Dear AccountMate Clients,
AccountMate allows posting to unrestricted periods anywhere within a three year window of your last/this/next fiscal years, so we’re already seeing clients posting entries in the year 2010 and this will become even more common in the next few months. The default configuration of AccountMate is to allow “two digit year input”, and for many of the older versions/builds currently in operation, the “rollover year” is set to 10 – meaning that the two digit year 10 is 2010, but the year 11 is 1911. So far, no problem, right? But, as you can see, when the year 2011 rolls around you’ll be receiving errors that the year 1911 isn’t defined!
The proactive solution is to configure your century setup NOW with a rollover of, say, 20 – so that years up through then will be recognized as being in the 21st century. Exactly where/how this is done varies by AccountMate platform and version: If you’re running LAN 3 or LAN 5 then it’s under the <File><System Setup><Year 2000 Setup>; for LAN 6.5 and newer plus all SQL versions, the setting is configured via the separate administrative program. Please contact us for details if you have trouble finding it – perfect use of our “free 15 minute telephone support”!
Another topic I’d like to highlight is the availability of the free add-on for all versions of AccountMate LAN 6.5 and 7 which allows easy export of all reports to numerous formats – including Excel, PDF, and HTML – and one-click ability to e-mail the reports to recipients. The software is available for free, and typically takes us less than a half hour to install – making your valuable financial management data all the easier to analyze. So, if you’re interested in easily exporting your AccountMate/LAN reports – then be sure to contact us.
Finally, in our daily support activities here at NexLAN, we get LOTS of calls regarding reconciling inventory on-hand to General Ledger – so much so that I’ll make this the topic of next Month’s NewsLine intro – but in the meantime, wanted to be sure to note the Tech Note below on “Understanding the Inventory Transaction Log” as it provides guidance on how to determine what’s happening and how it’s affecting your system.
On the running front: had a respectable performance at the Ice Age 50-miler in early May, finishing in the top 25% of the more than 250 runners. Then, to make sure that I wasn’t “losing too much speed” from ultra-distance running, ran a strong 5K (only 3.1 miles – ha!) on Memorial Day, placing third in the Male 40-49 category and in the top 6% of the overall competitors. This coming weekend: The Kettle Moraine 100-miler in southern Wisconsin!
Regards,
Kevin E. Stroud
NexLAN, LLC
https://nexlan.com
AccountMate Basic Product Training Class
AccountMate regularly holds product training classes at their corporate offices in Petaluma, CA, covering the planning and implementation of the AccountMate 7 core financial modules (AP, AR, BR, GL, IC, PO, SO, and UM). The cost of the class is $2,085 per person, not including travel and hotel expenses.
The next scheduled class is June 17-19. If you are interested in the class please contact us at NexLAN at (217) 431-7236 or by <replying> to this e-mail.
Free AccountMate Vertical Solution Webinars
AccountMate continues to offer webinars on vertical solutions to improve your business. All webinars are one hour long from 12:00pm to 1:00pm CDT, unless otherwise noted. Please take a look at the below list, and it’s always free to look! If you would like to attend please contact us, by <replying> to this e-mail to sign up for the webinar.
AccuDart – Thursday, June 4th – real time inventory management solution. Using radio-frequency barcode scanners, it allows the warehouse staff to instantly process transactions such as receipt of POs, Sales Order picking and shipping, Physical Count process, etc.
DocPop (Electronic Document Management) – Thursday, June 11th – users can store, retrieve, and manage documents without having separate platforms to manage. All documents produced by AccountMate, such as invoices, AP checks, reports, etc. are automatically processed and stored in the solution. Users can access documents from within the AccountMate software, with a click of a button
INFOtrac Announces Telephone Application Programming Interface (TAPI) Module
INFOtrac‘s new TAPI adds a new level of functionality by integrating TAPI enabled phone systems to the INFOtrac environment.
With the TAPI module you can do the following:
1) Log all incoming and outgoing phone calls by customer and contact with all relevant call time data
2) Synchronize the INFOtrac system to the customer calling in automatically
3) Allows a pop-up message of who is calling and their information
4) Enhance call routing and call dispatched based on INFOtrac information
5) Reporting of call activity and related information
6) Can be fully customized to perform business process functions, trigger activities and functions to enhance both call routing and action from calls
If you are interested in the TAPI Module there will be a 45 minute webinar on Tuesday, June 23 at Noon CDT.If you would like to attend please contact us, by <replying> to this e-mail to sign up for the webinar.
Tech Note: Understanding the Inventory Transaction Log
The Inventory Control module provides information in the Inventory Transaction Log to help you monitor inventory item transactions. This Tech Note discusses the available report criteria, report fields, sources of entries and the transaction types used in the Inventory Transaction Log. Click the title of the article below to access the document.
Article 1159: Understanding the Inventory Transaction Log
Tech Note: How to Adjust Finance Charges Applied to AR Invoices
Many businesses impose finance charges on customer balances that remain unpaid after a certain amount of time. Occasionally, these charges may have to be adjusted either because they are erroneous or because the charges are fully or partially waived. This TechNote discusses how these adjustments are to be handled in AccountMate 7 for LAN and AccountMate 6.5 for SQL, MSDE or LAN. Click the title of the article below to access the document.
Article 1122: How to Adjust Finance Charges Applied to AR Invoices
Technical Tips
Versions: AM7 for SQL, Express and LAN
AM6.5 for SQL, MSDE and LAN
Modules: PO, IC
Q: I attempted to assign a new unit of measurement for a purchase order line item; however, the U of M field in the Line Item Detail window is disabled. How do I activate the U of M field?
A: You must have purchased the Inventory Control (IC) module in order to be able to use the Unit of Measurement (U of M) feature. The IC module enables you to create several U of M records and allows you to assign a U of M for each line item.
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Versions: AM7 for SQL, Express and LAN
AM6.5 for SQL, MSDE and LAN
Modules: AP
Q: I posted an AP prepayment transaction. When I generated the GL Transfer Report, I noticed that there were no entries for the transaction I recorded. I verified in the Vendor Maintenance that the vendor’s Open Debit balance remains unchanged. What did I miss?
A: AccountMate generates journal entries for posting to GL and updates the vendor Open Debit balance only when you post a handwritten check or print a computer check for the prepayment.
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Versions: AM7 for SQL and Express
AM7 for LAN
AM6.5 for SQL and MSDE
AM6.5 for LAN
Modules: AP
Q: I generated the AP Forecast Aging Report to include open debit transactions; however, I noticed that the prepayment transactions I recorded earlier do not appear in the report. I also checked the vendor’s record and the Open Debit field does not include the prepayment amount. How do I resolve this?
A: Prepayment transactions must be applied for payment and paid before the system recognizes them as part of the vendor’s open debits. As soon as the prepaid invoice is paid, it becomes part of the open debits in the vendor’s record and included in the AP Forecast Aging Report. The prepayment transaction will appear in the report with “OPN DB” as the description in the Invoice # column.
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