Dear Clients,

We’re always exhorting you, our valued clients, to examine your business to optimize and CHANGE processes to improve profitability, customer service, defect rates, etc. It’s a valid approach to advance your business interests with good results and a positive experience for all.

But every few years a client contacts us to TRANSFORM their business—and the conversation usually starts something like, “If we were building the business from scratch, what would it look like? And how can we get there from here?”

This is the difference between “doodling around the edges,” versus “blank sheet of paper” with PROFOUND impact on every aspect of the business.

There are numerous well-publicized instances which coincide with major changes in the business or technology world—such as the Internet revolution 20+ years ago and the companies who TRANSFORMED their businesses to the new paradigm, or the global changes of the COVID lockdowns—but no major change in technology is needed, only a change in your VISION of the business.

Our most recent TRANSFORMATION is a distribution client in the construction industry who won a large contract with a national builder. They had a large warehouse on each coast, and now the need to add at least two more centrally. So, they “went to the blank whiteboard” and figured out the best option was 3rd party warehousing—even for their existing locations!

I’ll be honest, changing their two existing warehouses to 3rd party was a big step, and not taken lightly, but the results have been stupendous—getting six locations up within six months. Gross Revenue has more than doubled, shipment time and cost has decreased substantially, and cost of warehousing/handling per unit is down 20%. They’re now in motion implementing three additional warehouses by the end of 2024. Wow!!!

Credit for this isn’t due NexLAN, but to the CEO, the CFO and the “blank whiteboard” approach to look at the business without the inertia of “how we’ve always done it” and, in this case, even inertia of their existing infrastructure—a bold step indeed! The NexLAN role was to assist in the analysis and provide the new, more complex functionality in their financial and information management systems for the distributed business processes.

Have you been mulling over a TRANSFORMATIONAL change for your business? Would be happy to chat about options and possibilities to support your vision with your flexible accounting and ERP system.

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We’ve previously mentioned the upcoming sunset of support for AccountMate’s LAN platform on December 31, 2024—and we’ve been working hard to contact all our LAN clients to make sure you’re on a supportable platform in time for the start of 2025.

While AM/LAN was a great product for its day, 30 years later the benefits of moving to a modern system are too numerous and significant to ignore—including stability, performance, scalability, enhanced functionality, and flexibility with a broad selection of vertical solutions and, working with NexLAN, historical transactional detail. The whole enchilada!

Regards,

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

Acumatica 2024 R1: Easier Customer Returns Processing

With the recent Acumatica ERP 2024 R1 release, you can now save time when entering return orders or finding their related documents, with these two new additions:

1. New search options to more quickly find the invoice that has the items being returned

In previous versions of Acumatica, when a customer requested a return, you could only search for the line items to add to the sales return if you had the original invoice number. If your customer didn’t know their original invoice number, you would have to look through the customer’s orders to find the line items, causing delays. 

Now Acumatica gives you more lookup options to find the original invoice: 

By the original sales document
By the sales order type and number
By the inventory ID of an item
By an included item’s lot or serial number
Within a specified period of time

You can see these new search options in a return Sales Order (SO301000) in the Add Invoice Details dialog box on the Details tab. (If you don’t see the additional lookup options, confirm that you’re running 2024 R1 by looking at the version in the bottom right corner of your Acumatica login screen.)

2. A new sidebar to access return-related documents from one place 

The Acumatica 2024 R1 sales order workspace includes a new side panel called Related Return Documents. It provides quick visibility to a variety of return-related information specific to an order, so that you don’t have to leave the screen to look things up. 

To view the side panel, from either the sales order list screen or from within a single sales order, on the right side of the screen click the Related Return Documents icon. The side panel will open (or see the screen shot below—click to expand it), automatically displaying information and links to all return documents related to the order, such as:

Qty on Shipments
Qty on Returns
Related return orders
Related shipments
Return invoices
AP documents for drop-ship returns

Look up information faster for your return orders

These new features make it easier to create return orders and answer questions about them. Give it a try now by searching for a line item, or looking up one of your existing return orders to see all of the available information.

Acumatica Distribution Edition: Explore a Role-Specific Feature that You’re Not Yet Using

Chances are good that you’re responding to new wholesale distribution market changes this year, or you’re planning some of your own changes to your business right now. It’s good to periodically revisit what else your existing Acumatica system offers to help you pursue new goals.

