Dear Clients,
We were approached earlier this year to provide the back-end of an eCommerce website in support of matrix inventory. Our contact was newly hired at the company, and told to only implement that one functional module—which didn’t make sense to me to have a disconnected inventory control system…
Deeper discussion revealed they had numerous silos of information—each with its own entrenched “owner” who didn’t want changes in their area:
- Accounts Payable and General Ledger in QuickBooks
- Purchase Orders (somewhat) in spreadsheets
- Inventory nowhere! Just go look in the warehouse…
- Sales Orders and Accounts Receivable in a custom system that KIND OF supports matrix inventory
- Bank Reconciliation completely manual—not even in a spreadsheet
- Five retail locations running a disconnected point-of-sale application
- Two of three salespersons semi-running one CRM application, the third running another
Whew! We’ve seen some Frankenstein’s monsters before, but this was a big one and they were asking us to add to the confusion of an inventory control system that wouldn’t be updated by PO receipts or Sales Order shipments and would be creating Sales Orders separate from their current custom system and the point-of-sale system.
It took some convincing—a lot of convincing—for me to get facetime with the owner/CEO to discuss the benefits of a consolidated system, and there was still initial resistance at upsetting the status quo that had evolved over 40 years with long term staff as department heads. My recommendation was employee interviews, including some of the line level employees in the discussion and not just the entrenched management.
Less than two weeks later he called back with newly opened eyes at the huge amount of manual “busy work” (his words) being done to have late and incorrect information—confirming they REALLY need a single integrated system—and he would make sure everyone there was on board with that vision.
Was a challenge navigating some of the personalities, but from a technical perspective was a straightforward implementation, and they went live October 1st.
The entire staff, including the department heads, are impressed with the new integrated process flows and improved “speed of the business”.
Amazing what can be done with a solid path forward and management commitment to make it happen!
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Several of you have heard of my recent serious car accident, rolling my truck four times and breaking my left collarbone and right hand. Is now two weeks post-surgery and I’m back in the office, chugging chocolate milk and typing slowly with only my left hand. Thanks for everyone’s concern and support, which will be a full recovery in a couple months and highlights the benefit of having a multi-person support organization like NexLAN.
Regards,
Kevin E. Stroud
kestrou@nexlan.com
NexLAN, LLC
https://nexlan.com
Top Questions We Get Asked When One of Your Users Is Out
What happens when your inhouse expert on something in your AccountMate or Acumatica system is on vacation or medical leave—or leaves your company?
Maybe your other users haven’t done a particular procedure in a long time, or haven’t been cross-trained on it. And now it needs done!
The good news is, we’re here to help with free email and phone support—we’re not complaining here. Don’t hesitate to reach out.
Yet, you might want to take a look at these examples and mull over whether your company would benefit by updating the cross-training for a backup person, or by documenting a particularly key procedure.
The top questions we get when a primary user is out fit into three categories:
1. Your custom business rules
Filling out purchase order fields seems straightforward. But what about your one supplier who also wants you to include something in particular on your PO?
For example, they may offer a special early payment discount that’s only valid if you use a unique payment term code that you rarely use. If you use the default payment term, you might miss the discount, or the supplier’s system might process the PO with the wrong terms.
Sales orders routinely have unique business rules too. Maybe a customer has strict receiving hours like 7am to 12pm Tuesdays through Thursdays, and if your temporary user only enters the date without the times, it could cause a scheduling error or failed delivery attempt.
- Sometimes these exceptions are set up by you, or by us, as customizations or templates in your system. In that case, your user just needs to know where to access them.
2. Unusual transactions
For example, applying payments received from a customer is standard operating procedure, right?
But what about found money? You redeem that big bin of recyclable scrap metal in the warehouse for cash, and it’s not something that you invoiced out to a customer for payment.
Or the vendor that owns and restocks the vending machines in your employee breakrooms pays you 10% of the vending earnings quarterly to cover your electricity cost to run the machine. How do you apply that money?
Unusal transactions can happen in just about any screen or module.
3. Oops, a mistake needs to be fixed
- How can I VOID an AP check??
- What can I do after I applied a customer payment to the wrong customer or wrong invoice?
- Other accidental, normal human errors that need to be undone.
Mainly we want you to know that we’re standing by to help, no worries.
And if these examples make you realize that a key procedure isn’t well known by your users, you might address that one internally with documentation or cross-training, to turn a future fire drill exercise into a calm, non-event instead.
Contact NexLAN support anytime!
