Dear Clients,

It’s impossible to overstate the productivity improvement from a well-designed BI (Business Intelligence) tool—with immediately digestible information, widely available to the entire staff, and usually in a graphical format. We’ve extolled the benefits in prior NewsLines and on our website here and here.

But since BI is a toolbox, the challenge can be in getting the tool designed and implemented from what’s often a “blank slate.”

The solution? Pre-built BI plug-ins from Nowsight, the first of which addresses one of the most common business challenges: on-time sales order shipment. Probably the most important metric for  customer satisfaction, failure to meet expectations is an insidious cost to your operation as it often results in customers just quietly going to a competitor—and we all know that “keeping an existing customer” is much more cost effective than “finding new customers” (to disappoint)…

So, check out the screenshot of the Sales Order Playing Field below. It summarizes the open sales orders across columns for required ship date and across rows based on percentage dollar value of the order. Thus, the latest and highest value orders float towards the top right, with color-coding moving from green to yellow to pink to red to purple to indicate to your shipping department the latest orders and greatest-value orders.

Filters are built into the display of the playing field for tiers of customers (defined by customer class/industry/territory as some customers are more important than others), warehouses the order is shipping from, and item type/class/product-line. Clicking on any of the boxes shows a detailed list at the bottom of the screen (not visible in the screenshot above) which also has the ability to add internal notes to each shipment.

In addition to the incredibly intuitive display, the system can also be configured to email or text responsible persons as order status changes. Say, the head of shipping as an order moves to yellow, head of operations as an order moves to pink, executive VP as an order moves to red, and the CEO as an order moves to purple.

All of this is visible on mobile devices of every flavor as the information is hosted on Amazon Web Services and securely accessible via any browser. Further, there are no mods to your core accounting system—only installation of a small-footprint conduit to sync data to AWS on a scheduled basis.

Finally, the Sales Order Playing Field has a flat implementation fee and flat monthly recurring charge with no per-user licensing cost and we also have an excellent tool to estimate the financial impact of your current on-time order performance for calculating the ROI.

If you routinely have over 100 open sales orders and your socks aren’t already knocked off, then we’re happy to arrange a live demo at your convenience. You know how to reach us!

Regards,

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

AccountMate Acquires the MKT Credit Card PlugIn

For more than a decade, the MKT Credit Card Plug-In has been the best option for processing customer credit card payments from inside your AccountMate system—saving both time and money—while improving over the years with “sales order pre-authorization” and “Level-3 data” functionality being added.

We’re happy to announce that AccountMate has acquired the MKT Credit Card Plug-In and natively integrated it to AM/SQL V12.3 and beyond. Now dubbed the “Credit Card Integration Module,” the initial purchase fee is hereby waived and only the annual maintenance fee of $750 applies from this point forward for supported versions.

Features include:

  • Securely process credit card transactions via encrypted data, directly through your AccountMate system so you’ve avoided double-entry of the payment
  • Pre-authorize credit cards to catch declined cards and invalid cards automatically BEFORE you ship the orders
  • View credit card activity in AccountMate with full transaction audit trails, and reconcile transactions via the standard AccountMate Cash Receipts and Refund reports
  • Control security of which users can process credit card payments and view information

When using the REPAY gateway, it’s completely PCI compliant as the complete credit card number is only stored in the online vault. And you save substantial money on your credit card processing fees for business-class cards with Level 3 data—typically saving our B2B clients 30% or more.

It’s another great example of the continued functional enhancement of AccountMate with every new release, and more info from AccountMate is in this PDF: Credit Card Integration Features.

Reach out to NexLAN with questions or to get the module in place on your system.

Two Upcoming AccountMate Classes: Core Product and Payroll

1. June 7 – July 13 AccountMate SQL/Express Core Product Training—STARTS SOON!

In this hands-on live training on Wednesdays and Thursdays for six weeks online, you can learn about the capabilities of some or all of the core AccountMate modules: System Manager, General Ledger, Inventory Control, Purchase Order, Accounts Payable, Sales Order, Accounts Receivable, and Bank Reconciliation. Check out the class details:

Call or email NexLAN if you have questions or if you’d like to register.