This e-book from Acumatica can help you identify potential areas that your team can tap into for new business benefits:

The Acumatica Role-Based ERP Software for Distribution and Retail e-book is grouped into sections by role, with an overview of what Acumatica can do for each business function:

  1. Distribution and Retail Leaders
  2. Warehouse and Distribution Center Management
  3. Sales, Commerce Sales, and Retail Sales
  4. Purchasing
  5. Customer Support

Jump to your role in the e-book see what catches your attention as something new you might like to explore.

  • For example, maybe you notice the overview of Acumatica’s advanced picking capabilities, like wave and batch picking with barcode scanners and carts. And you’re interested in assessing whether or not those capabilities could help your warehouse staff save time and eliminate steps in a cost-effective way.
  • Or maybe the list of mobile access capabilities makes you wonder, “Hmm, do all of our managers actually know that they can access full Acumatica from their mobile devices, and have they tried it? Let’s review that at our next management meeting.”

If something in this e-book catches your interest, reach out to NexLAN to ask a question, inquire about setup steps, or request a short demo of a feature that’s new for you. Whether it’s a small do-it-yourself tweak, some training, or a larger new initiative—we’d love to help you keep moving your business forward as you tap into more of your Acumatica system’s many abilities.

View or download the Acumatica Role-Based ERP Software for Distribution and Retail e-book.

AccountMate V13.2—New “Import Price List” Option

It’s common to initially figure out new product prices in Excel, where you can work on all the prices for a group of items at once. Then you discuss the proposed prices with colleagues or get management approval before finalizing your pricing decisions.

At that point, you want to import the prices from Excel into AccountMate rather than manually key them in. This importing has always been possible, but until now, it was a technical process that involves editing AccountMate’s underlying MS SQL Server data tables and you had to bring in NexLAN to do it for you.

Now in AccountMate v13.2, you have the option to import prices for new items yourself. Note that this new feature adds prices; it doesn’t update existing prices. Here’s how to do it:

1. Prepare your price list

AccountMate supports the following file types: Text (*.txt), CSV (*.csv), and Excel (*.xls or *.xlsx).

Each line in the import file must include the following field values (same as the fields in the Inventory Basic Price Setup Grid):

  • Specification Type 1
  • Specification Type 2
  • U of M (Unit of Measurement)
  • Bar Code 1
  • Bar Code 2
  • Price (inventory basic price)
  • Minimum Price
  • Price + Tax (tax-inclusive inventory basic price)
  • U.P. (Use the value of 1 if the checkbox must be marked. Enter 0 if the checkbox must be unmarked.)

Here’s an example that shows the proper text file format and the proper sequence of fields:

Eastern,Black,2PAK,123AAA,123BBB,840,0,840,0
Western,Brown,2PAK,123CCC,123DDD,840,0,840,0

2. Import your price list

Go to the Import Price List feature by right-clicking anywhere on the grid in one of these functions: Inventory Basic Price Setup; Inventory Multi-Level Price Maintenance; Customer Inventory Maintenance. AccountMate then displays an Import Price List window where you can select the file to import and complete the process.

Don’t hesitate to ask NexLAN support questions.

AccountMate Tech Note: Understanding the Expense Amortization Feature

It is inappropriate to fully expense certain costs in the year of their acquisition. One example of this is insurance cost. The insurance cost should not be recognized as an expense in the accounting period in which it is incurred but should be capitalized as an asset and gradually amortized over its term. AccountMate’s Expense Amortization feature can handle the expense amortization transactions with relatively easy and simple steps.

Article #1329: Understanding the Expense Amortization Feature discusses how to activate and set up the Expense Amortization feature. This document also discusses how to use the feature and lists the reports that provide information about expense amortization transactions.

AccountMate Tech Note: Cost Hierarchy in the Purchase Order Module

AccountMate offers various costing features, which control the costs that it uses as defaults during the creation of purchase orders and purchase quotes. Depending on how AccountMate is set up, each costing feature provides a default unit cost for each item entered on a purchase order (PO).

Check out Article #1180: Cost Hierarchy in the Purchase Order Module, which discusses the available costing options and AccountMate’s priority in determining the default unit cost for each PO line item.

Acumatica Technical Tips

How to Set a User’s Default Warehouse 

Q: I am having to select my warehouse each time when scanning an order. Since I am always in the same warehouse, can I have that field default to my assigned warehouse?

A: Yes, you can designate a default warehouse for your user login under User Profile. Click your login name in the top right of your Acumatica Screen and click My Profile. On the General Info tab under Personal Settings you can enter a Default Warehouse.

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Inventory Quantities Are Off for One Item in a Warehouse 

Q: My inventory quantity looks off for one of my warehouse items. How can I fix this?

