Dear Clients,

Were you impacted by the recent cell phone outage? It seemed to be mostly AT&T and its resellers in the east and central U.S., so we were right in the thick of itbut unscathed as we implement both active and passive disaster recovery systems.

Active systems allow QUICK system recovery as they’re implemented with either full-time redundancy or a means of rapidly bringing alternative systems online—what we geeks call “hot spares.” This can include real-time replication of data to offsite staged servers, backup electrical generators (either online full time or “at the ready” as we have here at NexLAN), or hosting of your systems “in the cloud” where fail-over is a built-in component of the provider’s architecture.

For mission-critical systems where downtime simply can’t be tolerated, there’s simply no alternative to active disaster recovery. But that’s the most complex and definitely the most expensive option so it has to be worth the investment…

On the other hand, passive disaster recovery systems are less expensiveusually requiring only infrastructure planning for the “What If?” scenarios to the greatest degree possible—so here’s some inexpensive suggestions to consider:

► Our incoming telephone lines are “Plain Old Telephone Service” (POTS lines) into our in-house telephone system, called a PBX, which certainly supports digital phone lines but those would ride our Internet connection and be a single point of failure for both email AND phone service. So, even though we get solicited at least monthly to save a few dollars by changing our lines over from POTS to digital, we’re sticking with the old fashioned copper pairs. Yes, local Internet outages are rare, yet they do happen—and when they do, you can still reach us via phone.

► For our clients who have their systems hosted in-house, on several occasions we/NexLAN have restored AccountMate systems to cloud-based hosts in less than 24 hours. I’m not saying it’s easy <grin>, but if you still have access to your backups after the catastrophic event and can get them to us, then we have a great working relationship with V2Cloud and can spin up a server in a matter of minutes—to then restore your backups to and configure remote access for your users. The key component to success here is “access to your backups after the catastrophic event,” so those backups will need to be offsite of your system yet still accessible.

Disasters come in many forms—from natural disasters like earthquake, flood, hurricane, tornado, and wildfire, to technological disasters of power outage, loss of communication, ransomware, and hardware failure—and it’s practically impossible to be prepared for all of them. But we’ve seen with our clients that a little preplanning—like ensuring your system backups are regular, automated, offsite, and accessible—has been the difference between surviving a catastrophic event and the permanent closing of the business.

Of course we’re only scratching the surface here, so let’s please get your local IT support in the loop and be as prepared as possible for the possibilities!

Regards,

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

What If You Were In Charge of New AccountMate Features for a Day?

What changes would you like to see in your system? The team at AccountMate wants to know! In fact, MANY software enhancement requests that come direct from users like you are prioritized for inclusion in new releases.

It doesn’t matter if you want a minor addition to an existing feature, or you have a request for a major new feature or an entire module. Or anything in-between. AccountMate would like to hear your request.

AccountMate’s doing their next prioritization of enhancement requests shortly, based on a review of all requests submitted to date. So send in your wish list of one or more features that would make your job easier.

How to request an AccountMate product enhancement

Send your request to NexLAN. Why us? Because more than half the time, the feature that someone is asking for already exists. That means you wouldn’t need to wait for a possible enhancement to the software. For example, a reporting enhancement request might already be addressed by one of the several hundred (!) built-in reports in AccountMate. Or, one of those built-in reports might get you 90% of the way to what you’re requesting, and we could quickly tweak that report to get you the other 10% that’s specific to your business. If the enhancement you want is already something that your current version of AccountMate can do, we’re here to let you know, and show you how it works.

If it turns out that what you want isn’t already in AccountMate, we can submit your enhancement request for you. And if your request is something that we believe other users would want too, we can tell AccountMate that.

Or send your request to AccountMate. You can submit a product enhancement request anytime from inside your AccountMate software. Just hit <Help> then look down the list of options for <Enhancement Request>.  Clicking that will take you to the AccountMate website where you can enter the details of your suggestion, including the benefits that this change would provide to your business. Few software companies make it so easy for users to send in ideas for product requests, AND seriously review each one.

We encourage you to help direct the future of the product—because who knows what you need better than you?

AccountMate Manufacturing Module Training—April 24-25

    Now’s the time to register for this once-per-year class that dives into the AccountMate Manufacturing Module.

