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Controlling Your Own Accounting

by | Jan 2, 2026 | Barcode Scanning, Flexible Software, Training

Dear Clients,

Our 300+ direct clients range from divisions of Fortune 500 companies down to (nearly) lawnmower repair shops, and it’s on that lower end we often see companies very much in the dark regarding their accounting…

So, if you’re a very small business then this is an important NewsLine for you!

Recently a client’s outside CPA passed away, leaving a lot of loose ends…

She did monthly Bank Reconciliation, prepared month end financials and filed the annual corporate tax returns. Here’s how we’re now pulling these pieces together to integrate into their daily operations with in-house staff.

Bank reconciliation: This is a built-in module that was already being used, so training for the inhouse staff was straightforward and the easiest part of the recovery process. If you’re not doing your own Bank Rec using the built-in module then you’re screwing up! <grin>

Month-end financials: Inexplicably, she retyped values into a copy of QuickBooks only on the PC at her home and then made additional journal entries there. I say “inexplicably” because, of course, there’s a built-in General Ledger module being updated automatically by the subsidiary modules—so there’s no delay of weeks/months—and you’re screwing up if you don’t have your complete financial entries in the system at your fingertips and under your control! Oh yeah, and she did no validation of the Balance Sheet so the outside QuickBooks financials didn’t even match reality… <sigh>

Annual corporate tax returns: Yes, there are functions to outsource to your CPA—tax advice and regulatory compliance being at the top of the list—but the client didn’t have a copy of their depreciation schedule and now is completely adrift as to what items are capitalized, their value, and their state of depreciation. As the business owner, if you can’t lay your hands on your complete depreciation schedule then you’re screwing up!

Having a good CPA is one of your most valuable business partners and I love my CPA, but you have to be prepared for the unexpected—and improving our business operations along the way is also a huge plus.

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Lots of good info on the year-end closing process in our NewsLine last month and in the two Tech Notes down below. And here’s our annual List of Things to Do RIGHT NOW:

  1. Lock your January 2025 fiscal period! In both AccountMate and Acumatica, closing a period doesn’t mean users can’t post to it, so be sure to do the additional step to restrict/lock prior fiscal periods to ensure no one typos the year and restates financials from a year ago.
  2. Make a backup of your live company! You *WILL* later want reports that are difficult to create after transactions have occurred, so at least make the backup now and then we can restore it for access later. For AccountMate, this requires a SQL geek or our NexSQLBack utility. Acumatica has built-in user functionality to be able to backup your company database to a local snapshot file on your local PC.
  3. Check your AccountMate database maintenance plan backup directory! Your AccountMate database should have a database maintenance plan implemented to optimize system performance and, ideally, to automatically backup your database as a “rolling week” of nightly snapshots. While not a complete backup solution, this has “saved the bacon” on numerous occasions, so please confirm the files are being created and confirm with your IT department these files are being copied offsite. For more info, see our complete recommendations for AccountMate system backups.
  4. Photocopy your wallet! We are talking backups here, right? It’s pretty valuable to have a backup of your personal portable accounting information for “just in case.”
  5. Don’t sweat ordering preprinted tax reporting forms! All federal, and most state, filings are required to be electronic, which is fully supported by the Aatrix integration to Accounts Payable and Payroll. The vendor and employee copies can also be processed by Aatrix, or can be printed to plain paper.
  6. Update your retirement plan deduction limits! Not your CPA talking, we listed the new limits in the header article of last month’s NexLAN NewsLine.
  7. Vow to make 2026 the year you document procedures! We’ve seen many clients struggle with the loss of a key employee and their knowledge of their business systems and procedures. Always a good idea to systematize your processes in writing. In Acumatica, use the Company Wiki feature to store your documentation; it offers versioning, support for file attachments, user search, and multi-level access rights via user roles.
  8. Post NexLAN’s emergency contact information! We’re always available for FREE telephone and email support, toll-free at 877-2NEXLAN, and hope you have a copy of everyone’s off-hours contact info as well. You don’t? Then just email us at support@nexlan.com for a current copy.