A: Acumatica provides a utility called Recalculate Inventory which can be used to correct inventory quantity issues by re-running the counts against current data in the system.

Recalculate Inventory should rarely be needed, but when a count is off, it’s the first easy thing to try and it usually clears up the problem.

Included are two options to recalculate inventory:

  1. Rebuild Item History rebuilds the history of the items selected based on the available open and released documents in your system starting from the specified financial period you select. 
  2. Replan Back Orders updates the plans for back orders in the system if the available quantities of stock items have been detected during the recalculation.

Both options are shown in the screen shot below. To get there in your system, click Inventory on the left hand side of your Acumatica screen, then under Processes click Recalculate Inventory. Enter the Warehouse where inventory quantities are off and enter the Item Class or Inventory ID for the item count that is incorrect. 

Then either check the box for Rebuild Item History Since: and enter the period where you would like to start the rebuild—or, check the box for Replan Back Orders, and then click Process.

Note: Depending on the size of your inventory and history, and how far back you specify to recalculate, this process could take several hours to run if you Process All. You can manually run the utility after hours or use the schedule option to have it begin outside of normal business hours, to avoid any slowness in your system for other users while the recalculation is crunching all the data.

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How to Edit Opportunity Stages for Sales Prospects

Q: I would like to change the stages available for my sales opportunities. How can I do that?

A: You edit the opportunity stages based on the opportunity classes. To do this, go to Marketing > Preferences > Opportunity Classes and click the Opportunity Class ID that you would like to modify the stages on. Then on the Stages tab you can now activate or deactivate stages, delete stages, and add new stages.

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Why Can’t I Prepare a Dunning Letter? 

Q: I have a customer who has a newly overdue invoice, but when I prepared my dunning letters, one was not created for this customer. Why?

A: Check that the invoice is within the correct number of days past due to receive a dunning notice. Go to Receivables > Preferences > Accounts Receivable Preferences. There, on the Dunning tab, you can see the number of Days Past Due that are set for each Dunning Letter Level. You can make changes to your dunning letter levels there if you would like them to be created with an earlier Days Past Due.

AccountMate Technical Tips

UOM “Uneven Quantity Conversion” Error

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

Modules: AR, IC, MI, SO, PO, RA, RV

Q: Why do I get the “Uneven quantity conversion” message when I change the item’s U of M when attempting to post a transaction?

A: The “Uneven quantity conversion” message is displayed if either of the following conditions exist:

  • The item’s Stock U of M has a bigger factor than the new Sales U of M or the Purchase U of M. The item’s Stock U of M must have the smallest factor while the Sales U of M or the Purchase U of M must be divisible by the factor assigned to the Stock U of M.
  • The Qty Decimals setting in Inventory Maintenance > Settings (1) tab for the inventory item is not sufficient to handle the resulting quantity conversion. For example, the quantity decimal is 2 but when AccountMate converts the quantity based on the U of M factor, the resulting quantity has four decimal places.

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How to Show Minor Segments on the Balance Sheet and Income Statement

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

Module: GL

Q: Is there a way to generate the Balance Sheet and Income Statement per minor segment?

A: Yes. You can generate the Balance Sheet and Income Statement using the following report criteria in the report interface:

  1. Select the minor segment in the primary Sort By field. (“Minor segment” meaning the GL segment designating the division, department, or location.)
  2. In the Criteria section, select the Individual option.
  3. Mark the Generate Report for All Segments checkbox. See the screen shot below.

This will generate the Balance Sheet and Income Statement per minor segment. Each segment will be displayed on a separate page. 

 

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How AccountMate Knows That an Item is Serialized

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

Module: IC

Q: How does AccountMate know that an item is a serialized item? I want to make sure that all of our serialized and non-serialized items are set up correctly in this regard.

A: AccountMate distinguishes an item to be a serialized item based on its cost method. Items assigned with the following cost methods are considered serialized items:

  • Specific ID
  • Avg with S/N
  • Standard with Specific ID
  • Standard with S/N

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Reprinting Checks in a Batch, Not One at a Time

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

Module: AP

Q: I need to reprint a batch of AP checks; however, the Re-Print Computer Checks function reprints one check at a time if you are replacing the check number. Also, the reprinted check does not have the payment details on the check stub. How can I reprint a batch of checks with new check numbers and the payment details printed on the check stubs?

A: When you reprint a check and you replace the original check number with a new check number, the original check is voided. In this case, it is best to void the batch of checks using the Void Check function. Be sure to keep the applied payment when voiding the checks. After voiding the checks, print the checks again using the Print Computer Check function.

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