Dear AccountMate Clients,

I’ve written previously detailing AccountMate’s three product lines (LAN, SQL and Enterprise), but will focus here on LAN and the unparalleled promotional opportunity available through April 30, 2020.

Get FREE modules for upgrading from LAN to SQL

The roots of AccountMate/LAN go back to the early 90s, which is both a blessing and a curse…  While it’s well-tested and solid in its functionality, the reasons to move up to AccountMate/SQL are beyond compelling at this point, and include:

  1. Stability: Being client/server, AccountMate/SQL is much less network intensive than AccountMate/LAN—and the reduced network traffic means it’s *much* less susceptible to spurious network issues and database corruption.
  2. Performance: Client/server also means AccountMate/SQL flat out runs faster at the desktop, because the CPU and memory of the server is utilized much more than that of the workstations. The lifespan of client PCs is also thus extended.
  3. Enhanced Functionality: AccountMate/SQL has numerous built-in functional enhancements over the LAN product line—contact us for a list specific to your build.
  4. Flexible Reports: AccountMate/SQL uses Crystal Reports, which allows unlimited previews at once and doesn’t lock you out of other screens and the menu—as opposed to AccountMate/LAN’s Visual FoxPro-based reports which “lock you into preview” so you can only view one at a time and can’t use the rest of the program while previewing a report. AccountMate/SQL’s Crystal Reports also have drill-down to additional reports to take a look at the underlying data that’s rolling up to the information shown.
  5. Vertical Solutions Availability: Need wireless bar code scanning, or real-time GL reporting from Excel, or integrated credit card processing, or multi-state sales tax, or UPS/FedEx shipping integration, or… dozens of other functions? They’re only available in AccountMate/SQL.
  6. Scalable Database: AccountMate/LAN’s table sizes are limited to only 2GB, at which point you can’t enter more transactions without having to delete historical transactions; while AccountMate/SQL’s databases are practically unlimited in size—we have clients over 100GB.
  7. User Interface: The menus, reports and screens are nearly identical—just enhanced with new functionality—so you don’t retrain employees.
  8. Historical Data: Upgrading to AccountMate/SQL, from at least as far back as AccountMate/LAN V5, retains all your historical data all the way down to the transactional level.

So, what will an upgrade cost you?

The three components: [A] the software cost itself; [B] the effort to install the new software and port forward your current data; and [C] the effort to move forward modifications, if you have any. Per item #7 above, user training is minimized and only required for the new functionality.

The promotion provides a significant discount (that’s an understatement!) on the software price itself, as follows:

➤If you’re running AccountMate/LAN and have a currently active Lifecycle Maintenance Agreement, then all modules (including source code) are at 100% discount. This doesn’t include System Manager and user licenses, and Lifecycle for the new system is required for the first year.

➤If you’re running AccountMate/LAN and have a currently active Standard Maintenance Agreement, then all compiled modules are at 100% discount. This doesn’t include System Manager and user licenses, or source code for modules, and Lifecycle for the new system is required for the first year.

➤If you’re running AccountMate/LAN and don’t have a currently active Standard Maintenance Agreement, then up to 5 compiled modules are at 100% discount. This doesn’t include System Manager and user licenses, or source code for modules, and Lifecycle for the new system is required for the first year.

Above is a BIG cost savings on moving your system forward, and we’re happy to provide quotes on exactly your system software configuration—along with not-to-exceed quotes on the effort to implement and roll forward any modifications as we follow our upgrade outline.

We have a fully runnable demo of AccountMate/SQL so you can examine it firsthand. Please contact us at your earliest opportunity to get the details worked out as we have only three months to get you into the 3rd decade of the 21st Century!

PS. I’m writing this from Petaluma, CA while in AccountMate’s offices for a few days of meetings—and am reminded of the benefits of interacting in person with AccountMate staff and enjoying the Northern California climate, scenery and food. You, too, can experience those benefits at an AccountMate training class, as many NexLAN clients have done. Next class is in early March, see article below!


Kevin E. Stroud

Checking for New Payroll Tax Updates

For all our clients running AccountMate’s Payroll module, we’ve installed the 2020 update. But don’t forget that tax updates happen all year long at the federal and state levels. Make it a habit to check for changes to your licensed states, at least quarterly.

Haven’t done that before? No sweat. The whole process should take five minutes or less. Try it right now for practice:

First check what version you currently have installed. Hit <Help><About AccountMate> and look on Payroll tab for the Payroll Tax Subscription Version #. If your current version is something earlier than the latest version, then download the new version—review the steps below. It’s easy to install yourself for free, but if you prefer, we’d be happy to connect to your system and install it for you for a small charge; won’t take long and no need for you to hesitate to ask us.