    A few of the interesting topics covered include:

    1. Sub-assemblies: How to manage parent or master items and their component items, for material requirements and availability, production order scheduling, reporting of component and subassembly, other reports, and more.

    2. Work orders: How to set up production for complex assemblies and job levels as separate jobs and work orders, to allow managing each schedule separately as well as together.

    3. Time-saving tips like how to clone existing information (like components in BOMs, work order line items, backorder quantities from open sales orders, and more) into new records, where they can then be edited rather than entered from scratch. Or how to add unlimited system and work order remarks, notes, and manufacturing instructions so that all relevant information is documented and instantly available anytime.

    4. How changes to Manufacturing Module data automatically cascade to other integrated AccountMate modules such as GL, Inventory Control, Inventory Specification, Lot Control, Sales Order, and Purchase Order, to keep everything and everyone up-to-date.

    5. And a lot more! This is a module with many capabilities to suit the many types of manufacturing—well-deserving of its own training class. You’ll also get great ideas from other students as people ask questions and share how they do things at their companies.

    Course Overview

    Course Outline

    Course Schedule

    Registration is now open. The class is live, not prerecorded, held online for a three-hour session both days. To register, contact NexLAN.

    Acumatica Summit—Watch the Conference Keynotes

    Acumatica’s recent annual Summit January 28-31 in Vegas hosted 3,000+ customers, reseller partners, and third-party developers, offering 100+ breakout sessions and events. 

    NexLAN’s top takeaway after attending was that Acumatica truly excels at keeping ahead of the technology curve to drive customer-focused product innovations—sharing their strategy publicly.  We also appreciated the face-to-face networking with so many Acumatica employees, and with ISVs to learn about new add-ons to address our clients’ wish lists. 

    The keynote sessions were motivational. We encourage you to watch the recordings to hear from many Acumatica executives and customers.

    Watch the Day 1 and Day 2 Acumatica Summit keynote recordings on demand.

    You’ll hear updates about:

    1. Acumatica company strategy, including how Acumatica is using AI, and how they’re adding functionality to support the increasingly blurred lines that their customers are experiencing in their sales channels and industries, and more.

    2. Highlights of new features in 2024 R1, now in beta and expected this quarter.

    3. Product direction in the coming months and years, like a new Professional Services Edition later in 2024, and a new user interface rolling out in phases that will allow nearly everything on the screen to be customizable by users, and more.

    Acumatica Summit keynotes here. (And do save the dates to attend the next Summit January 26-29, 2025.)

    Acumatica’s New Album of 250 Flow Charts for Workflows

    Acumatica published a new Diagram Album with comprehensive flow charts for its workflows, giving you a whole picture of each process—such as “Applying a credit memo to a refund in full,” and “Processing blanket purchase orders.” 

    ➤ Look through the current album at Acumatica Open University on the Job Aids page—scroll to the bottom to Supplementary Materials to download the Digital Album PDF.

    Each diagram shows a flow chart with steps, and the form numbers (i.e. screens) involved. It notes which user role performs each step, as well as what the status is at each step and what the system is expecting before you can move to the next step. For example, an AP Bill has a status of On Hold until you Save the bill and Clear the Hold. Then the status changes to Balanced or Pending Approval. 

    Click the image below to expand the view of an example flow chart for a “Direct return” credit memo. 

    Handy uses for the Diagram Album:

    1. When users can see and understand the workflows of a process, it allows them to understand why and where each piece of information fits within the entire process. (Note: New users should start instead with the Job Aids workflows, which provide details of all the sub-steps and include instructions for practice.)

    2. The Diagram Album is useful when managers want to change a workflow to match their company’s business process, by adding or subtracting steps, or automating repetitive steps. For example, maybe your company never requires approval for a particular step. That workflow can be changed to always automatically approve for you, through the creation of a Business Event. (NexLAN can create that for you; super-easy.) 

    To plan the exact change you want, print or screen-capture a stock workflow. Then draw arrows and make notes to pinpoint the details of your desired change.

    3. The Diagram Album is helpful for new hires at your company who are coming from another system and want to get up to speed on Acumatica quickly. They can look up a workflow to see any differences from whichever previous system they’re familiar with.

    Questions? Contact NexLAN’s support team

    AccountMate Tech Note: Understanding the Effects of Cash Flow Category Assignment

    Article #1131: Understanding the Effects of Cash Flow Category Assignment provides guidelines for the proper assignment of cash flow categories using the Direct and Indirect methods of Statement of Cash Flows and IFRS Statement of Cash Flows presentations.

