Sometimes It’s The Little Things: Key Fields

Dear AccountMate Clients,

As the leaves are turning and the kids are gorged on candy from last night’s festivities, there’s just two holiday-filled months left before closing out the books and starting another year – so let’s take advantage of this brief respite before year-end and chat about some of the “little things” that might be a pain in your system.

Have you had customers or vendors change their corporate names – so now the alpha “number” for them doesn’t match their name?  Worse yet, are your customer/vendor numbers only digits and thus have to be memorized?  Or were your inventory item numbers created rather haphazardly, and there’s no mnemonics or organization to them?

These might seem like little things if you’ve been living with them for years – and the experienced people there have good memorization skills! – but they’re a huge pain to new employees and those who don’t work with your system every day.

Fortunately, there’s a FREE utility, called The AccountMate Data Wizard, which allows changing of many key fields – such as customer number, vendor number, item number, warehouse ID and several other fields.  You can change key fields either singly or in bulk (from an Excel spreadsheet), to reorganize your system either a little or a lot.  Again, this utility is free, and would take us only an hour of billable time to install/configure then give you a personal overview and training in its operation so you can then make updates at your convenience.

If you need to merge key fields (such as when one of your customers acquires another or you combine warehouses) or if you need to change GL account (even to the point of completely reorganizing your chart of accounts), then the MKT-Tools product from Bailey Enterprises is available for AccountMate SQL and SQL/Express systems.  Details are here and while this super-powered version of The Data Wizard isn’t free at a total cost of $375, it operates similarly in that we/NexLAN can install and configure it, then provide a quick training session so you can make changes at your convenience.

Looking forward to inexpensively knocking off a simple issue in the next couple months so that 2017 can be even smoother for you!

Regards,

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

NUMEROUS Upcoming Vertical Solution Webinars

AccountMate’s flexible architecture makes it an EXCELLENT platform for best-of-breed vertical solutions to address many common business requirements – and we have several presentations of them scheduled in the next few weeks for you to take a close look at.

AccountMate Business Intelligence powered by ClickBase provides dynamic insight into your business by providing real-time analysis and reporting capabilities. Business Intelligence enables you to visually analyze your business data, track key performance indicators and distribute information throughout your organization, while providing an optimized platform for management and operational reporting. This webinar will demonstrate the process on Wednesday, 9 November, at noon CST.  Please click here to register.

BASIS Warehouse Management is a complete inventory management solution designed for iOS and Windows mobile devices. BASIS integrates quickly and seamlessly with your existing business system, and is simple to use. From label printing to full barcode scanning support, BASIS has everything that could be needed in a warehouse management application, at a competitive price. BASIS is a feature-rich warehouse and inventory management system that can be customized to your unique needs. This webinar will demonstrate the process on Monday, 14 November, at noon CST.  Please click here to register.

Stonefield Query provides a step-by-step method to create professional business reports from information stored in AccountMate. Anyone can create detailed reports, high level overview, drill-down, charts/graphs, pivot tables, and more. Stonefield Query has been customized specifically for AccountMate so you can start creating reports now. This webinar will demonstrate the process on Wednesday, 16 November, at noon CST.  Please click here to register.

AvidXchange: Every business has one thing in common: the desire to achieve higher revenue and faster growth. But how does your Accounts Payable department contribute to the overall goal? In this live demo, AvidXchange will share the top benefits of AP Automation for AccountMate users – including how automation contributes to the bottom line! In this 60-minute free webinar, you’ll learn: • What AP automation is and why it’s so hot right now • How it’s different from other technology platforms, including what’s already built in AccountMate • What the software looks like from invoice receipt through vendor payment will be demonstrated on Friday, 18 November, at noon CST.  Please click here to register.

AccountMate Forms is a fast and easy way to order your checks, forms, tax forms, envelopes, and more online. Black or colored logos can be added and all checks have a security screen with microprint on back. MICR numbering is guaranteed to work trouble-free. Government approved tax forms are available and are 100% complaint with IRS and SSA requirements. Free test samples are available upon request. Join us and learn more on Friday, 2 December, at noon CST.  Please click here to register.

