There is rarely a week that goes by that we’re not asked to recover data from a backup tape for a client.  Whether files were accidentally deleted or unintentionally corrupted, file recovery is why you invest time and money in a backup procedure.

A few times a year, when called to help retrieve data, we discover that the backup has not been executing successfully.  Even though tapes may have been faithfully swapped out each day, the process has not been running correctly and there is no data to restore.

Tapes go bad, configurations change, and processes will simply quit working.  The only way to ensure that you have a good backup of your data is to check your backup logs daily.

When is the last time you checked your backup logs?  This morning?  This week?  This month?  Never?

The moments that it takes to make visual contact with the logs can and will save you endless hours of recovery time.  Imagine the expense of recreating data from just the past week.

Equally important, backup procedures generally skip any files that are in use at the time of backup.  This means that if anyone is still logged in to AccountMate, portions of your system will be skipped and not included on your backup tape.

It is vital that everyone exits AccountMate completely each night.  Simply minimizing it, even if you are performing any transactions or running reports, is not sufficient for a clean backup.

In addition, all remote users connecting via Terminal Services must be logged out each night and not just disconnected from their sessions.  Any open sessions will also prevent a complete backup from running.

If you don’t know what to look for in your backup logs, we’re happy to discuss the key points with you in a free fifteen minute phone call.

Kevin E. Stroud

Using Images in AccountMate

Take pride in your company’s identity. The logo is one of the most important facets of the identity you have established for your company. Each company that is set up in your AccountMate installation can be personalized with its own unique logo; and that logo can be added to invoices, sales orders, etc.  In addition, an image can be added to display with each inventory item.

If you’d like to incorporate more images in AccountMate, let us know. We’re happy to discuss your options with you.


Included among AccountMate’s many convenient features is the ability to send a facsimile of an AccountMate document from within the software. This week’s Technical Note discusses the components and devices that are required to be installed and the procedures that must be performed to fax reports from AccountMate.

Article 1170: How to Use AccountMate’s Fax Feature

Jim Yuelapwan
Director of Technical Services
AccountMate Software Corporation

Technical Tips

Platform/Version: AccountMate 6.5/6.0 for SQL/MSDE

Module: All Modules

Q: How do I set up the printer properties of a certain report without affecting the other reports?

A: To set up printer properties for most reports, perform the following:

  1. Preview the report.
  2. Click the Printer Setup button in the Preview toolbar.
  3. In the Print Setup window, click the Properties button.

These procedures do not apply to special report forms such as AR Invoices, Sales Orders and the like.

Platform/Version: AccountMate 6.5/6.0 for SQL/MSDE

Module: SM

Q: Where does the system get the default number of copies and default collation settings in the Printer Setup of the Reports function?

  1. This information is provided by the settings in the Printers and Faxes function of the Microsoft Windows Control Panel.

Platform: AccountMate 6.5/6.0 for SQL/MSDE and VAM/LAN Version 5

Module: AR

Q: What method should I use to properly record the bank service charge deducted from a payment by the credit card company?

A: Access the Adjustment window of the Apply Payment function and enter in the Discount Amt field the amount withheld by the credit card company. Indicate in the GL Account ID field the appropriate GL Account ID to which this bank service charge will be posted.

Platform/Version: AccountMate Version 6.5/6.0 for SQL/MSDE and VAM/LAN Version 5

Module: PO

Q: If I amend the unit prices of the items on a purchase order that has been completely received, will the unit prices shown in the Received Goods report be affected?

A: No, the unit prices in the Received Goods report reflect the unit prices shown on the PO when those items were received.

Platform/Version: AccountMate Version 6.5/6.0 for SQL/MSDE and VAM/LAN Version 5

Module: AR

Q: How can I generate a report that shows only non-customer payment transactions?

A: To generate a report showing only non-customer payment transactions follow these steps:

  1. Access the Pay Code Maintenance function and create a pay code that you will use only for non-customer payments transactions.
  2. In the Apply Payment function, assign this pay code when you record your non-customer payment transactions.
  3. Access the Cash Receipts Report function and select the Pay Code option in the Sort By field.
  4. In the Criteria area, enter in the Pay Code field the non-customer payment pay code.  Also enter in the provided fields the other criteria that you want for the report.
  5. Ensure that the pay type checkbox for the non-customer payment pay code is marked.  Click the Print button to generate the report.


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