    This tech note also provides answers to common questions concerning cash flow category assignment.

    AccountMate Tech Notes: All About IFRS

    International Financial Reporting Standards (IFRS) is a set of international accounting standards stating how particular types of transactions and other events should be reported in financial statements. IFRS are issued by the International Accounting Standards Board whose goal is to make international comparisons of company accounts as easy as possible. Activating the IFRS feature for a company in AccountMate allows users to generate IFRS-ready financial statements.

    Here’s a set of four tech notes with details about IFRS-specific features:

    1. Article #1331: Understanding the IFRS Statement of Comprehensive Income. Learn about generating an IFRS-ready Statement of Comprehensive Income financial report from General Ledger, which includes the report captions, report settings, and report title.

    2. Article #1332: How to Activate AccountMate’s IFRS Feature. Users with existing non-IFRS-compliant companies can opt to activate the IFRS feature to facilitate the conversion of financial records and reports to be IFRS-compliant. This tech note provides information about the prerequisites for activating the IFRS feature as well as the activation and post-activation procedures.

    3. Article #1333: Understanding the IFRS Statement of Cash Flows. Learn how the IFRS and non-IFRS Statement of Cash Flows generic captions differ. This tech note also highlights the differences between the IFRS and non-IFRS companies’ cash flow categories, and provides the formulas used to calculate the values for the IFRS Statement of Cash Flows captions for both the Direct and Indirect cash flow methods.

    4. Article #1342: Understanding the IFRS Statement of Financial PositionActivating the IFRS feature automatically changes the financial reports available in General Ledger. One of these reports is the Statement of Financial Position. This tech note provides information about this statement, and also discusses the Balance Sheet enhancements.

    Acumatica Technical Tips

    Include Images When Printing a Production Work Order

    Q: Can we print digital images on a production work order?

    A: Yes. The Acumatica Report Designer allows you to link pictures to rows in your BOM. Then the fields that those pictures are stored in can be linked to, allowing you to display them on the work order. 

    While Acumatica has many do-it-yourself tools like Report Designer, this one is a bit geekier than most. NexLAN recommends that you schedule a training call for us to walk you through it the first time to make sure you’re on the right track. This will save you time, give you the confidence to do things correctly, and set you up to make future reports like this on your own.

    There’s also a section about the Report Designer in the Acumatica Help Wiki.

    ■ ■ ■

    Importing Sales Leads into Acumatica

    Q: Can I import sales leads from Excel into Acumatica’s CRM?

    A: Yes, you can easily do this from Excel as well as from other sources like SalesForce and HubSpot. First you’ll download a pre-built Import Scenario template from the system, that’s specific to leads, so you can add your leads to it. Then you’ll import from the template. Here are the steps:  

    1. Go to the Import Scenarios form. Use the search bar on the top right to search for, Import Leads from Excel

    2. Click the attachment option for Excel (the small icon in the paperclip column to the left). 

    3. Download the Import Leads from Excel Template file. 

    4. Add your lead data to the template and then remove the few sample lines at the top before saving. Now you’re ready to import into Acumatica.

    5. Go to the Import by Scenario form, to the Import Leads from Excel import name, as shown below.

    6. Click the 3 ellipsis dots in the menu and select Upload File Version. Find and select your template file that has your leads and Upload.

    7. On the form toolbar, click Prepare, then Import. Leads will be imported into the system and you are now ready to go.

    ■ ■ ■

    Loading a Budget into Acumatica from an Excel File

    Q: How can we load a yearly budget with an Excel file?

    A: You can upload your Excel file into Acumatica for each Branch and Ledger with ease. Repeat the steps below for each budget that you may have:

      1. Make sure your Excel file matches the system budget template. 

    Note: For a system template of a yearly budget, please go to the Budgets (GL302010) form, and open any of your existing yearly budgets. Once it’s selected and the bottom grid is populated, then select the Export to Excel button on the grid’s toolbar. This will export an Excel file in the correct system format. Use that as a starting point to work on your new budget numbers, to then upload.

