Dear AccountMate Clients,

The NexLAN/AccountMate NewsLine is now in its 17th year and I’ve been asked more than once, “How do you keep coming up with monthly topics?” Are you kidding?! With an application and solution space as broad as AccountMate there’s never a shortage of topics!  In fact, I’ve never written about the Executive Summary—which just keeps getting more powerful every version and deserves its own spotlight, so here goes…

The Executive Summary is accessed by clicking on the button just below <Transactions> that looks like an Excel spreadsheet 3D bar chart.

The summary provides a bird’s eye view of the company’s current financial condition, making it easy for you to monitor key data across all of the core operational modules.

Highlights in the Executive Summary include:

  • Sales quotes, open sales orders, unreleased blanket sales orders, and month-to-date (MTD) sales orders and shipments
  • Purchase quotes, backordered purchase orders, unreleased blanket purchase orders, and month-to-date purchase orders and receipts
  • Receivable balance, un-invoiced shipments, and month-to-date customer invoices, receipts and adjustments/discounts
  • Payable balance, unmatched accrued receipts, and month-to-date vendor invoices, payments, and adjustments/discounts
  • Receivable and payable forecast aging
  • Total inventory value
  • Total bank balance

More than just summary numbers, though, every value includes drill-down capability to graphs and detailed transactional lists—which you can even <right click> and export to Microsoft Excel.

Besides “the current month,” you can select any month within your history. Plus there’s numerous configuration options (such as, “Do you want your AR Aging by due-date or invoice-date?”) and the types of charts generated (3D bar, line, etc.). Plus, your custom setup can be saved so that it’s consistently the way you like it and, of course, everything can also be printed.

Finally, a reminder that the greatest ever “AccountMate LAN to SQL” promotion is in effect until April 30th—offering modules at 100% discount! More details in our last month’s NewsLine here and then you’d be able to enjoy all the cool features of the AccountMate/SQL product like the Executive Summary.


Kevin E. Stroud

AccountMate/SQL V11.2 New Features Webinar

New releases of AccountMate/SQL are released almost like clockwork every nine months—but looks like we’ll beat the clock this time as it’s only been six months since V11.1 hit the street.

Since V11.2 hasn’t officially shipped yet, we can’t share the new features list (stay tuned for next month’s NewsLine!), but the webinar discussing them is scheduled for Tuesday, April 7th from noon to 1:30pm CDT. Hit the link here to sign-up now and it’ll even add to your calendar.

AccountMate HQ Training Classes

The next 3-day Core Product Training class for AccountMate SQL and Express is scheduled for Wednesday-Friday, June 10-12, 2020 at AccountMate’s headquarters in Petaluma, CA. Attendees consistently report that it was time well spent. They gain insights they can directly apply in their work to do much more within the AccountMate system than they realized—no matter how long they’ve been using AccountMate. See the course description here and tuition is $2,000 per attendee, but you receive one seat per year with your Lifecycle subscription so contact us to register.

Also, the 2-day Payroll Training class was so well received last fall that another is scheduled for Wednesday-Thursday, September 16-17, 2020 at AccountMate’s offices. If you’re considering bringing payroll in-house this is perfect timing for implementation for 2021. And even if you’re already running payroll in-house there’s numerous features, tips and tricks that you’ll pick up in this deep dive into a complex and powerful module. Again, just contact us to register!

Tech Note: How to Record Service Transactions in AccountMate

Companies in the service industry do not usually carry inventory items; but with service as the primary source of income, there is still a need to record receivables and track revenues that arise from the service transactions. Also, it is important to maintain a record of the sale of the service including details such as assigned salesperson, default price, and any other information deemed necessary.
Our Article #1070: How to Record Service Transactions in AccountMate discusses how to set up “inventory maintenance” records in AccountMate for service as an item and explains how to post transactions for service operations.

Tech Note: Understanding the GL Transfer Report

Reviewing the GL Transfer Report is an important step in preparing for Period-End Closing in AccountMate, because after you perform Period-End Closing in a subsidiary module, the General Ledger (GL) entries for the transactions are permanently transferred to the General Ledger and you will no longer see those entries from the closed period on the GL Transfer Report.
It is important that you have sufficient knowledge on how to properly use this report in your pre-closing review, so our Article #1161 Understanding the GL Transfer Report discusses the criteria and options as well as the basic information displayed on the report.

Tech Note: Understanding the Impact on Inventory Value when Items are Shipped in Excess of Quantities On Hand

Depending on the inventory cost method being used, shipping inventory items in excess of their on-hand quantities results in different transaction entries but it ultimately has the same effect on the inventory balances.

Our Article #1067: Understanding the Impact on Inventory Value When Items Are Shipped in Excess of Quantities On Hand presents the different transaction entries and explains why the effect on inventory balances does not vary regardless of the inventory cost method being used.

Technical Tips


Version: AM11 for SQL and Express
Module: SM
TIP: Starting in AccountMate 11.1 for SQL and Express, you can set up a default e-mail body when e-mailing reports. This setup is available in the Report Export/Email Setup function from the System toolbar. You can apply the message template to all reports or to a particular report only.
Note: The merge codes <CompanyName>, <ReportTitle> and <SortOption> can also be used when setting up the e-mail body.

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Versions: AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for SQL, Express, and LAN
AM8 for LAN
Module: GL
Q: We have 13 periods in our Fiscal Period Table and the 13th period is for year-end adjustments. How do I post transactions to period 13?
A: You can post transactions to period 13 or prior year-end adjustments period using the Journal Entry Transactions function. You must select the Prior Year-End Adjustment option in the Journal Entry Transactions ► Information ► Journal Entry Type area. Before you record the transaction, verify that the prior year’s period 13 is not restricted for posting transactions.  For more details see our earlier NexLAN/AccountMate NewsLine article, The Magic 13th Period.

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Versions: AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for SQL, Express, and LAN
Module: PR
Q: My 2019 Tax Year and the December 2019 fiscal period are already closed; however, when I viewed the General Ledger Listing Report, I still have a balance for the Accrued Employer’s Tax and Accrued Other Expenses GL accounts for the December 2019 fiscal period. Why?
A: The Accrued Employer’s Tax and Accrued Other Expenses GL accounts are credited when you post the applied payroll using the Apply Payroll/Payment Post Date. These accruals are reversed when you pay the applied payroll (i.e., print check, generate ACH file, or post handwritten check) using the Check Date as the journal entry transaction date. This scenario happens when the Check Date is on a period that is different from the Apply Payroll Post Date. In this case, the check must have been dated after the December fiscal period.

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Versions: AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for SQL, Express, and LAN
AM8 for LAN
Modules: AP, PR
Q: Why can’t I print new checks for checks that I have previously voided? I can no longer see the records in the Print Computer Check/Print Payroll Check function.
A: This happens when the Keep the Applied Payment checkbox was unmarked when you voided the check(s). In this case, the applied payroll/payment is also voided. To print these checks again, you must:
  • AP Checks: Apply payment to the invoices using the Apply Payment function.
  • PR Checks: Apply payroll/payment using the Apply Payroll/Payment function.

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