Dear Clients,

We’re always pleased to see new versions released, as they provide new functionality and compatibility options and, we hope, give you pause to consider overall business and process improvements.

So, am happy to announce that both AccountMate and Acumatica have recently released new versions.

AccountMate has just released V13.2 of AM/SQL & SQL/Express products with numerous enhancements (some listed below) and we’ve already mailed the update on USB to our clients with active Lifecycle plans and look forward to discussing your upgrade plans. Here’s some of the new features:

  • Accounts Payable Automation – Automated vendor payment processing with REPAY, so vendors can choose their preferred payment method of credit card, ACH, or check.
  • Enhanced User Login – Option to enable two-factor authentication via the user’s email address.
  • Support for Gmail, Hotmail and Yahoo as Email Clients – In addition to Exchange and Office 365.
  • IMPORT Price Lists – A customization we’ve done many times! Now, after exporting and updating your price lists, import them back in to update your system.
  • Change Customer Parent Account # – Another tweak you previously had to call those nice cornfed midwestern folks to handle, is now at your fingertips.
  • New Inventory Aging Report – Even without lot-controlled items, it can be handy to see how “old” your inventory items are to identify slow-moving items.
  • After-the-Fact Physical Count Variance Reporting – Previously unavailable after updating or clearing your Physical Counts, now here it is.
  • And more!

We highlighted the Acumatica 2024 R1 release last month. A complete list of enhancements and an hour-long feature review video is here. And find a recap of what’s new in the industry editions in the article below.

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A sometimes-overlooked feature of new releases is supportability of the software—including the application itself and also its components. To wit, the end of Microsoft support for SQL Server 2014 in July of this year—meaning AccountMate/SQL Version 9 and prior will be operating with a back-end database for which Microsoft isn’t releasing any security updates and patches and that’s a dangerous place to have your accounting and financial data. We’ve been reaching out to our clients in this position to ensure the safety and integrity of your system to the best of our abilities.

Regards,

Kevin E. Stroud
kestrou@nexlan.com
NexLAN, LLC
https://nexlan.com

Acumatica 2024 R1: What’s New in the Industry Editions

In the March 20 release of version 2024 R1, each industry edition included a large number of improvements—and here’s a “cheat sheet” on those with the most interesting features for each of the industries that NexLAN’s clients are in:

New in 2024 R1—Manufacturing Edition

Material demand planning now allows the forecasting of optional stock and non-stock kit components, and includes a new Regenerate Inventory Planning tool that recalculates based on current data.

➤ MRP generation lets you specify your inventory planning horizon (number of days) in supply and demand calculations.

➤ MRP and DRP can now include or exclude sales order types in planning calculations, such as returns and other types of orders.

➤ Manufacturing workers can report completed quantities for their production operations when steps are run in non-sequential order or in parallel. This can be turned on or off.

 

New in 2024 R1—Distribution Edition

➤ Improve your demand planning and forecasting with time-phased purchase orders, kit assembly, and warehouse transfer recommendations with the new Distribution Requirements Planning tool.

➤ Integration with the 3G Pacejet carrier service is now inside the core Acumatica application. Streamline small parcel and LTL shipment processing workflows, and configure complex packing and shipping scenarios.

➤ Speed up your RMA process with improved document searches using invoice and line details such as sales order type and number, inventory ID, lot or serial number, and order dates.

➤ New bidirectional picking functionality and aggregated quantities for pick lines will speed your order picking.

➤ Configure document approval workflows independently for invoices, credit memos, debit memos, cash sales, and cash returns (rather than have all the approval workflows be the same).

New in 2024 R1—Retail and Ecommerce Edition

➤ Gain even better connection between Acumatica and Amazon with synchronized data for order fulfillment, product availability, Amazon fees, payments, and taxes. (BTW, companies who are using Acumatica’s breakdown of unclear Amazon fees are loving the increased transparency!)

➤ Directly import exchanges to Acumatica from a Shopify POS order for the same product (or for another product) at the same or different price.

➤ Use bidirectional sync to import products from Shopify and BigCommerce stores to Acumatica through the Commerce Connector.

Did something here catch your eye? Reach out to NexLAN with any support questions.

Acumatica Workflows: New “Sequential Actions” in 2024 R1

As you go step-by-step through your regular workflows in Acumatica, sometimes you might realize that you’re repeating the same two or three steps *every* time you complete a task. Why not combine those steps into a single click to shorten your workflow?