AccountMate Webinar: RDI-Link: Unlock the Power of HubSpot/CRM + AccountMate Integration
November 5, 2025, 1:00pm Central Time
Discover how RDI-Link for HubSpot CRM transforms the way you manage customer data and sales.
In this upcoming webinar, you’ll see how RDI-Link creates a powerful, automated connection between HubSpot and AccountMate, keeping your business in sync.
Learn how you can:
- Automatically sync orders, quotes, and opportunities between HubSpot and AccountMate
- Keep customers, contacts, products, and pricing up to date in both systems
- Leverage the full power of HubSpot for Sales, CRM, Reporting, and Customer Service without double entry or data lag
Don’t miss this opportunity to find out how RDI-Link bridges the gap between your CRM and accounting system, giving your team a 360° view of every customer interaction!
Register here. An on-demand recording will be available after the event in case you can’t attend live.
Acumatica: How to Mass Update Prices
You can make updates to your sales prices, along with their quantity price breaks, and negotiated prices with your customers, on the Sales Price screen. But sometimes you need to perform updates to a large number of sales prices at once, which would be tedious and time consuming to do one at a time.
Why update prices?
- You are no longer able to absorb the cost of increased tariffs.
- You noticed that your margins are decreasing on one of your product lines and see it has come from increased vendor costs.
- Your biggest competitor has slashed their prices and you need to stay competitive with your prices as well.
Updating prices in bulk is done with a Sales Price Worksheet. Step 1 is to add the items that need updated prices to the worksheet. In Step 2, you will input the updated prices into the Pending Price field on the worksheet. Finally, Step 3, you will Release the Sales Price Worksheet.
Step 1: Add the items to a Sales Price Worksheet
To set up your price worksheet you have a few options.
a. If the prices you are updating already have assigned pricing rules (for example wholesale pricing vs. retail pricing), then on the Sales Prices screen, narrow it down to the item prices you want to update by filtering by Price Type, Price Code, Item Class, Inventory ID, Warehouse, Price Class, Price Manager, or Price Workgroup, and click the Create Price Worksheet button in the header to load these items to the worksheet.
b. If the prices you are updating don’t have assigned pricing rules or you are adding a new rule for items, you will create a new worksheet on the Sales Price Worksheet screen. In the grid header line, click the Add Items button. In the pop-up, select the inventory items to add to the worksheet and select the Price Type and Price Code if necessary for the new price rules.
c. If you instead would like to import the items in from an Excel file, on the Sales Price Worksheet you can click the Upload button.
Step 2: Tell Acumatica what the new prices will be
Just like there are multiple ways to get your items added to the price worksheet, there are multiple ways to update the prices for these items on the worksheet.
a. If you want to make price change decisions individually for each item, then on the Sales Price Worksheet, in the grid of items, in the Pending Price column you can enter the new sales price for each item.
b. If you are updating prices by a flat percentage, then in the item grid header, click Calculate Pending Prices and in the pop up enter a multiplier (% of change) to one of the existing prices to apply to all items in your worksheet. You can then review those calculations in the Pending Price field and if necessary make any changes.
c. If you already worked out the updated prices for your items in an Excel file, then when you initially uploaded the inventory items to the price worksheet above, you also populated the updated pricing to the Pending Price field.
Step 3: Finalize your new prices
After you have gotten all the updated prices for your items entered in the Pending Price field on the Sales Price Worksheet, click Remove Hold and then Release to apply the updated prices to your items.
There’s much more
Acumatica offers a great deal of power and flexibility when it comes to item pricing and pricing update functionality. If you have questions about using promotional pricing, setting up negotiated prices for customers, pricing expiration dates, or something else specific to your pricing, reach out to NexLAN.
Acumatica: Resources for New Users (and Longtime Users, Too)
Our clients are often onboarding new employees, or outside service providers such as bookkeepers. Some new users have prior Acumatica experience; others don’t. In either case, here’s a roundup of tools and information that will help them out. And if you’re a longtime user, you’ll surely find info here to extend your knowledge.
1. Acumatica Open University (free)
Bookmark the Acumatica Open University website for a variety of training materials:
- A Course Catalog with many online courses for end users (Intercompany Transactions, CRM Sales Operations, Purchase Requisitions, and more) and Release Spotlight courses to get familiar with new features added to each edition of Acumatica.
- Learning Paths for End Users with role-specific sets of lessons and guidance. For example, Project Accounting, which provides an overview of Acumatica’s features and abilities for Accounting for Projects, and Change Management and Project Billing.
- Job Aids with step-by-step visuals to help you practice or refresh your memory for 16 jobs, such as Accounts Payable Clerk, Sales Manager, and Warehouse Manager.