2. September 18-22 AccountMate Payroll Module Training

Take advantage of this annual offering of in-depth Payroll Module training, which includes 18 hours of hands-on live training online, over the course of a week. Class details:

Call or email NexLAN if you have questions or if you’d like to register.

Acumatica Webinar: CRM Best Practices and Future Vision

How much of Acumatica’s built-in CRM (Customer Relationship Management) capability is your company using so far? If you’re using the basics to access customer-related info from one place, reply to customer questions efficiently and accurately, and streamline your customer communications—then now is a great time to learn what else you can do. Such as:

  • Feed your sales funnel
  • Manage your sales pipeline efficiently
  • Improve customer retention and lifetime value
  • Integrate your CRM with external systems such as Microsoft Teams

In this 60-minute webinar, you’ll see how you can leverage your Acumatica CRM system to improve the synergy between your marketing, sales, and support teams.

To watch this on-demand recording from April 26, 2023, go to Acumatica’s webinar event page and click the CRM webinar to register for immediate access.

Acumatica: A Solution Brief for Merchants Selling to Consumers

Here at NexLAN, we’ve definitely seen evidence that more wholesale distributors and manufacturers are part of the trend of companies selling direct-to-consumer via ecommerce and retail, adding to their traditional business-to-business sales channels. The industry term for this is “omnichannel” sales.

The thing about consumer shoppers is that they’ve come to expect to do more things online, via self-service, without a hitch. They expect to be able to research products and inventory levels before driving to the store to do curbside pickup. They’re accustomed to being able to return a product online or at any retail store location. They want self-service shopping, even for custom orders. With delivery date estimates. On-time delivery. And more.

Your Acumatica system stands ready to help you extend a seemless customer experience into all areas of your customer workflow. And it stands ready to help your sales and marketing teams do more to attract and retain new customers, too!

Where are you in your omnichannel journey?

Here’s a 7-page solution brief PDF that’s a good overview to guide conversation within your company, about how you could further improve your customer experience the omnichannel way. It includes a “Current State Survey” omnichannel readiness checklist to help you assess what you have in place, and what you could have in place.

View or download Omnichannel Requirements to Compete in Today’s Consumer-Driven Digital Economy.

As always, give NexLAN a shout when you want to discuss recommendations or options to extend the use and value of your system.

AccountMate Tech Note: Pricing and Cost Hierarchy for Sales Orders, Accounts Receivable, and Purchase Orders

AccountMate has various pricing and cost features available.

You can set up several prices that can be used as default unit prices for each inventory item when creating sales quotes, sales orders, or invoices.

Article #1094: Pricing Hierachy in Sales Order and Accounts Receivable Modules discusses these various pricing features and the order of priority the system will use to determine the inventory item default unit price.

You can control the costs that AccountMate uses as defaults during the creation of purchase orders and purchase quotes. Depending on how AccountMate is set up, each cost feature will provide a default unit cost on items entered on a purchase order (PO).

Article #1180: Cost Hierarchy in the Purchase Order Module discusses the available cost options and illustrates the priority that AccountMate uses to determine what unit cost will be provided as the default for each PO line item.

AccountMate Tech Note: Understanding the Multi-Currency Feature for Sales Orders

AccountMate’s Sales Order module is equipped with a multi-currency feature that allows you to record and process sales order transactions in foreign currencies. It also allows you to transfer to General Ledger the multi-currency transactions in both home and foreign currencies.

Article #1230: Understanding the Multi-Currency Feature in Sales Orders discusses how to best use the multi-currency feature in the Sales Order module. It also enumerates the reports that display transaction amounts in both home and foreign currencies.

Acumatica Technical Tips

Change the Salesperson on a Sales Order

Q: Is there a way to change the salesperson on a sales order after saving the record?

A: Yes. If the order hasn’t been shipped yet, then in the Open status Sales Order, in the Details tab, edit the Salesperson for each line item.

After the order status changes to Shipping, the salesperson can no longer be edited.