The new 2024 R1 release includes Sequential Actions, which allow you to combine workflow steps yourself—no coding required! This means you can change the default steps to speed up your processes, as well as reduce training time for new employees. 

For example, your customer service reps might notice that *every* time they assign a support case ticket to themselves, they immediately open the case and set its status to In Process. They’d like to combine those three clicks into one click, so that when they assign a case to themselves, the system automatically opens the case and marks it In Process.

Let’s walk through the steps of setting up this Sequential Action in the system. We’ll use the Customization Project Editor to define the series of steps that should be combined into one click. (Note: To use the Customization Project Editor you must have the customizer role in your system.)

Add the screen to your project 

  1. On the left hand side of your Acumatica screen, click More Items. Under Configuration, click Customization, then Customization Projects
  2. In the list of Customization Projects (which will be empty if this is your first project), add a new workflow project. We’ll enter the name OpenACase in the Project Name Field.
  3. Click that blue project name OpenACase to open the Customization Project Editor.
  4. In the editor screen, at the top click Customize Existing Screen.
  5. On the popup Customize Existing Screen, click the magnifying glass, and then on the Select – Select Screen popup, use the search bar to look up the screen by screen title or by screen ID. For our example, it’s Cases or CR306000.
  6. Highlight the screen you want to add and click the green Select button, and OK

Define the sequential actions

  1. On the left side of the Customization Project Editor screen, next to SCREENS, click the drop-down arrow, and again next to CR306000 click the drop-down arrow to display the expanded menu and click Actions
  2. Click takeCase and in the following popup go to the Actions Executed on Success tab. 
  3. To add the sequential action of marking the case as open upon taking the case, we will add a line with the action name from the drop down menu of Open (Open). (See screenshot below—click to enlarge it.)
  4. To have the case also get set to In Process, open the dialog box by clicking the blue underlined FormOpen and adding a line and entering from the dropdown menu for field FormOpen.Reason. Then from the new value drop down menu click In Process.
  5. On the Dialog Box Values screen click Close and on the Action Properties screen click OK

Publish your new workflow

  1. Go to the top left of the Customization Project Editor screen and click Publish. Now your changes will be live in your system! The next time your customer service rep accepts a case, it will automatically open, and be set to In Process. 
  2. Note: Your users will see those sequential actions occur via a progress box that confirms the steps that were just done for them.

The new Sequential Actions in Acumatica’s user-configurable workflows make it easier to elimiate repetitive actions. If you find yourself always taking the same three steps in your system, ask yourself, “Can we automate these steps?” Then give it a try. Of course, if you have any questions please reach out to NexLAN.

AccountMate: Sell All the Right Product Accessories. And None of the Wrong Ones.

If you have a large product catalog and your main products include required accessory items (like a cell phone that requires a charger), or optional upsell items (like an extended warranty for that cell phone), then you might find great value in the Upsell Management Module, which works hand-in-hand with the SO, AR, RA, and IC modules.

Here’s how your AccountMate system can expedite your sales of add-on items:

1. Make sure that the correct accessory item is sold.

For example, you don’t want your customer service rep or sales person to accidently sell an add-on that won’t work. Selling (and then replacing) incompatible parts is a lose-lose situation for you and your customers.

2. When you’re out of stock, easily recommend the best substitute product.

You can leverage the product expertise of your smartest individual for all your customer service staff, by specifying alternate products once, up front, in AccountMate. Your team will have the right information at their fingertips when the need it, with far less training required than you do today.

3. Make it easy to suggest add-ons for a product that your team is selling.

Have those suggestions ready in AccountMate during sales order or invoice entry. You can include scripts or special instructions to prompt your team as they talk with customers about an accessory item.

Your customers are happier when they understand their options before, not after, their purchases. You’re happier when you suggest and sell more accessories—thereby increasing your average order size.

➤ Would you like to renew your focus on upselling? Or get a built-in accessory “compatibility checker” set up in your system? View the Upsell Management Module brochure and contact NexLAN with your questions.

AccountMate Core Product Training—June 6 – July 8

    Ready to learn a new module? Or get some comprehensive training and newfound confidence on a module that you kinda sorta learned on the job? Registration is open for the next session of Core Product Training for AccountMate SQL/Express, held at your computer June 6 – July 8, 2024.

    Sessions are Wednesdays and Thursdays except the week of July 4, for about half a day each day (it varies from 2-5 hours depending on the module).

    The class is live and hands-on, with ample opportunity for you to ask questions about the software or about how to do something the way your company wants to do it.

