Dear AccountMate Clients,

A client contacted us recently, as they’d recently started doing some light assembly/manufacturing and needed to relieve components from inventory and roll up cost. They were looking for a simpler option than the Manufacturing module‘s steps of defining bills of material, calculating fixed and variable overhead, machine setup and tear-down times, defining routing, creating work orders, tracking labor, posting of work-in-process, etc. That simpler solution: Kitting!

Kitting is the process of bundling or packaging multiple items into a single item for your customers to purchase. Kitted items can have their own fixed price defined, either more or less than the sum of the individual component prices, or be defined to sum up the then-current component prices. And in all cases the cost is rolled up from the then-current cost of the components. Importantly, creation or shipment of a kitted item seamlessly relieves the components from inventory.

Since “flexible” is our middle name, AccountMate’s Kitting module has numerous configuration options definable on a per-item basis—including the ability to define kits as either build-on-the-fly or prebuilt.

Simply put, a build-on-the-fly kit is one that you would stock the components and then pull them during the sales order picking process—this works well when the finished good is really just a collection of parts in the same box—while a prebuilt kit is one that typically requires some minimal assembly (could be just shrink-wrapping together) or is one that you DO have in the warehouse in its put-together form.

Kits can also be defined as customizable, so you can change the components when entering sales quotes or orders.

I’ve recently added a page to our website with info specifically on Kitting, covering all the configurable options and scenarios where each is particularly applicable—check it out here and, as always, we’re standing by in the cornfields to chat further.

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In other news…

➤I’m THRILLED to announce that, in our 23rd year of business, NexLAN has been named to the Inc. 5000 list of the fastest-growing privately held companies in the U.S. My undying gratitude goes to AccountMate for publishing the most flexible mid-tier solution in the market, to the team here, and to you—our valued clients who made that possible!

➤AccountMate has just announced that the money-saving Early Bird Payroll Tax Subscription Promotion for 2021 starts September 1st and runs through November 30th. If you’re running payroll, Rachel will be in touch very soon to save you 10%.

➤There are regularly hour-long webinars on vertical solutions that expand the functionality of your AccountMate installation, and what could be better than that? How about FOUR vertical solutions presented in one hour, with multiple $100 Amazon card giveaways to attendees! More info to follow, but looking forward to Thursday, October 22nd, so save the date!


Kevin E. Stroud

Upcoming Online Classes: Payroll Sept. 14-18 & Core Modules Oct. 12-26

While the classes no longer include the ambiance of Sonoma wine country, the information is just as great—and, with no travel required and the ability to attend the partial-day classes while still being engaged in your regular work environment, participation has increased, we must be doing something right!

The AccountMate Payroll class is held once per year and is timed to accommodate you spinning up the module for the upcoming January 1st and avoiding those outsourced payroll processing fees.  Totaling 18 hours over 5 days, the payroll class is priced at $1,500/attendee or $400/session.

The AccountMate Core Module class is held quarterly and covers, per its apt title, the core modules of System Manager, General Ledger, Purchase Orders, Accounts Payable, Inventory Control, Sales Orders, Accounts Receivable and Bank Reconciliation. Totaling 38 hours over 11 days, this is an in-depth dive to the modules most every company uses and is priced at $2,500/attendee or $300/session—but don’t forget your “golden ticket” of one attendee per year with your Lifecycle subscription.

Reach out to us if you don’t see your favorite module listed, or you’d like complete course outlines and schedules. We’re always standing by in the cornfields!

Gentle Reminder: Check for Payroll Subscription Updates…

Since mid-year changes in State and Federal tax rates and exemptions are common, plus the normal flow of program enhancements and patches is ongoing, it’s worthwhile to hit <Utilities><Check for Payroll Subscription Updates> on a regular basis and stay up-to-date!

You can see what your current update is under <Help><About AccountMate> on the “Payroll” tab and below is a list of the version, release dates and updates for the last few months. Good news: These don’t have to be installed one-by-one. Installing the latest update includes all prior changes in one fell swoop. So, if you don’t see 2020.12 on the <Help><About AccountMate> page, then let’s get you updated!

