Dear Clients,

A common way to win greater market share is by being easier for your customers to work with—so how about enabling the built-in online customer payment portal?

Yes, the built-in link to REPAY’s ClickToPay integration just needs to be configured in AccountMate/SQL V12.3 or Acumatica at no additional cost and with no recurring fees!

What does FREE then provide?

Your customers enjoy prompt email delivery of their invoices in PDF format with a convenient link to securely pay online via ACH or credit cardVisa, Mastercard, Discover, or American Express. Customers can print and pay invoices in full or partial. They don’t have to register an account to pay; however, if they do, then it will save their payment information (ACH info and credit card numbers) and they can see previously paid invoices.

Meanwhile, you enjoy:

  • Faster turn on receivables as customers receive invoices quickly with a convenient way to pay that’s available 24/7/365and funding as quickly as next-day
  • Online payments automatically reflected into your accounting system, just waiting to be recorded as Bank Deposits, so your staff doesn’t even have to manually record/apply the payments!
  • Reduced cost/hassle of customer invoice delivery
  • Significantly lower credit card processing fees for B2B and B2G transactions with Level-3 data
  • Full PCI compliance as customer credit card numbers are never stored in your system

Online customer payment portals are nearly de rigueur in B2B environments, so of course are just a few clicks away in your NexLAN-supported system!

AccountMate is hosting a webinar/demo with REPAY on April 5th at noon CDT you won’t want to miss. [Update: View recorded AccountMate webinars including this one.] We have MUCH more information on that below. We look forward to bringing these built-in benefits of the latest version to you and your customers.

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Gentle reminder: If you run AccountMate Payroll, then you should occasionally hit <Utilities><Check for Payroll Tax Subscription Updates>. The following states have been updated since the initial release for 2023: AR, DC, DE, ID, IL, KY, MD, MI, MS, NC, ND, NM, OR, VT and WV.

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Finally, Rachel is back in the saddle after maternity leave and (almost) enjoying uninterrupted sleep with new baby, Elias, now 10 weeks old.

Regards,

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

New: AccountMate ClickToPay Online Payment Portal—April 5 Webinar

Have you heard? AccountMate has a new ClickToPay module, which lets your customers retrieve their invoices from you without needing to contact you—and they can post their credit/debit card or ACH payments for you online and have those automatically be reflected for you in your Sales Order and Accounts Receivable modules.

ClickToPay for AccountMate SQL/Express 12.3 works in tandem with vertical solution provider REPAY to manage the secure payment processing and sync the data in AccountMate. Of course, this doesn’t take away the option to process customer payments in the traditional manner, too.

There’s more functionality included, like immediate and scheduled transactions. AccountMate and REPAY will co-present the details at the April 5 webinar!

This is a win-win for you and your customers. Your customers will get a fast and secure way to pay you online, where they can reference their invoices and manage their payments anytime they want. And you’ll spend less time on mundane, error-prone tasks like data entry, updating expired credit cards, resending your invoices, and more. And who wouldn’t appreciate a reduced average DSO after removing friction from your receivables workflow?

Webinar—REPAY / AccountMate Click to Pay Benefits & Portal 

April 5, 2023 at noon CDT: [Update: View the REPAY webinar recording.]

Hope to see you there!

PS. Did we mention that the Click to Pay module is free? You must have V12.3 of the AccountMate SQL/Express AR Module.

AccountMate Manufacturing Module—April 19-20 Two-Day Training

Attention manufacturers! Do you have a new user who wants to learn the Manufacturing Module? AccountMate Manufacturing Module Product Training for AccountMate SQL/Express will be held online, April 19-20, 2023, in three-hour sessions from 10:00am – 1:00pm CDT both days.

April 19 will cover Module Setup and Master Records. This session explains the correct setup of the module and the master records (machine, labor, inventory, bill of materials), and implementation and maintenance of the module.

April 20 will cover Transactions, Reports, and GL Integration. This session covers work orders, work-in-process, finished jobs, remnants and scraps, corrections to cancel and void steps, many reports, and GL integration.