    Take the whole class—or choose one or more sessions. Just like your AccountMate system, this class is flexible!

    Each day covers one module in depth:

    • System Manager I
    • System Manager II
    • General Ledger
    • Inventory Control
    • AP/PO Master Record (required for AP and PO sessions)
    • Purchase Order
    • Accounts Payable
    • AR/SO Master Records (required for AR and SO sessions)
    • Sales Order
    • Accounts Receivable
    • Bank Reconciliation

    Course Overview   |   Course Outline   |   Course Schedule

    Free training from AccountMate?

    The price is $3,000 for the full course or $400 per session, per student. But if you’re on Lifecycle Maintenance, your company qualifies for at least one free admission annually to the Core Product Training class; contact NexLAN to find out what you qualify for.

    Save the dates: If June isn’t good timing for you then consider the October 2 – November 7 session of this same training.

    For questions or to register, contact NexLAN.

    AccountMate “Error (1234): Subscript is outside defined range”

    Installing the required runtime files for older versions of AccountMate on new workstations can result in error messages during logins: “Error (1234): Subscript is outside defined range.” And “Error (11): Function argument value, type, or count is invalid.”

    This is easily fixable, so please ask your IT to contact support@nexlan.com for the geeky technical details.

    AccountMate Tech Note: Understanding the Revenue Amortization Feature

    Service-oriented firms usually use deferred revenue recognition. Typically, these companies receive advance payments from their customers for services that are not yet rendered. The service contract term may span within twelve months or beyond. Thus the revenue from this transaction must be recognized over the service contract term.

    The Revenue Amortization feature in AccountMate can handle these revenue realization transactions. Article #1328: Understanding the Revenue Amortization Feature discusses how to activate and set up the Revenue Amortization feature. This document also discusses how to use the feature and lists the reports that provide information about the revenue realization transactions.

    AccountMate Tech Note: Using the Vendor Last Received Cost as the Default Purchase Cost

    Depending on the industry, vendors may keep their pricing at the same amount within a certain period. When you order an item that you recently purchased from the same vendor, the price may not have changed since the last time you received the inventory. To expedite data entry when you create purchase orders, AccountMate allows you to use the last received cost of an item as the default vendor price, provided that the Last Received Cost feature is activated in the vendor record.

    Article #1176: Using the Vendor Last Received Cost as the Default Purchase Cost discusses the procedures for activating the Last Received Cost feature and the timing when AccountMate updates the last received cost and the last received date in the inventory item record. It also discusses how the last received cost affects default vendor prices.

    Acumatica Technical Tips

    Change Pie Chart Colors in a Dashboard

    Q. I would like to change the colors in the pie charts on my dashboard—how can I do that?

    A. To specify the colors depending on the series values, use expressions in the Color box of the Chart Settings dialog box. For example, to make a chart element red if the series value is USD and blue if the series value is EUR, you’d use the following expression: 

    =Switch(Value = ‘USD’, ‘#FF0000’, Value = ‘EUR’, ‘#0A26FF’)

    Don’t know your color’s hex number? Simply do an internet search in your browser to get the number, such as: hex number for red. Or to browse a wide range of possible custom colors, use a free tool, for example: Do a search in Google for Color Picker and you’ll get a slider bar to scroll through colors. When you see a color you want, you’ll also see its hex number right there.

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    Why Can One User Run a Business Event and Another User Cannot?

    Q. When I run a business event from User A’s account the event gets successfully processed, but whenever I try to run the same event using User B’s account it shows the error, “Project Task could not be found.” Both of these users have the same access rights. Why does one user get an error?

    A. Employees can be restricted on individual projects. On the Projects screen, if the Restrict Employees checkbox is selected in the Summary tab, then every employee who needs to update the project or use it in their timesheets needs to be linked to the Employees tab of the Project

    Users can also be restricted from projects or tasks via Restriction Groups for Users and Projects. Restriction Groups can be found on the Project Access screen.

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    Allow Users to Edit Supplier Contact Info But Not Supplier Bank Info

    Q. I need to restrict some users from being able to edit our suppliers’ bank account info, but they still need to be able to access and edit other information on supplier accounts such as address and contact details. How can we limit their access to the bank information?

    A. You can use Access Rights at the screen and field levels to create and assign user roles, such as for payment instructions. One user role could be restricted to view-only permissions for payment instructions. Another user role could be assigned delete or edit permissions.