Regards,

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

AccountMate Core Product Training—February 4 – March 19

    It’s not too late to make (and keep!) a New Year’s resolution to learn a new-to-you AccountMate module. Registration is open for the next Core Product Training for AccountMate SQL/Express, held conveniently at your computer for  2-5 hours (depending on the module) on Wednesdays and Thursdays from February 4 to March 19, 2026.

    The class is live and hands-on, with plenty of opportunity for you to ask questions about how to do something the way your company wants to do it.

    Take the whole class—or choose one or more sessions. It’s flexible!

    Each day covers one module in depth:

    • System Manager I
    • System Manager II
    • General Ledger
    • Inventory Control
    • AP/PO Master Record (required for AP and PO sessions)
    • Purchase Order
    • Accounts Payable
    • AR/SO Master Records (required for AR and SO sessions)
    • Sales Order
    • Accounts Receivable
    • Bank Reconciliation

    Course Overview   |   Course Outline   |   Course Schedule (dates and times)

    Free training from AccountMate?

    The price is $3,200 for the full course or $420 per session, per student. But if you’re on Lifecycle Maintenance, your company qualifies for at least one free admission annually to the Core Product Training class; contact NexLAN to confirm what you qualify for, and get the criteria in the Course Overview link just above.

    Save the dates: If February isn’t good timing for you, mark your calendar as this course will be offered again June 3 – July 16, as well as October 7 – November 19.

    For questions or to register, contact NexLAN.

    AccountMate: Has a New Manual Process Been Established, in Spite of Your Flexible ERP System?

    Sometimes, with the very best of intentions, AccountMate users create a manual process outside the system, resulting in siloed data in your business and manual workarounds that cost your busy team time and money when the process could be done in AccountMate instead.

    Most often, these new manual processes pop up in Excel. Excel is awesome and you SHOULD be using Excel. But not to recreate something that your AccountMate system already does or could be doing for you centrally.

    You have a great financial managmeent system that’s super flexible. That means that whatever underlying reason or perceived limitation caused an AccountMate user to start working outside the system—it can be addressed in the system to fit your specific business need. 

    First: Take a lap around your office and look for the spreadsheets in use, then call us. The first place to look: commission or royalty calculations. We write custom reports for breakfast. We’ll reduce the hassle, plus make the information more timely and accurate. And we’ll update and tweak the report in the future when your team makes a new change to your business and workflows.

    Next: What business processes are you working around in the system? Have a discussion at your next department meeting, asking people to share something in AccountMate that they perceive to be limiting or difficult. Make a list, because after we write custom reports for breakfast, we modify screens for lunch! Complex item pricing structures, bills-of-lading, importing web orders, certificates of analysis, complex tax requirements, etc.  We can get it done, and we’ll provide you with a not-to-exceed quote beforehand.

    Remember, AccountMate is here to make your work easier and help you reach your business goals efficiently. As your business changes, so should your accounting and ERP system. Contact NexLAN to talk about a change or an addition that’s on your wish list.

    Acumatica: New in 2025 R2—Intercompany Purchases Now Support Drop-Shipping

    Use Intercompany Purchases to drop ship items to customers faster and with less manual data entry.

    The Intercompany Purchases feature, which already saves document entry time when you transfer goods between your company’s branches, now facilitates the drop-shipping of orders directly to your customers from the branch that has the items in stock, to speed up your fulfillment times.

    How it currently works:

    In previous versions, if you have the Intercompany Purchases module it allows two companies under the same tenant to sell items back and forth easily. The purchasing company enters a purchase order, and the selling company uses the Generate Intercompany Sales Orders form to create the sales order, automatically pulling in the line item details and other settings without the need for duplicate data entry. 

    This process is then mirrored during the Shipment and Purchase Receipt process where the purchasing company can now go to the Generate Intercompany Purchase Receipts again pulling in all the data from the shipment and keeping a tight record of what transactions occurred between the two branches.

    What’s been added:

    In the 2025 R2 release, the selling company in an intercompany purchase can drop-ship the order to the customer, which means your customers get their orders faster! 