DocuFire DDX is a fully integrated Forms Automation solution for all versions of AccountMate SQL and LAN. This remarkably simple solution enables you to Fax, E-mail and Print AccountMate Invoices, Statements, Quotes, Sales Orders and Purchase Orders right from your desktop. In this webinar, attendees will learn more about these two DocuFire solutions: DocuFire DDX – Document Delivery Express for ERP – Learn how to automate your conversion from mailing to electronic communications. – E-mail and More…fax invoices, statements, orders, purchase orders and more. – Show you how easy it is to create distribution lists to send to multiple parties, attach document collateral to correspondence and attach invoice copies with statements to name a few. DocuFire CCX – Credit Card Express for ERP – Learn how to automate your MOTO (Mail Order / Telephone Order) and e-commerce credit card processing while eliminating your exposure to PCI regulations. – We will show you how CCX can automate your pre-authorizations process. – Setup flexible payment schedules for example; pay on due date, weekly, monthly, and more – Integrated with Authorize.net, CCX gives you the choice of virtually any payment processor and you’ll see how a payment solution can flow through from your e-commerce site to your back-office systems. Join us and learn more on Friday, 9 December, at noon CST.  Please click here to register.

“Early Bird” Pricing for the 2017 Payroll Tax Subscription

Pricing is unchanged, and you can received a 10% discount for orders paid by November 30, 2016!

Payroll Tax Subscription includes a comprehensive update program with the latest federal and state tax withholding tables that are in compliance with federal and state mandated requirements for the tax year. Simply install the Payroll Tax Subscription via a download prior to processing your payroll transactions for the applicable tax year.

2017 Payroll Tax Subscription Pricing for AccountMate

*All 50 States plus Washington DC and Puerto Rico

eFiling: If you’re required to submit files electronically or if you want to use eFiling to eliminate a bunch of time spent filling out forms, paperless state and federal forms are built-in to AccountMate’s integration with Aatrix and available at an additional cost during final processing of your W-2s. Complete processing of your W-2s (including mailing of forms to employees) is cost effective even for smaller organizations, and we encourage you to consider it at time of filing! Please inquire and we’ll get you the per-employee pricing for federal, state and/or local W-2 eFiling according to your preference. 1099 eFiling and quarterly eFilings are options too.

Order and pay by November 30 to save 10% off the list prices in the chart above – and cross off an item on your 2017 “To Do List” early while you’re at it! Give us a shout and we’ll get it ordered for you. Reach us at 877.2NexLAN or email us.

November Core Product Training

AccountMate regularly offers the Core Product Training class at their offices in Petaluma, California – which are always HIGHLY rated by everyone who attends.

Since the Lifecycle Plan now includes one seat per year, attendance is up and there’s another class scheduled for November 9-11, 2016 – which is a great time to be in the North Bay area!

This is three days of classroom training for first-time AccountMate users and existing users. See the course description here.

Technical Tips

Versions: AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
AM7 for LAN

Module: IC, LC

Q: I have on-hand quantity for a lot-controlled item with no assigned lot number. These items are carried by the same warehouse but stored in different bins. Using the Assign Lot Number functions, is there a way to assign a lot number for all of these lot-controlled items?

A: Yes, there is. Be sure to leave the Bin field empty in the first Assign Lot Number window. In this case, all bins that store lot-controlled inventories with no assigned lot numbers for that warehouse will be displayed in the Assign Lot Number for Item # [xxx] window subject to the following restrictions for each Assign Lot Number function:

• Assign Lot Number by Item # function

This function will allow only lot-controlled items with no assigned lot numbers that resulted from the following transactions:

• • Increase on-hand quantities recorded using the Inventory Adjustment function
  • Assembly of lot-controlled kit inventory items using the Build Kit Items function in the Inventory Control module
• Assign Lot Number by Purchase Order function

This function will allow only the lot-controlled items received from vendor purchase orders using the Receive Goods function in the Purchase Order module and for which lot numbers were not assigned at the time you received the purchase order.

• Assign Lot Number for Customized Kit Item function

This function will allow only the lot-controlled items assembled using the Build Customized Kit Item in the Sales Order module and for which lot numbers were not assigned at the time you assembled the customized kit item.

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