Tight Like a Band

In AccountMate Enterpriseby Kevin Stroud

Dear AccountMate Clients,

I’ve been a musician since my teenage years and still regularly play guitar and drums all across the country, often playing with high-caliber musicians.  Just in the last year that list includes Rob Halford of Judas Priest, Sebastian Bach of Skid Row, and Alice Cooper’s lead guitarist, Nita Strauss – and what makes these performances sound good is that we’re “tight.”

“Tight” is a musician term which means everybody is good at their part and depending on the other players to do their part, but most importantly everybody is hitting their notes at the right times.

Which, now that I think about it, is how a “tight” accounting system should work – everybody should know their part, and you’re depending on other players to do their parts at the right times.

What does that look like in practice?

  • It means customer service getting sales orders into the system promptly (including importing from websites) and correctly (using system-defined price configurations) – so the order fulfillment team gets their pick tickets as quickly as possible to ship the order (bar code scanning) and so that purchasing sees the order demand and fulfillment and then (using reorder points and quantities) keeps the inventory replenished.
  • It means that somebody is keeping an eye on open orders and aged receivables and aged payables, to ensure cash flow is keeping pace (using NexReports for automated alerts).
  • It means that somebody is confirming the financials against budget (using the F9 GL to Excel conduit), and validating the balance sheet at least monthly (using our free month-end closing checklist).

In small businesses (jazz quartets), this is easier to coordinate because everybody is within line-of-sight of each other and a head nod may be enough to communicate. But in large organizations (orchestras!) this is more challenging (so we need a conductor).

You don’t need to be a big group to make great music (money), but you do have to “be in time.”  It’s easy when playing (music or accounting software) to have your head down over only your part and lose track of what everyone else is doing. So stop for a second and look across your entire AccountMate system and ask yourself: Is everybody “in time” or are some parts lagging?

Those lagging parts are the ones that would benefit most from improvement.  Maybe we need training, maybe we need accountability (letting the player know they’re lagging may be enough to focus their attention), maybe we need process or technology improvement – but stopping to look and listen will let you know exactly where your management effort is best spent, and that’s what we’re all here for: playing “tight” and making beautiful business music!


Kevin E. Stroud

AccountMate Enterprise Sneak Peak

Did you catch the sneak peak webinar of AccountMate Enterprise on July 10th?  No?!  Fortunately it’s posted in the AccountMate Education On-Demand Webinar section of their website.

This webinar highlights the differences from AccountMate SQL to AccountMate Enterprise as well as the enhanced features and functions in the upcoming modules being introduced in AccountMate Enterprise 2018:

  • Accounts Receivable (AR)
  • Purchase Order (PO)
  • Sales Order (SO)
  • Inventory Control (IC)
  • Inventory Specification (IS)
  • Kitting (KT)
  • Lot Control (LC)
  • Built-in Report Designer

Core Product Training October 17-19, 2018

The next Core Product Training class at AccountMate’s headquarters in Petaluma, California, is scheduled for Wednesday-Friday, October 17-19, 2018.

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: Transactions that Affect AP Multi-Currency Revaluation

AccountMate allows the revaluation of foreign currency denominated Accounts Payable invoices based on the exchange rates applicable as of the revaluation date.  Aptly called the Multi-Currency Revaluation function, this feature addresses the need to recognize the effects of currency exchange rate fluctuations on the financial statement balances.

This month we publish Article #1059: Transactions that Affect the AP Multicurrency Revaluation Process to provide a list of transactions that have an impact on the AP multi-currency revaluation process.

Tech Note: Understanding Drop Ship Management

One of the more popular practices today is to drop ship customer orders – which is when you receive an order from a customer then send a purchase order to one or more of your suppliers to directly ship the ordered items to the customer but send the bill to you.

AccountMate SQL/Express V9 introduced the Drop Ship Management feature that provides the ability to create and import sales orders and quotes that are to be drop shipped. This feature also allows you to designate which line items are to be shipped by the supplier directly to the customer by assigning a drop ship warehouse to these items.

Thus we republish Article #1337: Understanding the Drop Ship Management Feature to discuss how to set up and utilize the Drop Ship Management feature to meet your company’s specific needs.

Technical Tips


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

Modules: GL, BR

Q: How can I include in bank reconciliation a cash receipt directly recorded in the General Ledger module? 

A: If you have posted a journal entry for a cash receipt in the General Ledger module and you want to include the cash receipt in bank reconciliation, then perform the following:

  1. Access the Record Deposits/Other Receipts function in the Bank Reconciliation module; then, record the receipt.
  2. Be sure to unmark the Transfer to GL checkbox.
  3. Save the receipt transaction.

Note: For future reference, we recommend that you post this type of transaction in the Bank Reconciliation module instead of the General Ledger module. In this way, the transaction will be recorded in a one-step process with the bank balance updated and the journal entries created instead of a two-step process. 

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

Module: AR

Q: A customer check payment for an invoice that is already in the history file was returned. What should I do to bring the invoice back into the current file so I can apply payment when the customer sends another payment?

A: You can void the payment(s) applied to the invoice, which will move the invoice from the history file to the current file. After you void the payment, the invoice (with the balance) will be displayed in the Apply Payment function again.


  • You cannot amend any information in the invoice even though it is in the current file. AccountMate will display a message informing you that the invoice belongs to a closed period and editing is not allowed.
  • If the receipt is part of a deposit, then be sure that you answer “Yes” when AccountMate asks whether you actually deposited the amount in the bank. In this way, AccountMate will create a negative receipt that you can include in a deposit transaction to reduce the bank balance for the returned check.

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

Module: SO

Q: How can I bill my customer prior to shipping a sales order? 

A: Use the Create Advanced Billing function to generate a Proforma Invoice for the unshipped sales order. You can bill your customer using the proforma invoice. Later, you can approve the advanced bill using the Approve Advanced Billing function to convert the proforma invoice into an AR invoice.

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Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL (MS803 or higher), Express (MD803 or higher), and LAN (LN803 or higher)

Module: AR

TIP: When you apply payment to an Advanced Bill, AccountMate credits the Deferred Revenue GL Account ID entered in AR Module Setup > GL Accounts (1) tab.  The complete journal entries are as follows:

Debit: Cash
Credit: Customer Deposit
Debit: Customer Deposit
Credit: Deferred Revenue

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