    When the purchasing company selects Drop-Ship as their PO Source, the selling company’s sales order and shipment transactions will have the shipping address for the customer inserted automatically from the purchasing company’s records. In the event that the customer needs to return the items, the Intercompany Purchases feature can also handle the return to the selling company’s warehouse and process the customer’s return to the purchasing company and then the purchasing company’s return to the selling company. 

    For more information on the Intercompany Purchase feature and how it could be utilized at your business, send NexLAN an email to schedule a demo.

    To see a highlight of other features added in the 2025 R2 Acumatica release, visit Introducing Acumatica Cloud ERP: 2025 R2. Most clients’ systems will update within a few months of the September 23 release date, though if you’re itching to start using the new 2025 R2 features, we can get your update started! Got questions? You know how to reach us.

    Acumatica: Automated Data Capture for Your Inventory Items

    There’s a lot more to gain from barcode scanning than speeding up workflows and reducing manual data entry.

    The technology for barcode and other scanning to track inventory items has been around for decades. Yet many wholesale distributors and manufacturers are missing out—while the related automation benefits keep expanding. Here’s a fresh look at what’s possible today.

    What’s Automated Data Capture?

    For tracking your inventory items, ADC means using a scanning device to read a code on your items each time an item is moved—from receiving, to bins, to stages of kitting, assembly, or manufacturing, to picking and shipping.

    The scan might be of a barcode or QR code, an RFID tag (radio frequency identification); an OCR scan (optical character recognition of text and images), and more.

    Scanning can be done with handheld and wearable devices, wearable VDW devices (voice directed warehousing with chatbots); Robotics, SCADA and PLC data capture (programmable logic controllers, and supervisory control and data acquisition apps); AI for data acquisition; and more. Your Acumatica system is flexible!

    What are some business benefits of ADC?

    1.

    Instant syncing with Acumatica. Your sales team knows exactly what’s on hand right now, from the moment an item is scanned during receiving. That means fewer backorders, more sales, shorter sales cycles, and happier customers.

    Plus, if you regularly over-order items “just in case” and you can stop doing this because you now trust the system to give you accurate on-hand quantities, then that reduction in safety stock can free up thousands of dollars of your working capital.

    2.

    Prevent human error. A scanning device won’t make data entry errors and typos with your item numbers and other data—like lot and serial numbers that are critical for warranties, recalls, and regulatory compliance.

    And if an item is put away in the wrong bin, or a wrong item is picked, the scanner alerts the worker on the spot to make a quick, easy correction. Instead of you processing a correction after your customer receives the wrong item, and you spending time and money on the resulting RMA process and rush shipping fees for an unhappy customer.

    3.

    Add warehouse efficiency. Paperless picking in Acumatica uses scanners as digital pick lists to route workers on the shortest paths through the warehouse.

    Also, your warehouse workers gain autonomy when they no longer have to go ask a supervisor where an item goes, or which lot they should pick. This reduces training time for new and temp workers too!

    4.

    Cut physical inventory costs. You don’t have to shut down your operations annually in order to do a full physical inventory count—while worrying about how big the discrepancies will be this year. With ADC, your workers can scan small areas of the warehouse daily or weekly for routine “cycle counts” instead.

    5.

    Add scalability to your 3PL. Barcodes and QR codes give your 3PL partners info about your products without them having to learn your product lines. You can also use separate bar codes for your carton packaging and the unit packaging inside the cartons, so that single units can be shipped direct to customers.

    6.

    Add marketing tools. Your end customer can scan your same QR code with their phone to find links to product re-ordering, warranty registration, assembly and FAQ videos, signups for your newsletters and promotional offers, and customer satisfaction surveys.

    ■ ■ ■

    Why do companies put off using Automated Data Capture?

    Many reasons to put it off have become less of a factor. For example, costly scanning hardware isn’t the norm anymore unless your warehouse or plant floor has environmental controls that require rugged or specialty scanners.