You can attend one or both days, for $500 per person per day. This training is ideal for users at companies that have the Manufacturing Module in place and can use it in class for the hands-on exercises.

This will be live training, with plenty of time to ask the instructor questions specific to your company. If you have substantial customizations in your Manufacturing Module, let’s have a quick chat before you register for the training, to clarify what will and won’t be covered in class.

Learn more about the Manufacturing Module Training:

To register, you guessed it, contact NexLAN.

Acumatica Webinars in April

Acumatica is prolific when it comes to webinar topics. We’re highlighting these two—you can check out the full list of eleven April webinars on Acumatica’s Events page.

If you can’t attend at the scheduled time, you can register anyway and you’ll receive a link to the webinar recording afterward.

1. Quality Management Fundamentals for Manufacturing, Distribution, and Retail

April 11, 2023 1:00 – 1:30 CDT  Register

See how modern business technologies improve product quality from inventory receipt through production and beyond.

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2. Automated Inventory and Order Management with Acumatica Distribution Edition

April 25, 2023 1:00 – 1:30 CDT Register

Learn how you automate and mobilize supply chain activities with Acumatica’s complete, future-proof Distribution ERP solution.

Check Out the Acumatica “Job Aid” Instructions for Your Job

Among the many learning and training resources available for Acumatica, the online Acumatica Open University just might be at the top of the list.

One terrific area within Open University is the Job Aids section. You can view or download step-by-step instructions for doing daily tasks in Acumatica, specific to your position in your company—to help you become an expert in Acumatica for your job.

For example, the Controller Job Aid explains how to do dozens of financial tasks in Acumatica, like Managing General Ledger Transactions—which is a Job Aids section that details exactly how to create a batch, release a batch, release multiple batches, post batches, find and view a particular batch, and so on.

How can Job Aids help you?

➤ New Acumatica users can follow their Job Aid steps to learn how to do things in Acumatica, and practice to solidify their understanding of Acumatica workflows.

➤ Experienced Acumatica users can review their Job Aid to confirm their understanding of specific processes; to see if there are any relevant features they weren’t aware of; to quickly learn a new area when their job responsibilities change; and to be reminded of the steps for a process they haven’t used in a while.

➤ Anyone can check out the Job Aids if they’re curious, as Acumatica Open University is free and open to everyone, not just Acumatica users.

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Here’s a list of the 16 Job Aids organized in general functional areas:

Finance Management: Accounts Payable Clerk   |  Accounts Receivable Clerk   |   Controller

Orders and Inventory: Inventory Clerk   |   Shipping Clerk   |   Receiving Clerk   |   Warehouse Manager

Support and Services: Customer Service Representative   |   Service Consultant   |   Service Manager

Marketing Management: Coordinator   |   Marketing Manager   |   Telemarketing Manager

Sales Management: Sales Manager   |   Sales Operation Manager   |   Sales Representative

Head over to Acumatica Open University to check out the Job Aid available for your job, and add to your Acumatica skills, efficiency, and understanding.

AccountMate Tech Note: How to Set Up Pay Code Terms

Pay codes define the manner by which you expect to collect receivables from customers or by which you pay vendors. The Terms pay code type allows you to set up the early payment discount percentage rate, the discount period, the net days, and when AccountMate will start counting the discount and net days. Understanding how the Terms pay code type is set up will help you determine the correct settings for your company to facilitate better cash management.

In the Pay Code Maintenance function where the Terms pay code type is set up, there are two options available for setting the Discount Days. The Discount Days Type setting will determine the date from which AccountMate will start counting the discount days. Article #1054: How to Set Up Pay Code Terms in AccountMate explains how to set up the payment terms using each Discount Days Type.

AccountMate Tech Note: Differences Between Build on-the-Fly Kits and Kits Requiring Prebuild

AccountMate’s Kitting module allows you to create a kit item that can be built during shipment or a kit item that must be built before shipment. In AccountMate we use the term “Build on-the-Fly Kit” for those kit items that can be built during shipment, and the term “Kit Requiring Prebuild” for those kit items that must be built before shipment.

Article #1065: Differences Between Build On-the-Fly Kits and Kits Requiring Prebuild summarizes the differences between the two.