    To change access rights, you need to have an administrator role, or to have been granted rights to edit access rights. Search for Access Rights in the search box and click Access Rights by Role. Choose the Role Name you’ll be changing access to, such as AP Clerk. Then use the sidebar on the right to find the item you want to change—in this instance, Payment Method Detail. Double-click Inherited to change it to View Only.  

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    Can’t Print a Check after Entering a Bill

    Q. I entered my bill, but I am not able to print a check. Why?

    A. On the Bills and Adjustments screen, if you entered your amount due in the Unit Cost and didn’t enter a Quantity, or meant to enter the Extended Cost, you will not be prompted to print a check as the bill’s balance is $0.00.

    AccountMate Technical Tips

    How Do I Add AccountMate Shortcuts to My Shortcut Pane?

    Versions: AM7 for SQL and Express (and higher versions)

    Modules: All 

    Q: Can you give me the steps to use the shortcut window? I can’t find my notes on how to set them up.

    A: Access your shortcuts pane if it’s not already open. (See the thin vertical pane on the left of your screen that’s labeled My AccountMate Shortcuts, and open the pane by clicking the >> at the top.)

    Right-click on My AccountMate Shortcuts and then New > AccountMate Function and you’ll get a popup to select which screens or reports you would like on your shortcut list.

    Tip: Are you new to AccountMate Shortcuts? Learn how to set up AccountMate Shortcuts to display your frequently used AccountMate screens or reports, or other programs or applications—so that you can jump to them quickly. Check out Tech Note: Article #1118 Understanding How the Shortcut Pane Works.

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    New—When Is the Tax Exemption Field Enabled By Default?

    Versions: AM12 for SQL and Express (and higher versions)

    Module: AR

    TIP: Starting in AccountMate 13.1, the Tax Exemption field in Customer Maintenance/Customer Address Maintenance is enabled if both of the following conditions exist:

    1. The Sales Tax Integration feature is enabled and set up.

    2. The sales tax code entered in the customer record/customer address record is either AVALARA (if Avalara AvaTax is the sales tax integration provider) or TAXJAR/EXEMPTED (if TaxJar is the sales tax integration provider)

    Note: Only TAXJAR is available in AccountMate 12, and thus, the Tax Exemption field is enabled and available regardless of the sales tax code entered in the customer record/customer address record. Starting in AccountMate 13, TAXJAR and AVALARA are both available.

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    Why Are My Inventory Adjustment Fields Disabled?

    Versions: AM10 for SQL and Express (and higher versions)

    Module: IC

    Q: I want to post a quantity adjustment for an item; however, the fields under Adjustment in the Inventory Adjustment window are disabled except for the Unit Cost field. Why?

    A: This happens if the inventory item’s Update On-hand Qty checkbox is not marked in the Inventory Maintenance ► Settings (1) ► General area. If this checkbox isn’t marked, then AccountMate won’t keep track of the item’s on-hand quantities; therefore, quantity adjustment is not allowed. This checkbox must be marked if you want to keep track of the item’s on-hand quantities and post quantity adjustments.

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    How to Debit “Inventory In-Transit” While a Shipment Is in Transit

    Versions: AM10 for SQL and Express (and higher versions)

    Module: AP

    Q: We have a new vendor from overseas that we need to pay in advance before they ship our orders. We want to debit our Inventory In-transit account while the shipment is in transit. How do I do this?

    A: Perform the steps below:

    1. Configure the following settings and values in Vendor Maintenance for the new vendor:

    • The vendor is not set up for AP/PO Matching and Accrue Received Goods in the Settings tab.
    • The Prepayment account ID is the In-transit Inventory account while the account ID in Reference Accounts is the Inventory account in the GL Accounts (1) tab.

    2. Create a prepayment invoice for the vendor using the Prepayment Transactions function. Then, print a check for the prepayment invoice to pay the vendor in advance. The Print Computer Check function will create the following journal entry:

    • DR: In-transit Inventory
    • CR: Cash-in-Bank

    3. When the goods arrive, receive the goods through the Received Goods function. No journal entry is created since the vendor is not set to accrue received goods.

    4. Post the AP invoice for the received goods using the AP Invoice Transactions function and apply the prepayment. This will create the following journal entry:

    • DR: Inventory
    • CR: In-transit Inventory

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    A Fun Work Day in the Warehouse

    Versions: All versions

    Modules: All modules

    Tip: As a bonus for you reading all the way to the end here, check out this awesome rhythm band jamming in a warehouse with their song, aptly named, “Delivered.”

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