Deep Freeze Potpourri

In Backups, Manufacturing, Payroll, Taxes by Kevin Stroud

Dear AccountMate Clients,

My goal is for the NewsLine intro to have a “theme,” or at least a silly metaphor to drag through it, but this month’s topics are too much of a stretch for that so bear with me on unrelated topics from the depths of the polar vortex!

Y2K20
The topic of the NexLAN/AccountMate NewsLine from exactly a year ago (see Coming Soon: The Y2K20 Problem) we’re now in the three-year-posting window of 2020. So if you’re running AccountMate LAN or SQL prior to V8.1 then please contact us before the “rush” of next January when our phone will be ringing off the hook from clients who can’t enter transactions.

Beating the Backup Drum
We’re regularly contacted by new AccountMate users who find us on the Internet. Twice during this last month alone, a record, we received calls from installations that were wiped out by virus or hardware failure WITH NO BACKUP. Unfortunately there is nothing we can do with no AccountMate data to work with, so they’re now manually recreating their information. Please, oh please, oh please… Don’t let this be you. Check your backups now so we can both sleep better!

End of Microsoft Support for SQL Server 2008
You saw it here first, that Microsoft “extended support” for SQL Server 2008 ends July 9th of 2019, which means if you’re running AccountMate/SQL V9.4 or earlier then we DEFINITELY NEED TO CHAT.  One of the major causes of security breaches is “SQL Injection,” and there won’t be any MS-SQL security updates after that date—which is a dangerous place to be with your accounting and financial management system…

Payroll Tax Updates
There are minor updates released throughout the year, so it’s a good idea to hit <Utilities><Check for Payroll Subscription Updates> on a regular basis.  Quick note to make you aware: There’s been updates since the initial release at the beginning of the year for the states AL, CO, HI, ID, MA, MI, ND, RI, VT—so if you run payroll for any of those states then you definitely need to hit this at the workstation(s) which run payroll.  These updates are quick and easy, so don’t usually require us/NexLAN to connect remotely and install—or we’re happy to do so if you’d like.

The Magic 13th Period
Has been several years since I’ve discussed this—want to make sure everyone knows that if you’ve closed the prior fiscal year you can then post journal entries to “The Magic 13th Period.”  This is handy for year-end entries like Section-179 capitalization and depreciation, so as not to obfuscate your operational financials.  This article has details: The Magic 13th Period.

That’s the latest from the igloos in the frozen cornfields—always standing by with free telephone and e-mail support—and to make your business better in 2019!

Regards,

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

Core AM/SQL Product Training March 20-22, 2019 

The next Core Product Training class at AccountMate’s headquarters in Petaluma, California, is scheduled for Wednesday-Friday, March 20-22, 2019.

The three days of classroom training is applicable to both first-time and existing AccountMate users—and don’t forget that if you have an active Lifecycle Maintenance Plan, it includes one seat per year so your only cost would be travel expenses.
Contact us for additional information and see the course description here.

Connection #0 is busy

There’s been a recent MS-Windows Update which impacts AccountMate/SQL V9 and V10 and the feature to disconnect users.

The symptom is that when starting the program you’ll get a pop-up underneath of your AccountMate login window saying “Connection #0 is busy.”  You can hit <Ignore> to continue, but is a hassle as it occurs every time…

To permanently fix the issue:

  1. <Right Click> your AccountMate shortcut and select “Properties”
  2. On the “Compatibility” tab, check the box for “Run this program in compatibility mode for” and then select “Windows 7” from the combo-box as shown below
  3. Hit <OK> at the bottom and all should be good!

Tech Notes: Tracking Inventory through the Manufacturing Process

Converting inventory items from their raw material state to their finished form can be an extensive process and it’s important to monitor the status of these inventory items.

To detail the process, we’re happy to provide Article #1101: How to Track Inventory through the Manufacturing Process.