- A Digital Album, found at the bottom of the Job Aids page, with 257 pages (!) of indexed flowcharts, each depicting the steps of a task or process in Acumatica. Great for people who like to learn visually instead of reading a chapter of text.
For many of these resources you’ll need to set up a free account (separate from your Acumatica user login).
2. Acumatica Community (free)
This community of discussion forums is a very active hub of conversation among Acumatica users and others including employees from Acumatica, partners, and ISVs. If you have a question, you can see if somebody’s already answered it, or if not, post your question for others to reply to.
The Acumatica Community also has sections where you can submit and upvote ideas for product features (Acumatica’s product development teams are active there too), and view a roundup of current news and announcements.
You can simply browse the community anytime, or you can create a free user account there in order to participate in discussions.
3. NexLAN (free phone and email support)
Your new users are welcome to reach out if they have an Acumatica question or get stuck, same as longtime users are welcome.
You can also schedule an overview session with us. For example, if you have a new controller who’s familiar with another accounting system, we can orient them with a tour of Acumatica functions relevant to their role, key areas of your system that have been customized to fit your company, and answers to their questions of “I’m used to doing XYZ this way in my previous system—how do I do that in Acumatica?”
Hopefully, any Acumatica user who’s read this article learned about a new resource or tool that becomes helpful in their jobs.
AccountMate Tech Note: How to Use the AccountMate Help Menu
The AccountMate Help menu provides easy access to the Online Help, Electronic Manual, E-Learning, Sample Reports, Enhancement Requests, Product Information, AccountMate Homepage, Vertical Solutions, Forms and Checks, and About AccountMate.
Article #1353: How to Use the AccountMate Help Menu discusses the functions in the Help menu so you get the most out of AccountMate.
AccountMate Tech Note: Understanding the Combine Electronic Payments Feature
The Combine E-Payments for Bank Reconciliation feature provides users the ability to combine several electronic payments that are processed in the same check run into a single transaction for bank reconciliation purposes. When the e-payment batch is reconciled, all electronic payments included in that batch are also reconciled. This makes it faster and easier for users to perform bank reconciliation since they need to reconcile only one amount.
Article #1300: Understanding the Combine Electronic Payments Feature discusses how to activate this feature. It also provides information on the effects in Accounts Payable (AP), Payroll (PR), and Bank Reconciliation (BR) brought about by combining electronic payments for reconciliation purposes.
Acumatica Technical Tips
How Do I Set Up a Stock Item On The Inventory Planning Display?
Q: How do I configure a stock item so that it is available on the Inventory Planning Display form?
A: Ensure that Material Requirements Planning (MRP) or Distribution Requirements Planning (DRP) planning methods are activated and then configured, then proceed with the following steps
- In the Inventory workspace under Profiles > Warehouse select the warehouse that should be configured for inventory planning.
- On the Inventory Planning tab of the Warehouses form, ensure the required Inventory Planning Settings are checked.
- Go to the Item Warehouse Details form and enter the Inventory ID and Warehouse from Step 1. Navigate to the Inventory Planning tab in the Planning Method Box, select MRP or DRP and make any changes to the default settings if necessary.
- Save your changes.
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How Do I Delete a Duplicate AP Bill?
Q: I accidentally entered an AP Bill twice and released them both before realizing one was a duplicate. How do I get rid of the second one?
A: On the released AP Bill that is a duplicate, click the three dots to open the More Menu and under Corrections click Reverse. This will automatically create a new AP Bill with the Debit Adjustment Type. On the Debit Adjustment click Remove Hold, then click Release, then click Apply. You will now be on the Checks and Payments screen for this Debit Adjustment. In the grid below under Documents To Apply, click the Plus Sign to add a new line, and in the Reference Nbr field click the magnifying glass to search for the AP Bill you reversed and select it. Now click Release to apply the debit adjustment to the duplicate AP Bill.
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Can I Save My Report Criteria Selections?
Q: I always run my AR Aging report with specific sort and filter selections. Is there a way to save my selections so I don’t have to select them every time?
A: Yes, you can save your report selections as a template! On the report you wish to create a template for, make all your selections for parameters, sorts, and filters, then in the header click Save Template. Enter a name for your template and click OK. After saving your template, you can check the Default and Shared boxes to make this the default report option you see and to share it with other users.
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How Do Cancel a Drop-Shipped Order?
Q: How do I cancel a drop-shipped order with stock items on the order that I already invoiced?
A: To cancel a drop-shipped order and return the items to the vendor complete the following steps:
- Go to Sales Order > Transactions > Sales Order and create a new sales order with the Order Type of Credit Memo and add the items from the original sales order to it and Release it.