    And limitations for integration with third-party ERP add-ons vanished when you moved from a legacy ERP system to Acumatica’s open xRP Platform. It has native functionality to support this automation—whether with built-in capabilities or via support for connections to specialty apps.

    The initial implementation can seem daunting even today, to get all your items set up with physical barcodes or QR codes and set up in Acumatica. And to get your workers familiar with new processes for tracking items when they’re moved. We’ll help you pencil out the costs and benefits so that you can confirm a positive ROI before you move forward.

    Where to begin?

    Check out these two brochures:

    Reach out to NexLAN with questions about how Automated Data Capture could benefit your inventory management, from individual items to the big-picture view.

    AccountMate Tech Note: Reports Useful for Reconciling Bank Accounts

    Reconciling bank accounts regularly is vital to a company’s operations; however, reconciling book entries with bank statements and poring over documents can become tedious and time-consuming. AccountMate’s Bank Reconciliation (BR) module is equipped with reports useful for facilitating the bank reconciliation process.

    Article #1241: Reports Useful for Reconciling Bank Accounts discusses the various reports you can generate and how you can use each report.

    AccountMate Tech Note: How to Determine the Physical Count Variance During and After an Inventory Physical Count

    Physical count variance is the difference between the inventory item’s actual quantity or volume counted during a physical inventory count and the on-hand quantity in the inventory item records. It is important to obtain and analyze physical count variance information as it may signify internal control weaknesses in handling inventory. Most, if not all, organizations strive to keep physical count variances at acceptable levels. In AccountMate, physical count variance information may be obtained from various reports.

    Article #1095: How to Determine the Physical Count Variance During and After an Inventory Physical Count discusses the pertinent reports from which physical count variance information may be obtained. It emphasizes when each report may be generated, as its relevance is mainly dependent upon the timing it is generated. This Technical Note is also provided to improve your understanding of the physical count process flow.

    Acumatica Technical Tips

    Can I Make an Inventory Item a Fixed Asset?

    Q: We ordered a new extrusion machine and need to receive the machine into inventory, but also include this new purchase in our fixed assets. Can I do that in Acumatica?

    A: Yes, we can convert a stock item into a fixed asset by doing the following:

    Step 1. Process the purchase of stock items that includes the item to be converted as usual, by doing the following:

    a. On the Purchase Orders form, create the purchase order that corresponds to the purchase.
    b. On the same form, click Actions > Enter PO Receipt; on the Purchase Receipts form, which the system opens, create and release a purchase order receipt.
    c. On the Purchase Orders form, click Actions and then select Enter AP Bill; on the Bills and Adjustments form, which the system opens, create and release an Accounts Payable bill.

    Step 2. In the Inventory module, on the Reason Codes form, create a new reason code. In the Account box, specify the account that has been selected in the FA Accrual Account box of the Fixed Assets Preferences form.

    Step 3. On either the Adjustments or Issues form, create an inventory adjustment or inventory issue for the item that needs to be converted to a fixed asset as follows:

    a. If you want to specify the exact cost from the purchase, create an adjustment. If you want to specify the calculated average cost for the item with the average valuation method, create an inventory issue.
    b. In the row that includes the item to be converted, specify the reason code that you configured in Step 2.

    Note: Also, you may want to indicate a different location in the Location column if you don’t want to include the cost of this purchase in the average cost calculation.

    Step 4. Navigate to the Convert Purchases to Assets form.

    a. In the upper table, select the unlabeled checkbox for the transaction posted by the adjustment or issue.
    b. In the summary area of the form, select the Asset Class and Department for the selected adjustment or issue, and on the form toolbar, click Process to convert the adjustment or issue to a fixed asset.

    ■ ■ ■

    How Do I Set Up a Loan for an Employee?

    Q: An employee is taking a loan from the company to be paid back via their paycheck. How do I set up their deduction to pay the loan back from their paycheck?