Download tax updates:

  1. All other users need to be out of the system.
  2. Go to <Utilities><Check for Payroll Subscription Updates>, where you may be prompted for the Supervisor password.
  3. Depending on the security settings of your network, the update will either install completely automatically—or it will just download the file prsubam.exe to the root directory of your AccountMate installation and you need to then execute it with a <right click><run as administrator>.
  4. If you have “local installations” of the AccountMate executable (meaning your AccountMate shortcut is pointing to C:\ rather than a mapped server drive or UNC path), then this will need to be run from all desktop PCs that use the Payroll module.

That’s it. Be sure to then check <Help><About AccountMate> again to confirm you’re seeing the new version number as your current version.

Don’t hesitate to hit us with any support questions at our usual fee of “no charge.”

And now schedule a recurring alert in your calendar to check for new updates at least once per quarter.

March 4-6 AccountMate Core Product Training

This year’s first 3-day Core Product Training class for AccountMate SQL and Express is scheduled for Wednesday-Friday, March 4-6, 2020 at AccountMate’s headquarters in Petaluma, CA.

Users who attend consistently report that it was time well spent. Attendees gain insights they can directly apply in their work, and learn how much more they can do 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. Contact us to register.

Tech Note: Profit Center Tracking in AccountMate

A company may have business units or departments that are considered distinct entities. These business units operate as profit centers; as such they generate revenues and incur expenses. The profit center’s performance is important to the whole entity; thus, management will need information to evaluate the profitability of each business unit. Article # 1206: Profit Center Tracking in AccountMate discusses the procedures to track each profit center’s transactions. It also provides information on the reports to generate for management to effectively evaluate each profit center’s performance.

Tech Note: How to Void Posted AP Finance Charges

Finance charges are additional fees imposed by the vendors for the company’s payables that remain unpaid beyond their payment due dates. When you receive notification from the vendors about the finance charges that they applied to your company’s past due AP invoices, you need to post these finance charges in AccountMate using the Post Finance Charge function in the Accounts Payable module.

There may be instances, however, when you recorded the finance charge for the wrong invoice or vendor, posted a finance charge more than once against the same AP invoice or vendor account for the same period, posted an erroneous finance charge amount, or entered an incorrect charge date. When these occur, you need to void the finance charge you previously posted. Check out Article # 1125: How to Void Posted AP Finance Charges. This Technical Note discusses the procedures for voiding an AP finance charge and explains the related journal entries. It also discusses the relevant reports.


Technical Tips


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

Module: GL

Q: I want to create a journal entry from an existing batch; however, I need to edit the JE Reference and JE Line Reference. Is there a way to do this?

A: Yes. Perform the following to edit the JE Reference and JE Line Reference:

  1. Create the journal entry using the Create JE from Existing Batch function; then, take note of the new batch #.
  2. Amend the newly created JE batch using the Journal Entry Transactions function.
  3. Go to the Journal Entry Lines tab.
  4. Edit the entry in the JE Reference field, as needed.
  5. To edit the JE Line Reference, select the Amend JE option (select the JE ID as applicable). The journal entries are then displayed in the grid.
  6. Edit the entries in the JE Line Reference column, as needed.

■ ■ ■

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

Module: GL

Q: I still have transactions to post to a fiscal period that has been closed. How can I transfer the data to GL for these transactions?

A: You can temporarily transfer data to GL by running the Transfer Data to GL function (or the Batch Transfer Data to GL function in GL). To permanently transfer data to GL, you must close the current period using the Period End-Closing function (or the Batch Period-End Closing function in GL). This will permanently transfer to GL the current period data as well as data for prior periods.

Note: The Batch Transfer Data to GL and Batch Period-End Closing functions are available only in AccountMate for SQL and Express.

■ ■ ■

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

Module: PR

Q: Do I need to use the new 2020 Form W-4 for existing employees?

A: Employees who have submitted Form W-4 in any year before 2020 aren’t required to submit a new form merely because of the form redesign. Employers will continue to figure withholding based on the information from the employee’s most recently submitted Form W-4.

The withholding tables in Pub. 15-T allow employers to figure withholding based on a Form W-4 for an earlier year as well as the redesigned 2020 Form W-4. While you may ask your employees hired before 2020 to submit new Forms W-4 using the redesigned version of the form, you should explain to them that they’re not required to do this and if they don’t submit a new Form W-4, withholding will continue based on a valid Form W-4 previously submitted. Beginning in 2020, all newly hired employees must use the redesigned form. Similarly, any employees hired prior to 2020 who wish to adjust their withholding must use the redesigned form.

New employees who are first paid wages in 2020 and who fail to submit a Form W-4 will be treated as if they had checked the box for Single or Married filing separately in Step 1(c) and made no entries in Step 2, Step 3, or Step 4 of the 2020 Form W-4. However, an employee hired on or before December 31, 2019, who was paid wages in 2019 or earlier, and who fails to furnish a valid Form W-4, should continue to be treated as single and claiming zero allowances on a 2019 Form W-4. See section 9 for additional details. For the latest information about developments related to Form W-4, go to

For complete details, go to–dft.pdf

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