Technical Tips

Versions: AM10.4 for SQL and Express

Module: IC

TIP #1: Starting in AccountMate 10.4 for SQL and Express, you can generate a report that shows how effective your company is at managing inventory levels based on the number of times it has sold and replaced its inventory during a given period. Run the Inventory Turnover Ratio Report under the Inventory Analysis Reports menu to get the analysis.  In this report, the cost of goods sold is compared with the average inventory for a period to derive the turnover ratio.

TIP #2: Similar but different, to determine how quickly your company can convert its inventory into sales, a new Average Inventory Period Report under the Inventory Analysis Reports menu is available starting in AccountMate 10.4 for SQL and Express.  The average number of days the company holds its inventory before selling it is calculated by dividing the number of days in a given period with its inventory turnover ratio.

TIP #3: For better analyses, these new Inventory Turnover Ratio Report and Average Inventory Period Report can be sorted and filtered by the following options:

Sorting options

  • Turnover Ratio (Inventory Turnover Ratio Report), Average Inventory Days (Average Inventory Period Report)
  • Item #
  • Warehouse

Filter options

  • Item #, Warehouse, Inventory Type, Class, Product Line, Transaction Date
  • Include Un-Invoiced Shipments in COGS, Include Archived Items
  • Active and Inactive Items, Active Items Only, Inactive Items Only
  • All Items, Only Items with Sales Activity, Only Items with No Sales Activity

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Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN

Module: PR

Q: Why do I get the “Invalid Leave Hours” message after I entered the hours for a leave type earning code in the Apply Payroll/Payment function? I have verified that that employee has enough paid leave balance.

A: AccountMate displays the message if the sum of the regular hours and leave hours (and holiday hours, if manually entered)* exceeded the Non Holiday hours for the pay period. If you want to proceed, then close the current Apply Payroll/Payment window, access the Apply Payroll/Payment function again and enter the correct hours that will cover the total regular hours and paid leave hours (and holiday hours, if manually entered)* in the Non Holiday Hours for this period field.

*Note: Users can manually enter the holiday hours even if the Holiday Hours for this period field shows 0.00, if the Allow Input Holiday Time checkbox is marked in the Apply Payroll/Payment > Apply Payment Options tab.

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Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN

Modules: AP, PR

Q: I have a customer who is also our vendor. I have created a customer record and a vendor record. How do I offset my payable against my receivable for this customer/vendor?

A: You may offset your payable against your receivable by performing the following:

  1. Activate the Nonpayment feature in AP Module Setup > General (1) tab by marking the Enable Nonpayment checkbox; then, enter the Nonpayment GL Account ID in the GL Accounts tab.
  2. Amend the AP invoice by entering an amount in the Nonpayment field. Take note of the Nonpayment GL Account ID. This step will reduce your liability to the vendor.
  3. Access the Apply Payment function in the AR module.
  4. Enter the Customer # and select the AR invoice that you want to offset against the AP invoice.
  5. Place the cursor in the Adjustment field and double click or right-click on the Adjustment column header to display the Adjustment window.
  6. Enter an amount in the Adj Amt field. The amount must be the same as the nonpayment amount entered in Step 2.
  7. Review the GL Account ID for the adjustment; it must be the same as the Nonpayment GL Account ID. Change the GL Account ID if it is not the same as the Nonpayment GL Account ID.
  8. Close the Adjustment window; then, click Save on the Apply Payment window. This will reduce your receivable from the customer.

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Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN

Modules: AP, PR

TIP: When MICR is not printed on the check, troubleshoot by verifying the following:

  • The Print MICR checkbox is marked in the Bank Account Maintenance > Printing > Computer/Handwritten Check area for the bank account record from which the check is drawn.
  • The MICR Line is specified in the Bank Account Maintenance > Custom Checks tab for the bank account record from which the check is drawn.
  • The MICR.ttf font is installed in the C:\Windows\Fonts folder in the machine where the check is printed.

Note: The Bank Account Maintenance > Printing tab is not available in AccountMate 8. Verify the Print MICR checkbox in the AP/PR Module Setup > Printing tab.


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