Also see NexLAN’s comprehensive, non-technical discussion of the benefits and capabilities of flexible kitting in AccountMate here: Manage Your Kits and Their Components Accurately—with Automatic Inventory Adjustments.

Acumatica Technical Tips

How to Change the PO Price after a Received Item Is Inspected

Q: Once we receive an item, we inspect it. Once the inspection is complete, we determine that we are going to pay less for the item than what was on the purchase order.  

We need to change the inventory cost, pay the bill at the new amount, and close the purchase order. Is there an efficient way to do this without requiring an Inventory Adjustment to change the amount being paid, since the people who have access to Inventory Adjustments are limited?

A: If this doesn’t happen often, you could do a Return of the receipt at the original PO price and then do a new Receipt at the updated prices. This doesn’t require access to the Inventory Adjustment process.

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Preventing Timesheets from Being Posted to Closed Periods

Q: Is there a way to prevent timesheets from being released into closed periods by employees who are entering timesheets late?

A: To get the time cards to post into the current open period: First, in your GL Preferences page, ensure that Restrict Access to Closed Periods is selected. Second, make sure that none of those employees have the Financial Supervisor role, as that role will allow the user to post into closed periods. Third, check that you’ve closed the period in addition to closing each of the modules.

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Can One Account in the Chart of Accounts be Linked to Multiple Cash Accounts?

Q: When I tried to link more than one cash account to one account in the chart of accounts, the system showed an error, “CA Error: Cash account for this account, sub account and branch already exist.” Is there a way link more than one?

A: Three fields make the Cash Accounts unique: The main account, the sub account, and the branch. You can link multiple Banking Cash accounts to the same GL Cash account when:

  1. The GL Subaccount on the Bank Account is different, or
  2. The Branch is different.

AccountMate Technical Tips

Print Item # and Vendor Part # on the PO

Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN

Module: PO

Q: Can I print both the item # and the vendor part # on the purchase order?

A: Yes, you can by marking the Use Vendor Part # for PO Entry (so you can use the vendor part #) and Print Item # on Purchase Orders checkboxes in the Vendor Maintenance ►Settings tab.

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Why is the Bin Qty Adjustment Field Disabled?

Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN

Module: IC

Q: I attempted to adjust the quantity of an item through the Inventory Adjustment function; however, I cannot enter a quantity in the Bin Qty ► Adjustment field. The field is disabled. Why?

A: The Inventory Adjustment ► Bin Qty ► Adjustment field is disabled if a bin is not entered in the Bin field. Enter a bin in the Bin field before you enter the quantity.

Note: The Bin field is disabled if the item is not set to update on-hand quantity (the Inventory Maintenance ► Settings (1) ► General ► Update On-hand checkbox is not marked). You cannot adjust an item’s quantity if the item is not set to update on-hand quantity.

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Missing Journal Entry for Received Inventory

Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN

Module: PO

Q: I recorded the receipt of an inventory item using the Received Goods function. When I attempted to generate the journal entry for the received inventory by generating the AP GL Transfer Report, there is none. Why?

A: This happens if the vendor is not set to accrue received goods (i.e. the Accrue Received Goods checkbox is not marked in the Vendor Maintenance ► Settings tab). This means that the liability is not recognized at the time the inventory items were received, rather, the liability will be recognized when the AP invoice is posted. Thus, the journal entries will be created when you post the AP invoice for the PO receipt.

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Getting a Deferred Expense to Amortize

Versions: AM12 for SQL and Express
AM11 for SQL and Express
AM10 for SQL and Express

Module: AP

Q: I have a deferred expense invoice that is due for amortization; however, when I attempted to amortize the expense in the Amortize Expense function, the message “No expense has been amortized.” is displayed. Why?

A: This may happen if the amortization method is Specific. You must first confirm the amortization schedule in the Schedule Expense Amortization function before you amortize the expense. Accept or amend the Start Date and Post Date in the second Schedule Expense Amortization window; then, click, the Save button. Amortize the expense using the Amortize Expense function and be sure to enter the correct Post Date as confirmed in the Schedule Expense Amortization function.

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