The Trees in the Forest of Reports

In Uncategorized by Kevin Stroud

Dear AccountMate Clients,

At a glance, there are several hundred base reports in the AccountMate system – which multiplies out to THOUSANDS when you factor in the different sort orders and types (Detail, Subtotal & Grand Total).

We get at least a call every day (free 15 minute telephone & email support you know!) asking where to find particular information in a report – and we’re happy to answer these softball questions – but thought you might not be aware that AccountMate has MANY of the reports on their website, where you can take a quick glance and maybe even find a useful report you didn’t even know you needed!

Hit their website at and login to the User Section with your AccountMate User ID (which can be found under <Help><About> in your system) or just hit this link:

You’ll see the module list, which drills down to sub-categories within that module of related reports (such as “Invoice Reports” for AR, or “Check Reports” for AP) where you’ll find complete details and even screenshots showing exactly what data fields the reports contains – so you can tell at a glance what information the report has and if it would be useful to you.

Hopefully you’re familiar with the ability to save your favorite settings “per report” – including detail/subtotal/grand-total, sort order, and any filter criteria by clicking on the “Floppy” (remember those?) in the top left of the report options screen.  This is called the Report Macro functionality, and lets you easily pull up the exact settings you want for each report.

Also handy is the ability for you to define multiple reports to print all at once using the “Report Batch” functionality.  The first step is to define the “Batch Name”, under <Utilities><Print Batch> and then <Add>.  Popular batches to create are “Month End”, “Salesperson’s Info”, and “Senior Management” to define groups of reports for each specific audience..

Once you’ve defined the batch, then in the “Report Criteria” window (which is the regular window of options when you print or preview a report that you’re all familiar with) there’s a button in the top right labelled <Batch>.  Clicking that button lets you “Attach” a report to a Batch, selecting which Report Macro – so then at any time you can go back under <Utilities><Print Batch> and “Generate” multiple reports all at once – across multiple modules and with consistent criteria so that you have consistent reporting and it’s easy to generate.

If this quick description was a little hard to follow, then you remember that “free 15 minute telephone and e-mail support” deal, right?  Just give us a call and we’ll talk you through it!


Kevin E. Stroud

Multiple EDI Webinars: RDI-Link & SPS Commerce

Providing core accounting functionality, AccountMate has seamless integration to numerous best-of-breed vertical solutions – often multiple options within the same function space.

The two most popular options in the Electronic Data Interchange (EDI) space – for providing automatic import of incoming sales orders with acknowledgment, advance shipment notification, and customer invoicing among other things – are RDI-Link and SPS Commerce, both of whom have upcoming webinars.

So if you’re considering implementing EDI to streamline your processes, then here’s an excellent opportunity to examine both for a fully informed decision.

RDI-Link: Friday, October 27th at noon CDT – register here.

SPS Commerce: Friday, November 17th at noon CDT – register here.

Tech Note: Guidelines for Assigning Access Rights in AccountMate

Access rights determine the functions a person is authorized to use, which is important for providing segregation of duties necessary to ensure data security and prevent fraud. Thus, we present Article #1082: Guidelines for Assigning Access Rights in AccountMate.  This Technical Note provides an example of business cycles used in a retail business, the various functions under each cycle, steps necessary to set up rights, and the features used in setting up these rights.  Finally, for each function, a recommended set of rights in AccountMate is presented.

Tech Note: Reconciling Inventory Balances with Physical Count Results

Companies should take a complete physical inventory count at least once a year to facilitate adjustments to the perpetual inventory records for data entry errors, unrecorded shrinkage, losses due to theft, spoilage, or breakage.  The Physical Inventory Count feature in AccountMate allows users to record physical count results and post the necessary adjustments from the physical count. This Technical Note discusses how to adjust inventory balances to match the physical count results: Article #1263: Reconciling Inventory Balances with Physical Count Results.

Technical Tips

Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
AM7 for LAN

Module: PR

Q: I entered the SDI rate in PR Module Setup State > Overwrite Default SDI Rate > SDI Rate field; however, no SDI contribution was calculated when I applied payroll to employees. Why?  