- In the header of your newly created SO Credit Memo, click the Actions dropdown menu and then click Prepare Invoice.
- That will automatically take you to the Invoice that was created for your credit memo. In the header click Release.
- You can verify that the inventory items were put back into your warehouse by going to Inventory > Stock Items for the item on the credit memo and see that the qty has now been incremented on the Warehouse Details tab.
- You can also verify that the GL Inventory transaction has been created by going to Finance > Transactions > Journal Transactions and reviewing the Inventory JE that was created.
- To send the items back to your vendor go to Purchases > Transactions > Purchase Receipts and create a new purchase receipt with a Type of Return for the items and vendor they are going back to and Release the transaction.
- You can verify that the GL Inventory transaction for returning the items has been created by going to Finance > Transactions > Journal Transactions and reviewing the Inventory JE that was created.
- You can also verify that the inventory has been removed from your warehouse by going to Inventory > Stock Items for the item returned and see that the qty has now been decremented on the Warehouse Details tab.
AccountMate Technical Tips
How Do I Set Up an Email Signature in AccountMate?
Versions: AM10 for SQL and Express (and higher versions)
Module: SM
Q: I have set up a signature in Outlook. When I email from Outlook, the signature is there. When I email from AccountMate, the signature is not there. Why?
A: This is by design. The Outlook signature is not in the e-mail generated from AccountMate to optimize performance. You may set up the signature in the Report Export/Email Setup ► Email Body area for selected or all reports.
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How Do I Set Up Multiple Wage Expense Accounts?
Versions: AM11 for SQL and Express (and higher versions)
Module: PR
Q:We activated the Payroll module and have set up the GL Account IDs in PR Module Setup. I noticed that there is only one GL Account ID provided for the Wage Expense account. Is there a way to set up multiple wage expense accounts?
A: The Wage Expense account in the PR Module Setup ► GL Accounts tab will be used as the default GL Account ID for new earning codes (Earning Code Maintenance).
In the Earning Code Maintenance function, you can set up multiple GL Account IDs for each earning code and its distribution rate.
Furthermore, the expense accounts set up in the Earning Code Maintenance ► Information tab are used as default expense accounts when you assign the earning code to the employee record (Employee Maintenance ► Earning Code tab).
In the Employee Maintenance ► Earning Code tab, you may customize the expense accounts for each of the employee’s earning codes (i.e., change the GL Account IDs or their distribution rate, add more GL Account IDs, remove default GL Account IDs).
Finally, AccountMate provides you with the flexibility to change the expense accounts assigned to the earning codes in the employee record when you Apply Payroll. You can change the GL Account IDs or distribution rate in the Apply Payroll ► GL Distribution tab.
Note: For Overtime, Leave, and Holiday earning code types, the Use Different GL Account checkbox can be marked or unmarked in the Earning Code Maintenance ► Information tab. Mark the checkbox if you want to set up different expense accounts for these earning codes; otherwise, it will use the expense accounts set up for the employee’s Regular earning code.
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Why Do I Get the Message Credit Card # [xxx] Has Duplicates?
Versions: AM13 for SQL and Express (and higher versions)
Module: AR
Q: I am using the Credit Card Integration feature. When I attempted to apply payment and enter a credit card # in the Credit Card Integration window, the message “Credit Card # [xxx] has duplicates.” displays. Why? This is the second time I have used this card. The first payment went without a hitch.
A: The message, “Credit Card # [xxx] has duplicates.”, is displayed if the following conditions exist:
- You manually entered the credit card # in the Apply Payment ► Credit Card Integration ► Card # field.
- The credit card # already exists in the customer record (Customer Maintenance ► Settings ► Credit Card Maintenance ► Customer Credit Card Maintenance window)
If the credit card already exists in the customer record, the credit card must be selected from the file (Apply Payment ► Credit Card Integration ► Card # dropdown list). If the credit card # is deleted from the customer record, then you can manually enter the credit card # when you apply payment.
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How Can I Delete a Recurring AP Invoice Template?
Versions: AM11 for SQL and Express (and higher versions)
Module: AP
Q: How can I delete a recurring AP invoice template?
A: Perform the following:
- Go to Accounts Payable ►Transactions ► Recurring AP Invoice Setup function.
- Change the drop down to Amend AP Recurring.
- Enter the Vendor # of the vendor for whom you want to delete the AP recurring template.
- Enter the Recurring AP Inv #.
- Click the Void button in the Transactions toolbar.
- Click Yes to confirm voiding the transaction.
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