Dear AccountMate Clients,

NexReports was released more than five years ago as a solution for automatically e-mailing reports out of AccountMate. Since we’ve welcomed several new clients in the interim who might not be aware of it, taking this opportunity to extoll the virtues of reducing your customer invoice delivery costs to zero and accelerating your payment collection cycle.Superhero in red cape says accountmate empowers!

NexReports is an AccountMate plug-in which automatically e-mails built-in and customized reports using your AccountMate system as its information backbone.

NexReports sends built-in reports such as Invoices, Statements, Sales Orders and Purchase Orders to external e-mail addresses of your customers and vendors; or built-in reports such as Open Sales Orders, AR Aging, and Inventory Reorder Report to internal e-mail addresses of your customer service representatives or purchasing agents.

Thus, your customers and vendors receive information quickly and at ZERO incremental delivery cost—completely eliminating your printing, envelope, preparation, paper and mailing costs—while members of your organization are automatically alerted to critical information without having to manually pull it.

While there are other options available for e-mailing information from your system, they either don’t use the native AccountMate Crystal Reports (so modifications to, say, the customer invoice have to be done TWICE) or you have to manually put reports in the e-mail queue.

With NexReports, the built-in AccountMate reports are used, so all customizations to your reports seamlessly appear in all e-mailed reports and the reports send automatically.  It also includes functionality to automatically send Dunning Notices to customers X days past due, which dramatically improves your payment collection cycle.

Finally, NexReports also allows the flexibility of sending to individual or group e-mail addresses and specifying cc: and bcc: addresses on each report for including, say, the salesperson on communication to their customers.

Installation requires no AccountMate source code and makes no customizations to your system, so future upgrades are not impacted.

Priced at $1,500 plus installation and configuration, additional details are available here and please note NexReports is available exclusively to direct AccountMate clients of NexLAN.

Also, a reminder that June 30, 2019 is the end of Extended Support for AccountMate/SQL and SQL/Express V8.x—which not coincidentally is almost exactly the same date as the end of Microsoft Support for SQL Server 2008 on July 9, 2019.  If you’re wondering how dangerous it is to be running accounting and financial management software on systems without security updates, then feel free to call the cities of Baltimore, or Atlanta, or Philadelphia, or Allentown—and those are just a few of the “cities” that have been hit as a result of unpatched systems.  There are thousands of private businesses where attacks on their outdated systems don’t make the news, and we’ve worked with several who are clients so far this year


Kevin E. Stroud

Updated Your Payroll Tax Subscription Lately?

If you run the AccountMate-integrated Payroll module, then the required annual tax subscription includes updates to Federal and your licensed States as changes occur to withholding rates and exemptions plus program updates. While there haven’t been any changes in the Federal tables since early this year, states regularly make mid-year changes (and several recently have)—and of course you should have the latest program updates.

To see what version is installed in your system hit <Help><About AccountMate> and look on the Payroll tab for the Payroll Tax Subscription Version #.  The latest release as of June 1st is 2019.07, so if your version is something below that, then we’re happy to connect and install the update—or, since our meter would be running then and the process is simple, here’s how to handle it yourself:

With no one else in the system, hit <Utilities><Check for Payroll Subscription Updates>, when you may be prompted for the Supervisor password.  Depending on the security settings of your network, the update may install completely automatically—or it may just download the file prsubam.exe to the root directory of your AccountMate installation, from where you’ll need to then execute it with a <right click><run as administrator>.

If you have “local installations” of the AccountMate executable (meaning your AccountMate shortcut is pointing to C:\ rather than a server drive), then this will need to be run from all desktop PCs that use the payroll module.

Whole process should take less than five minutes—and be sure to check when you’re done under <Help><About AccountMate> to confirm you’re seeing a version number of 2019.07.

It’s a good idea to check this on a monthly basis and, as always, keep us on speed dial for any questions!

Core AM/SQL Product Training June 19-21, 2019

The next Core Product Training class at AccountMate’s headquarters in Petaluma, California, is scheduled for Wednesday-Friday, June 19-21, 2019.

The three days of classroom training is applicable to both first-time and existing AccountMate users—and don’t forget that if you have an active Lifecycle Maintenance Plan, it includes one seat per year so your only cost would be travel expenses.
Contact us for additional information and see the course description here.

Tech Note: How to Record Accounts Receivable Customer NSF Checks

It happens to every company sooner or later. Your bank returns a customer check due to insufficient funds…

These NSF (Not Sufficient Funds) checks require adjustments to bring your customer’s account and other GL Account IDs to their proper balances—but the actual steps to accomplish this will vary depending upon the circumstances under which you receive information about the NSF check.

Covering all options, we provide Article #1103: How To Record Accounts Receivable Customer NSF Checks.

Technical Tips

Versions: AM10 for SQL, Express, and LAN
AM9 for for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
Module: AR
Q: Each of my bank deposits includes large numbers of receipts. Is there a way I can configure AccountMate to expedite the Record Bank Deposit function?
A: Mark the Automate Record Deposit by Pay Code checkbox in the AR Module Setup ► General (2) tab. When this checkbox is marked, the Record Bank Deposit function will group receipts with the same pay code and receipt date and will automatically mark those records with the earliest receipt date in the Record Bank Deposit function.

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Versions: AM10 for SQL, Express, and LAN
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
Modules: AR, SO
Q: A customer has a special order that costs more than its regular credit limit. I do not want to increase the customer’s regular credit limit. Is there a way to temporarily increase a customer’s credit limit?
A: Yes. AccountMate provides the ability to grant temporary credit increases to individual customers. To activate this feature, perform the following:
  1. Access the Customer Maintenance ► Settings tab. Then, in the Temp Credit Incr field, enter the value that will be added to the customer’s regular credit limit.
  2. Enter in the Valid Until field the date when the temporary additional credit expires; then, click Update.
After performing the above steps, all the customer’s orders with order dates or ship dates that fall before the expiration date will be validated against the customer’s total credit limit, which is the sum of the regular credit limit amount plus the temporary credit increased amount. When the temporary credit increase expires, AccountMate will automatically validate all the customer’s orders and shipments against the regular credit limit.

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Versions: AM10 for SQL, Express, and LAN
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
Modules: AR, SO
Q: I have not invoiced the items I shipped to a certain customer today and I know that the customer has enough credit for the remaining items that I am planning to ship. Why does AccountMate prompt the message that the credit limit has already been exceeded?
A: The order that you are currently shipping to the customer is not the only factor considered in the credit limit validation. The available credit is calculated as follows:
If Reduce Available Credit by Un-Invoiced Shipment is marked, then:
Credit Available = (Credit Limit – Balance – Open Order) – Un-invoiced Shipments
If Reduce Available Credit by Un-Invoiced Shipment is unmarked, then:
Credit Available = (Credit Limit – Balance – Open Order)
If there is a temporary credit increase, then:
Credit Available = Credit Available + Temp Credit Incr
  • The Reduce Available Credit by Un-invoiced Shipment checkbox is in the SO Module Setup ► General (2) ► Sales Order Transaction section.
  • The temporary credit increase and validity date are entered in the Customer Maintenance ► Settings tab.

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