      2. Open the Budgets (GL302010) form.

      3. In the Branch box of the Summary area, select your branch.

      4. In the Ledger box, make sure Budget is selected.

      5. In the Financial Year box, select the year.

      6. On the table toolbar, Load Records from File.

      7. In the File Upload dialog box that opens, Choose File and select the correct file. Upload

      8. In the Common Settings dialog box that opens, in the Mode box, choose Insert All Records, and click OK.

      9. In the wizard that opens, leave all the default settings and map the columns the system has filled in, and click OK.

      10. On the form toolbar, click Save to save the uploaded budget.

      11. In the Ledger box, make sure Budget is selected.

      12. In the Financial Year box, make sure the correct year is selected.

      13. On the table toolbar, Load Records from File.

      14. In the File Upload dialog box that opens, click Choose File and select the correct file. Upload.

      15. In the Common Settings dialog box that opens, in the Mode box select Update Existing and click OK.

      16. In the wizard that opens, leave all the default settings and map the columns the system has filled in, and click OK.

      17. On the form toolbar, click Save to save the uploaded budget.

      18. Open the Release Budgets (GL505510) form, and on the form toolbar, Release All. The Processing dialog box will open; close it when the processing is complete.

    ■ ■ ■

    Can We Hide a Column for All Users?

    Q: How can we hide a column on a screen globally in the system?

    A: Note: Access to this ability requires that you have a user role of Customizer. 

      1. Go to the screen that has the column you want to hide.

      2. Using the Column Configurator, as seen in the screenshot below by clicking on the Column Configurator button circled in red (click the screenshot to view it larger), select the column you want to hide and move it from Selected Columns to Available Columns (to the left). Click OK.

      3. From your original screen again, go to Tools > Share Column Configuration.

      4. Select the now-available Results option and hit Next.

      5. On Page 2 make sure that you have the Set as the Default option checked and hit Finish.

    AccountMate Technical Tips

    Setting Up Finance Charge Calculations for Past Due Invoices

    Versions: AM10 for SQL and Express (and higher versions)
    AccountMate 9 for LAN

    Module: AR

    Q: I want to calculate finance charges for past due invoices for some but not all customers. How can I set it up in AccountMate?

    A: Access the Customer Maintenance ► Settings tab and mark the Apply Finance Charge checkbox for customers whom you want to calculate finance charges.

    Note: In addition to the invoice being past due and marking the Apply Finance Charge checkbox in Customer Maintenance, the pay code assigned to the invoice must be configured to be Eligible for Finance Charges.

    ■ ■ ■

    Having Trouble Viewing a Tax Form

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

    Modules: AP, PR

    Q: I want to generate a tax form from the Tax Forms and Print/E-File 1099 function. I selected the form; then, clicked Preview. I waited for a few minutes. Nothing seems to happen. Why?

    A: After you click the Preview button in the Tax Forms and Print/E-File 1099 function, you are already running Aatrix’s functions. There are times when the Aatrix screen will appear behind the AccountMate screen or on applications that you have opened (e.g., Outlook). Minimize those screens (e.g., AccountMate and Outlook) to see the Aatrix window and proceed to view the selected tax form.

    ■ ■ ■

    Creating Transactions from Imported Bank Transactions

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

    Module: BR

    Q: I imported bank transactions successfully; however, the imported transactions do not appear in reports. Why?

    A: The Import Bank Transactions feature will not create transactions in AccountMate. The imported transactions from your bank statement (or from your import file) will be automatically matched with the recorded transactions in AccountMate for easier and faster reconciliation. If the imported transactions are not yet recorded in AccountMate, then you can record them using the Copy feature. Read Article #1345 – Understanding the Import Bank Transactions Feature for more information about this feature.

    ■ ■ ■

    Why Can’t I Print a New Check for a Voided AP Check?

    Versions: AM10 for SQL and Express (and higher versions)
    AM 9 for LAN (and higher versions)

    Module: AP

    Q: I voided an AP check for an invoice to print a new check; however, I cannot find the invoice in the Print Computer Check grid. I have verified that the invoice has a balance. Why can’t I print a new check to pay the invoice balance?

    A: This happens if the applied payment was not kept when the AP check was voided. You must apply payment to the invoice balance again to print a new check. To do this, perform either of the following:

    • Amend the invoice; then, enter in the AP Invoice Transactions ► Information ► Apply Amt field the invoice balance. Save the invoice.
    • Or, access the Manual Apply Payment function for the vendor. Enter the invoice balance in the Apply Amt field. Save the transaction.

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