    A: To set up a new deduction code for the loan, complete the following:

    Step 1. On the Deduction & Benefit Codes form:

    a. Create a new code for the Loan.
    b. Check the Is Garnishment check box.
    c. In the Contribution Type drop down, select Employee Deduction.
    d. On the Employee Deduction Settings tab, in the Calculation Method drop down, select Fixed Amount.
    e. On the Employee Deduction Settings tab, in the Amount box, enter the amount the employee is going to pay each pay period.

    Step 2. On the Employee Payroll Settings form for the employee, on the Deduction and Benefit tab:

    a. Add the new code you created above.
    b. Click the Garnishment Details button.
    c. On the Garnishment Details pop-up, enter the total amount the employee is going to pay back on the Original Amount box. This will stop the system from deducting the amount once the cumulative payments reach this total.

    ■ ■ ■

    Can I Have Lot Numbers Assigned Based on Receipt Date?

    Q: We assign lot numbers based on the date that we receive an item into inventory. How do I set up my system to assign the serial numbers that way?

    A: You can configure the system to produce unique lot or serial numbers for the stock items based on the date when the items are received or shipped. Here are the steps:

    1. On the Lot/Serial Classes form, add a new class for items that will be assigned serial numbers based on receipt date. In the Tracking Method field, select Track Lot Numbers. In the Assignment Method field select When Received to have the system assign the lot or serial number when the stock item is received to inventory.
    2. On the Numbering Settings table, add a new row. In the Type box select Custom Date Format and in the Value box specify MMddyy. Save the Lot/Serial class.
    3. On the Stock Items form, assign the created Lot/Serial class to the stock item.

        ■ ■ ■

      How Do I Update My FUTA or SUTA Rate?

      Q: I just received my updated SUTA Rate for the year. How do I update that in Acumatica?

      A: To update your SUTA Rate, go to the Tax Maintenance form and do the following:

      1. On the Tax Codes tab, in the Tax Codes table, select the tax code line that needs to be updated.
      2. In the Tax Settings table, enter the new rate in the Rate attribute without the percentage sign. For example, if the percentage is 3.74%, then enter 3.74.

      AccountMate Technical Tips

      Why Are Applied Payments Not Showing In Reconcile Bank Account? 

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

      Modules: AR, BR

      Q: We have the Accounts Receivable (AR) and Bank Reconciliation (BR) modules. In AR, I applied payments to several customers’ invoices; however, when I accessed the Reconcile Bank Account function in BR, I could not find any of the applied payments. Why?

      A: You must record a deposit for the applied payments through the Record Bank Deposit function in AR to make the receipts available for bank reconciliation.

      ■ ■ ■

      Why Am I Not Allowed to Void a Prepayment Check? 

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

      Module: AP

      Q: I am trying to void a check but AccountMate displayed the message, “The payment has been applied to an invoice. The check cannot be voided.” Why?

      A: This happens if the check you are attempting to void is a prepayment check. This means that the check was printed for a prepayment invoice and the prepayment was applied to an AP invoice.

      You cannot void a check for a prepayment that has been applied to an AP invoice. If you must void the prepayment check, you must first unapply the prepayment from the AP invoice.

      ■ ■ ■

      How Do I Update the Fiscal Year Without the GL Module?

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

      Modules: All Modules

      Q: My current fiscal year in Fiscal Period Table Setup is 2025. How can I change this to 2026? I do not have the General Ledger module.

      A: To roll over the 2025 Fiscal Year to 2026 in the Fiscal Period Table Setup function, you must close the last fiscal period of 2025 of at least one activated subsidiary module (e.g., AR, AP, IC, BR, etc.). Closing the fiscal period is done through each module’s Period-End Closing function.

        ■ ■ ■

        How Do I Set-Up a Labor Component with a Fixed Cost?

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

        Module: MI

        Q: Is there a way to set up a labor component with a fixed cost?

        A: Set up the labor component as a non-stock inventory item. To do this, perform the following:
        1. Create an inventory item for the labor component in Inventory Maintenance.
        2. In the Settings (1) tab, perform the following:

        • Do not mark the Update On-hand checkbox in the General area.
        • Select the labor component’s Cost Method.
        • Enter the labor component’s Standard Cost or Average Cost, whichever is applicable.

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