A: AccountMate will not calculate SDI contributions even if the SDI rate is entered in PR Module Setup if the state for which the SDI rate is entered does not have a state-mandated disability insurance. Currently, only the following states are required to withhold sate disability insurance: CA (California), HI (Hawaii), NJ (New Jersey), NY (New York), RI (Rhode Island), and PR (Puerto Rico).

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Version: AM10 for SQL and Express (MS1002 and higher)

Modules: AR, SO

TIP: When adding multiple e-mail addresses in the Customer Address Maintenance > E-mail To and E-mail Cc fields, be sure to separate these e-mail addresses by a semi-colon. If not done, then you must clean up these e-mail addresses in the To and CC fields in MS Outlook before you can send the report. E-mail addresses that are not separated by a semi-colon are considered as one entry.  

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Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
AM7 for LAN

Module: AP

Q: How can I prevent users from printing computer checks for AP invoices that are not approved for payment?   

A: A check cannot be printed for an AP invoice if payment has not been applied or authorized. Payment can be applied or authorized using either the Manual Apply Payment function or the Automatic Apply Payment function. You can prevent a particular group of users from printing computer checks for AP invoices that are not approved for payment by segregation of duties and proper assignment of access rights. To do this, perform the following:

  1. Set up in the AccountMate Administrator > Setup > Group/User Setup function two groups: a group for users who approve payments and another group for users who print computer checks.
  2. The group who approves payments must have access rights to either or both Manual Apply Payment and Automatic Apply Payment functions but must not have access rights to the Print Computer Check function.
  3. The group who prints computer checks must have access rights to the Print Computer Check function but must not have access rights to both Manual Apply Payment and Automatic Apply Payment functions.

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

Module: PO

Q: I entered a freight amount in the Receive Goods > Line Items > Freight field when I received an inventory item; however, when I reviewed the inventory item average cost, it does not include the freight cost. Why? 

A: Freight cost entered in the Receive Goods function is recorded as an expense. If you want the freight cost to be included in the inventory item average cost, then record the freight cost using the Accrue Landed Cost function by performing the following:

  1. Access the Accrue Landed Cost function; then, enter the applicable vendor #.
  2. Enter the applicable PO number in the PO # field.
  3. Enter the freight cost in the Amount field.
  4. If the PO has more than one line item, then go to the Cost Allocation tab. Verify the freight cost allocated for each line item in the Alloc Amt field. You have the option to allocate cost by Weight, Item Value, or User Input.
  5. Verify that the GL distribution account in the GL Distribution tab is the inventory GL Account ID. If you need to amend the GL distribution account, then go to the Cost Allocation tab and click the Line Item GL Dist… button to display the GL Distribution for Item # [XXX] window. Add the correct GL distribution account and delete the GL distribution account that you do not want to use.
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Versions: AM10 for SQL and Express
AM9 for SQL, Express, and LAN
AM8 for SQL, Express, and LAN
AM7 for LAN

Module: PR

Q: We under withheld an employee’s state tax; however, the employee gave cash to the company to cover the under withheld amount. We want to print a payroll tax deposit check for the correct withholding amount. Is this possible?  

A: Yes. To do this, perform the following:

  1. Access the Payroll Tax Deposit > Payroll Tax Deposit – State function; then, verify that the amount displayed in the Tax Withheld field for the applicable state withholding (e.g., Employee State Tax, Employee SDI, Employee Add. Tax) is less by the under withheld amount.
  2. Enter the correct withholding amount for the applicable state withholding in the Check Amount field (i.e., Tax Withheld amount + under withheld amount).
  3. Click Save to print the check.

Note: The above transaction will create the following journal entry for the Check Amount:
     Debit: Liability Account (e.g., State Withholding Taxes Payable)
     Credit: Cash-in-Bank 

You must post a journal entry in the General Ledger module to reverse/offset the debit to the liability account for the under withheld amount. 

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