Dear AccountMate Clients,

You don’t hear the word “Pestilence” much any more, unless you’re talking about the Four Horsemen of the Apocalypse, and that’s too bad as “a serious infectious disease which spreads quickly” is certainly apt for the ransomware viruses increasingly on the rampage.

Also called crypto-viruses, because they encrypt data, they demand payment from you in return for the key to recover your data and THEY’RE GETTING WORSE as the latest versions are finding (and encrypting) even backup files they find on the network.

We’ve had three clients hit with ransomware in the last couple months, and here’s details of each:

The first client had automated nightly backups which were stored off-site, so they suffered only a couple hours of downtime while their IT department scrambled overnight to get everything cleaned up and restored from the backups. They were live the next morning with no loss of data…

The second client’s most recent off-site backup was two weeks old, so that’s what they had to fall back to—reentering the transactions (to the best of their ability) since then, all while trying to keep up with current transactions. Was quite a bit of effort and they had to do an unscheduled complete inventory count when caught up…

The third client’s most recent uncorrupted backup they could locate was from LAST AUGUST—but they had pretty complete printouts from the end of January so they opted to use those printouts as their baseline and key in the system to match that, then enter transactions (to the best of their ability) for the two+ months since then. Was a huge effort and numerous transactions were missed and are still being discovered…

Of course the moral of the story is automated nightly backups with off-site storage—a point regularly made in this newsletter—which just can’t be stressed enough as it’s DIFFICULT to prevent ransomware viruses from entering your network, since they’re usually the result of an end-user clicking on an e-mail or website link. Since ransomware developers are getting more thorough at finding key information to attack, a solid backup strategy is literally the only defense—and the question to ask is: Which situation best describes where you would you be if a virus hit NOW?!

Changing gears just slightly, hurricane season starts in a month and is another reason for companies “in the zone” to make sure your backup strategy is screwed down tight. Numerous times, when storms were bearing down, we proactively reached out and pulled backups of client AccountMate systems to our offices in landlocked Illinois—and twice worked through the night to spin up the backups when offices were damaged, by Hurricane Sandy (2012 in New Jersey) and Hurricane Irma (2017 in Florida). This allowed clients to access their data from whatever remote location they could get to with Internet access so there was at least a nominal amount of business operation possible in the days after the storms. We’re here for you, and can do amazing things when we at least have the backups to work from!


Kevin E. Stroud

AccountMate/LAN V10.1 Released & May 2, 2019 Webinar

As promised, AccountMate/LAN V10.1 was released in late April—and we’ve already put copies of the “What’s New” document and installation media in the mail to our clients with active Lifecycle plans running the LAN platform of the software.

Don’t forget the webinar to present the features will be Thursday, May 2nd, from noon to 1:30pm CDT.  Register here: AccountMate/LAN V10.1 New Features Webinar and here’s a list of some of the new features:

  • Mass Cancellation of Open Sales Quotes
  • Separately Track Sales/Purchase Quote Approval Date and Quote/Order Dates
  • Mass Cancellation of Open Purchase Quotes
  • Supports Payroll Application and Printing of a Check for an Employee with Multiple State Transactions
  • Option to Exempt Certain Employees from Additional State Taxes During Payroll Application
  • New W-2 Codes in Deduction Maintenance
  • Automatically Populate Box 12 with Value of Qualified Small Employer Health Reimbursement Arrangement, Qualified Equity Grants, Aggregate Deferrals under Section 83(i), or Group-term Life Insurance over $50,000
  • New W-2 Category to Capture Paid Family Leave Deductions That Must Be Reported in Box 14 of the W-2 Form
  • Option to Hide Unapplied Earnings and Deductions Details in the Check Stubs

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: Understanding the Transaction Type Codes in the General Ledger Listing

The General Ledger Listing (GL Listing) report is a useful tool to verify each GL Account ID’s debit and credit transactions, posted from the General Ledger module or transferred from subsidiary modules.

This report includes four character “Transaction Type Codes,” which indicate exactly what caused the particular posting, and are detailed in Article #1192: Understanding the Transaction Type Codes in the General Ledger Listing.

Technical Tips

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

Modules: AR, AP, BR, GL, IC, MI, PR, RA

Q: I recently performed Period-End Closing in the AR module. The process was successful; however, the system displayed the message, ‘Transfer to GL is completed. $XXX.XX has been transferred to the Retained Earnings Account.’ What does this mean?

 A: AccountMate displays this message if the transferred data contains transactions belonging to the prior fiscal year and the entries include Income Statement accounts (e.g., revenue, expense, etc.). This is to inform users that these transactions from AR will directly affect the balance of the Retained Earnings GL Account ID.

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

Module: MI

Q: I have old work orders in AccountMate where their status is not yet “Complete.” Some of them have a Finished Qty that is not equal to the Mfg Qty. I do not want to further post a finished job for these work orders. How can I mark them “Complete” in AccountMate?

A: Perform the following to complete the work orders:

  1. Access the Post Finished Job function.
  2. Select the By WO # option; then enter the applicable Work Order #.
  3. Enter the applicable Master Item #.
  4. Enter zero (o) in the Finish Qty field.
  5. Click Save. A dialog box will be displayed asking you, “Is the job completely finished?”
  6. Click Yes to mark the work order “Complete.”
  7. Repeat the above steps for all work orders that you want to mark “Complete.”
  8. Run the Work Order Status Report and select the Completed Jobs Only option to verify that the work order was marked “Complete.”

Note: There may be other dialog boxes that will be displayed after Step 6; select the appropriate answers to complete the process.

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Versions: AM10 for SQL and Express
AM9.3 for SQL, Express, and LAN

Module: AR

TIP: AccountMate 9.3 for SQL, Express, and LAN introduced a feature that provides users the option to automatically apply the open credit to a customer’s outstanding invoices after recording a sales return. The Create Sales Return dialog box has an Apply Payment button, which you can click to display the Apply Payment function. You can expect the following behavior in the Apply Payment function:

  • If you are recording a sales return with an invoice #, then the open credit will be automatically applied to the invoice for which the sales return was recorded.
  • If you are recording a sales return without an invoice #, then the open credit amount will be automatically shown in the Unapply Amt field. This amount can be applied to any of the customer’s outstanding invoices.

Note: The default open credit amounts can be overwritten and the open credit application is not committed until you save the transaction.

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