After the shipment is completed and the invoice is prepared, the Salesperson can be changed on the Invoice screen (in the Details tab, for each line item) prior to releasing the invoice.

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Prevent Acumatica from Adding Multiple Sales Orders to an Invoice

Q: Is there a way to prevent Acumatica from combining Sales Orders for the same customer into one invoice?

Example:

Customer A orders 200 blue widgets on Tuesday. On Thursday the same customer orders 350 red widgets. Both Sales Orders are processed and shipped on Friday. When the invoice is generated both Sales Orders are combined into one Invoice.

Our customers do not want combined invoices because it makes it more difficult for them to reconcile their Purchase Order when multiple orders are combined on an Invoice. Also, the Customer PO Number is no longer displayed on the invoice, causing further confusion.

A: No problem. On the Order Type form, set the Bill Separately checkbox to a value of True.

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Set a Default Company for Login

Q: Can I set one of my companies as my default, so that I don’t have to toggle every time I log in?

A: In your User Profile, under Personal Settings, there’s a Default Branch setting that controls which branch you’ll be signed into by default if you have access to multiple branches.

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Reporting Manual Journal Entries

Q: Is there a report that includes all manual (keyed-in) journal entries within a date range?

A: No. However, you can use the Column Configurator to get a display of who created the journal entries and who last modified them.

To go to the Column Configurator, on the Journal Transactions screen click the left-most icon in the column header row. It will pop up the Column Configurator, where you can specify which columns you’d like to add or remove from your display. In this case, you’ll want to select the Created By and Created On columns.

Another option is to filter (i.e. sort) the Journal Transactions screen by module, to only display the transactions that originated in the GL module, so that you only see transactions that were entered as Journal Transactions or Trial Balance transactions.

To filter by module, on the Journal Transactions screen, click the filter (funnel) icon next to the Module column header. It will pop up a box where you can select the GL module. You can come back to deselect GL when you’re finished.

AccountMate Technical Tips

How to Change the Company’s Date Format

Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN

Module: SM

Q: Our company’s date format is yy/mm/dd. I would like to change it to mm/dd/yy. How can I do this?

A: You can change the company’s date format in Company Setup. Run the AccountMate Administrator program, then access the Setup menu, select the Company Setup function, select the company, and click Edit. The Date Format field is in the first Edit Company window. Click the drop-down arrow in the Date Format field to select the date format you want and save your changes.

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Finding a Standard Reports Transaction

Versions: AM12 for SQL and Express
AM11 for SQL and Express
AM10 for SQL and Express

Module: SM

TIP: If you want to find a transaction in any of the standard reports Preview window, click the Find Text button (the binocular icon). Then, enter in the Find Text window the keyword or amount that will help you find the transaction in the report.

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Invalid Payment Type Error When Applying Payment to an Invoice

Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN

Module: AR

Q: Why do I get the “Invalid Payment Type. Only cash, check, and credit cards are accepted.” message when I attempt to apply payment to an invoice?

A: This message appears if the pay code you entered in the Apply Payment ► Pay Code field is not assigned a cash, check, credit card, other, or ACH type in Pay Code Maintenance. Perform the following to verify the pay code type:

  1. Click the OK button on the message window to close it.
  2. Click the italicized Pay Code field label in Apply Payment to display the Pay Code Maintenance screen for the entered pay code.
  3. Review the selected Type. If the type is C.O.D., Terms, or ClickToPay, then you must change the pay code. Apply Payment only accepts a pay code assigned with Cash, Check, Credit Card, Other, or ACH type.

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See a List of Paid Invoices with Their Payment Receipt Numbers

Versions: AM12 for SQL, Express, and LAN
AM11 for SQL and Express
AM10 for SQL, Express, and LAN
AM9 for LAN

Module: AR

Q: What report should I generate if I want to see a list of paid invoices with their payment receipt #?

A: The Payment Distribution Report displays the list of paid invoices with the payment receipt #. You may also configure to include in the report invoices for which sales returns credits were applied by marking the Include App Credit from Sales Return checkbox.

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