  • Version 2020.06, released April 24: Recalculate SUTA resulted in an out-of-balance condition for Overtime earning type
  • Version 2020.07, released May 29: Implemented Coronavirus Tax Relief (FFCRA and CARES Act)
  • Version 2020.08, released July 7: The subtotal caption in the Federal Tax Credits Report was truncated; Recalculate Employer FICA displayed an ODBC 207 error when entering or searching for an earning code
  • Version 2020.09, released July 22: Implemented Form 941 for COVID-19 employment tax credits and other tax reliefs; Federal Tax Credit Claims showed the QTD Paid amount for EE and ER FICA in separate fields
  • Version 2020.10, released July 24: Idaho issued new withholding tables for 2020; Installing Payroll Tax updated AMMENU.DBF though there are no changes to the file
  • Version 2020.11, released August 5: Total Taxable Wages in MA PFML and Total Gross Family and Medical Leave Paid This Qtr in WA PFML reports were doubled; Some builds didn’t display the entire Federal Tax Credits Report interface
  • Version 2020.12, released August 7: Check for Payroll Subscription Updates (PR Tax Auto-update) returned Error 2059: Unhandled Structured Exception

Tech Note: Posting Journal Entries to the Prior Fiscal Year

It’s common to need to post to the prior fiscal year—errors in prior batches that need correction, posting fixed asset depreciation, restating worker’s comp expenses, corrections from an audit, etc.
Our Article #1200: Posting Journal Entries to the Prior Fiscal Year explains how to use the AccountMate General Ledger module to
facilitate posting these types of JEs to suit various requirements.

Tech Note: Maximizing Sales Using the Upsell Management Module

Upselling is an excellent sales strategy to generate additional revenues from current customers, and it’s important for a salesperson to have a tool to assist in that process. With AccountMate’s Upsell Management module, information is just one mouse-click away while entering a Sales Quote, Sales Order or Customer Invoice.
Please see our Article #1211: Maximizing Sales Using the Upsell Management Module for procedures for setting up an inventory item with upsell items and for recording an upsell transaction in AccountMate. It also discusses the report that shows the details of the inventory items and their assigned upsell items—handy for rewarding the salesperson making these upsells!

Technical Tips

Versions: AM11 for SQL & Express
AM10 for SQL, Express & LAN
AM9 for SQL, Express & LAN
AM8 for LAN

Module: AR

We’ve had several inquiries lately regarding the Finance Charge functionality in the Accounts Receivable module, so here’s handy tips on how it operates…

Tip #1: In order for finance charges to be applied to a past due invoice, ALL of the following conditions must be met:

  • The customer record is set up to apply finance charges.
  • The outstanding invoice has an assigned a Pay Code that is eligible for finance charges.
  • The date the finance charge will be applied is later than the invoice due date.
  • The invoice balance or statement balance is equal to or greater than the minimum balance set up in the AR Module Setup ► Finance Charge ► Min Invoice Balance field.

Tip #2: Pay close attention to your selection under AR Module Setup ► Finance Charge ► Charge On

  • If you select “Charge On Past Due Invoice Balance“, the system will apply the finance charges to the existing customer invoices—restating the balance due on them, which may be confusing to customers who’ve already entered the invoice in their system…
  • If you select “Charge On Past Due Statement Balance“, the system will create a new invoice for the sum of the finance charges based on all then-outstanding-chargeable-invoices and this new finance-charge-only invoice will have the invoice number “FCHG”—which shows on their customer statement and can have payment applied to it, but can’t be amended or printed individually.

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Versions: AM 11 for SQL & Express
AM10 for SQL, Express & LAN
AM9 for SQL, Express & LAN
AM8 for LAN

Modules: AP, AR

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 the 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: AM11 for SQL & Express
AM10 for SQL, Express & LAN
AM9 for SQL, Express & LAN
AM8 for LAN

Modules: AP, BR

Q: How can I include in bank reconciliation a cash disbursement directly recorded in the General Ledger module?

A: If you have posted a journal entry for the cash disbursement in the General Ledger module and you want to include the cash disbursement in bank reconciliation, then perform the following:

  1. Access the Record Checks/Other Disbursements function in the Bank Reconciliation module; then, record the disbursement.
  2. Be sure to unmark the Transfer to GL checkbox.
  3. Save the disbursement transaction.

Note: For future reference, we recommend that you post this type of transaction in the Bank Reconciliation module instead of the General Ledger module. In this way, the transaction will be recorded in a one-step process with the bank balance updated and the journal entries created instead of a two-step process. 

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