The Early Checkup

In AccountMate LAN, General Ledger, Inventory Controlby Kevin Stroud

The Early Checkup

Dear AccountMate Clients,

As longtime readers of our NewsLine will recall, I ran competitively in marathons and ultra-marathons for many years – running six consecutive Boston Marathons and numerous 100-mile races (always finishing in the top 10% on those!).  While there’s certainly a high level of dedication required, there’s also a lot of planning involved.

An important part of every race is “the early checkup” – when you’re between 10 and 20 percent of the way into the race – the crush of the starting crowd has cleared out, you’re feeling good and should be hitting your pace comfortably – all of which translates directly to our accounting world.

We’re only 1/6th of the way through the year, so now’s a good time to make sure “all is good so far” and we have the plan well defined for the rest of the year.

Caveat: With such a broad spectrum of clients – literally “mom and pop shops” up to divisions of Fortune 500 companies –  we have a huge variance in the accounting skill set among our clients, so want to be sure we’re covering the basics for everyone.

The easiest checkup for “so far” is the built-in General Ledger financial reports with the “Period Comparison” option.  The Balance Sheet will show comparative changes in cash, AR, inventory, liabilities & debt; while the Income Statement provides a birdseye view of changes in sales, COGS, expenses and profit this year compared to last.  For more sophisticated GL analysis, the Infor/F9 product allows building of custom financial statements with easy comparison to prior years – check out the details, including a demo video, here.

For planning the future, hopefully you’re also exercising AccountMate’s built-in budget functionality – which has export/import ability so you can easily update the values in Excel.  And, I’ll once again recommend Infor/F9 for sophisticated budget reporting.

If you’re already using these tools and want to get more sophisticated, we now have multiple Business Intelligence (BI) options as we’re supporting clients with both Microsoft Power BI and the newly announced NowSight BI (see below for a registration to a link to an upcoming webinar on this one).

The old adage “fail to plan, plan to fail” is true in every effort.  Fortunately we have the tools to accomplish

Correction to last month’s NewsLine, when I said the pivot year for both AccountMate LAN and SQL was hard-coded to “67” as it’s actually coded to “49 years in the future”.  So feel free to run your current version into 2068 and beyond!


Kevin E. Stroud

AccountMate/LAN V7.x Manufacturer’s Support ends 6/30/2018

Extended Support Maintenance for AccountMate 7.x for LAN (All Releases – Version 7.x) ends this year on June 30, 2018 – which means there will be no more patches, even for emergencies, released after that date.  The Payroll Tax Subscription for this version then ends on December 31, 2018 and will not be available for 2019.

While the software, except for the Payroll module, will continue to run past these dates and we’ll do our utmost here at NexLAN to provide support, we’re limited in what we can do to the architecture itself so if you’re on AM/LAN V7 then NOW is the time for us to chat about getting your system up to date.

NowSight™ Business Intelligence Webinar

The newest Business Intelligence (BI) Vertical Solution Partner for AccountMate is Nowsight/BI – which we’re happy to say we work with personally in support of one of our favorite clients.

NowSight is particularly good at stitching together disparate data sources to create real-time, always-on views of your company which you can access 24/7/365.  So for you to see the power of Nowsight BI, we have scheduled a webinar to demonstrate their leading technology to take dashboards, analytics, automated alerts and metrics to the next level.

The webinar is Monday, March 19th, from noon to 1pm CDT and you can register for it here: NowSight/BI

Core Product Training March 7-9, 2018

There’s still time to squeak in to the Core Product Training class at AccountMate’s headquarters in Petaluma, California, scheduled for Wednesday-Friday, March 7-9, 2018.

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.

Tech Note: Understanding the Physical Count Import Feature

Starting in AM/SQL V9, you have the option to import physical count results using the Import Physical Count function in the Inventory Control module, which is a convenient and handy alternative to the Input Physical Count function to record physical count results.

Data can be imported from Text, Excel, or DBF files with the ability to select the fields that are in your import source file and specify the column order in which they exist in the file.

For complete details, please refer to our Article #1343: Understanding the Physical Count Import Feature which discusses how to use the Import Physical Count function, how to validate the imported data and even includes links to sample import files you can download.

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

After the Balance Sheet and Income Statement reports, probably the most important report in General Ledger is the Statement of Cash Flows which shows how your financial activity has affected cash and cash equivalents, and breaks the analysis down to operating, investing and financing activities.

To generate a Statement of Cash Flows in AccountMate, each GL Account ID or major account segment ID must be assigned a cash flow category in the Chart of Accounts or Account Segment Values Maintenance function.  How to do this is detailed in our Article #1311: Understanding the Effects of Cash Flow Category Assignment, which 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. It also provides answers to common questions concerning cash flow category assignment.

Technical Tips

Versions: AM10 for SQL and Express

AM9 for SQL and Express

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

TIP: In the Inventory Maintenance > Analysis > Show area, you can choose between showing the inventory item’s transaction amount or quantity when generating the Monthly Summary or Monthly Comparison analysis.  The amount or quantity options is disabled if you generate a Transaction Listing type analysis.

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Versions: AM10 for SQL and Express
AM9 for SQL and Express
AM8 for SQL and Express (MS803 and higher)

Module: AR, SO

Q: I have several un-invoiced shipments from a long time ago and I will no longer be sending the invoice(s) generated from these shipments to my customers. How can I get rid of these un-invoiced shipments?

A: Perform either of the following to remove un-invoiced shipments from AccountMate:

Option 1: Generate invoice(s) from shipments; then, write-off the invoice amount

  1. Generate the invoice(s) using the Generate Invoice From Shipment function in Accounts Receivable.
  2. Access the Apply Payment function, enter the applicable customer #; then, write-off the invoice amount.
    a. In the grid, select the invoice; then, right-click on the Adjustment column header.
    b. Enter the amount in the Write-Off Amt field.
    c. Click Close.
    d. Click Save in the Apply Payment window.

Option 2: Cancel the shipment 

  1. Cancel the shipment using the Cancel Shipment function in Sales Order.
  2. Note that canceling a shipment increases the inventory item’s on-hand quantity if the item is set to Update On-hand quantity, so you may then need to post a negative quantity Inventory Adjustment for affected inventory items.  Note this will effect your General Ledger accounts as well.

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

Module: RA

Q: I have a line item in an RMA that was already received but assigned the wrong return code. How can I correct the return code assigned to the line item?

A: Perform the following to correct the return code:

  1. Cancel the RMA receipt using the Cancel Receive RMA function from the Maintenance menu.
  2. Amend the RMA as follows
    a. Access RMA Transaction; then, select the Amend RMA option.
    b. Enter the RMA # for the RMA transaction that you want to amend; then, in the Line Items tab, select the line item.
    c. Zero out the RMA Qty for the selected line item.
    d. Enter the correct return code in the Return Code field.
    e. Re-enter the RMA Qty.
    f. Save the RMA.
  3. Receive the RMA.

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