable Mass Actions on Records and Enable Mass Record Update options are checked. 
    3. On the Mass Actions tab, add Hold [Processing].
    4. On the Mass Update Fields tab (which should now be visible after Step #2 is done), add the Date field.
    5. Back on the Bills and Adjustments screen, use your normal filter processes to filter down the criteria to just the bills with the incorrect Due Date.
    6. By hitting the 3-dots ellipsis button on the top menu bar, you will see new options of Updating and Hold. Proceed to put these bills on hold, then update accordingly.
    7. Remove the Hold.

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    A Supplier’s Outstanding Invoices Aren’t Shown in the List of Documents to Pay

    Q: A supplier has some outstanding AP invoices that I want to pay. They can be seen in the AP Aging report. However, nothing shows up in Documents to Pay when I try to arrange payment under Prepare Payments.

    A: In your Bills and Adjustments screen for that invoice, check to verify that the Approved for Payment box is selected. (Click the image below to enlarge the screen shot.) Invoices can be approved and released without checking this box, so they will show up on the aging report. However, this box has to be checked for the invoice to show on the Prepare Payments screen. Check the box and click Save, and then you should be able to see the invoice on the Prepare Payments screen. 

     

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    The Track Expiration Date Box is Grayed Out in Lot/Serial Classes

    Q: When looking at my Lot/Serial Classes, I see that the Track Expiration Date box is grayed out. Is it possible to activate it? 

    A: Unfortunately, no. This happens when the Lot/Serial Class has already been used in transactions. Once the class has been used, Acumatica locks certain fields to prevent inconsistencies in the data.

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      How to Unlink a Sales Order from a Production Order

      Q: Can I unlink a Sales Order from a Production Order? What if you wanted to reallocate a different Production Order of the same item to another Sales Order to get the order out quickly but you are unable to ship because the system is saying the Production Order is not completed yet. 

      A: Acumatica allows you to remove the link from Sales Order to Purchase Order. Here are the steps to remove the Production Order Linked line from the Sales Order, and add a new line which will not be linked to the Production Order:

      1. Move the sales order to Hold status.
      2. Add a new line with the product details (from the original line linked to the Production Order).
      3. Delete the line that is linked to Production order.
      4. Remove the sales order Hold status.

      AccountMate Technical Tips

      Trouble Searching for an Inventory Item Number for a PO

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

      Module: PO

      Q: I want to create a purchase order for an inventory item; however, I cannot find the item in the Item # Search window. Why?

      A: The Item # Search window doesn’t display the inventory item when the warehouse you entered in the Create Purchase Order ► Information tab doesn’t carry the item. Thus, if you manually enter the item # in the Line Items tab grid, AccountMate will display the validation message, “Warehouse [xxx] does not carry this item.”

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      Get a Report Showing Sales Tax Amount by City

      Versions: AM11.2 for SQL and Express (and higher versions)

      Module: AR

      Q: Is there a report that shows the sales tax amount by city?

      A: Yes. The Sales Transaction Report by State, sorted by State and City, shows the following information:

      • Number of transactions for each city where the items are shipped
      • Invoice amount
      • Taxable line items amount
      • Freight amount
      • Sales tax amount

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      Finding Invoices That Have an Open Credit Applied

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

      Module: AR

      Q: What is the best report to generate if I want to check the invoices to which an open credit was applied?

      A: Generate the Payment Distribution Report, sorted by Receipt #.

      If the open credit is from a customer deposit or overpayment, then the receipt # is displayed in the Receipt # column and the invoices to which the open credit was applied are listed in the Invoice # column.

      If the open credit is from a sales return, then the note “APP CR” is displayed in the Receipt # and the invoices to which the open credit was applied are listed in the Invoice # column.

      Note: The Include App Credits from Sales Returns checkbox must be marked in the report interface to display sales returns’ open credit applied to invoices.

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      WIP Message Claims That the Master Item Is Finished 

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

      Module: MI

      Q: I received the message that the master item had been completely finished when I attempted to post work-in-process. The Work Order Status Report shows that the Finished Qty is less than the Mfg Qty. There is also no WIP Qty. Why am I getting the message?

      A: This happens if the job for the master item is completed. The job can be completed even if the finished quantity is less than the manufacturing quantity if someone answered Yes in the “Is job completely finished?” dialog box that is displayed when you post the finished job.

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