Dear Clients,

Once upon a time, I did competitive long range rifle shooting1,000 yard competitions—and often had to “walk it into the target” as you usually can’t aim straight for the center of the target. Sure, that’s a good first guess, but after you hit a little left/right/up/down because of a crosswind or heat shimmers, you then change your aiming spot for successive shots, taking into account the specific environmental conditions, to get progressively closer to the center of the target.

We regularly see the same process of “having to take multiple shots to hit the bullseye” with accounting system modificationsnot because our aim or the client’s aim is off or there was a sudden crosswind, but because the target has moved!

Everyone has heard the adage that, “a project takes twice as much time and money as originally planned,” which is often a result of a project expanding beyond the original design spec. And that’s not a bad thing as everyone learns more of the process and the possibilities as we go.

Repeating the cycle of design-code-test-deploy has been popular for decades and I personally recall many names for the same process—RAD (Rapid Application Development) in the early 90s, then SCRUM a decade later, now AGILE in popular parlance.

What is it that makes this approachdesign a little, code a little, test a little, then deploy for user feedback and repeat—so powerful that it remains one of the primary modification disciplines? It flat out creates THE BEST PRODUCT, where the end-users’ ultimate requirements are best satisfied—which they often weren’t even completely aware of at the beginning of the process.

Sometimes pejoratively referred to as “scope creep,” it’s exceedingly difficult to initially capture complete specifications for today’s complex and intertwined systems. Thus, here at NexLAN it’s practically expected that, when a modification is initially finished there will be additional tweaks once it’s reviewed. And we hope this explanation assists in your understanding of the natural flow of the  modification process which yields the best results to you!

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Two important items if you run AccountMate Payroll:

1) Be sure to hit <Utilities><Check For Payroll Tax Subscription Updates> occasionally, as updates are released throughout the year. Mid-year updates are easily installed by you, the end-user, and we’re already up to V2024.03. Not sure what version you have? Please hit <Help><About AccountMate> then look on the Payroll tab for the Version # field. But it never hurts to just try and run the update!

2) Many states require special configuration on the <Employee Maintenance> screen, as detailed in what we call “Appendix B“. If you have employees in AL/AZ/AR/CA/CO/CT/DE/DC/GA/IL/IN/IA/KA/LA/ MA/ME/MD/MS/MO/MT/NJ/NY/ND/OH/OK/PA/PR/VA/WA/WV then please check it out here.

Regards,

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

AccountMate Manufacturing Module Training—April 24-25

    Did you learn the Manufacturing module by diving into the deep end of the pool on real customer jobs, with a combination of quick answers from colleagues and self-taught figuring-things-out?

    Consider filling in what you may have missed. In this class you’ll get to:

    • Learn tips and tricks, and ask questions, to make your day-to-day work easier.
    • Understand the big picture, and how manufacturing data seamlessly integrates with core AccountMate.
    • Hear fresh ideas from the class and fellow students—so that you can further streamline your company’s workflow, or see how to support new manufacturing processes that your company is expanding into.

    Course Overview

    Course Outline

    Course Schedule

    Registration is now open. The class is live, not prerecorded, held online for a three-hour session both days. To register, contact NexLAN.

    P.S. While we’re on the topic of the Manufacturing module—be sure to check out the companion Manufacturing Configurator module. It lets you ensure that orders can only be taken for products that your company can deliver 🤯 and that bills of material are automatically consistent with sales orders.

    Acumatica and Shopify: Ready for You to Launch B2B Ecommerce Sites

    Today, distributors and manufacturers no longer have to deal with a dense thicket of customizations to set up a B2B-specific ecommerce site that integrates with their ERP.

    You can offer online shopping through current and new B2B (business-to-business) sales channels, as well as offer D2C (direct-to-consumer) ecommerce, all with your Acumatica system—thanks to two years of collaboration between Acumatica and Shopify to build powerful connector tools into both products.

    These tools emphasize do-it-yourself low-code and no-code configuration, to minimize your need to wait for custom programming to be done to fit your B2B requirements.

    View the webinar recording, Broaden Your Market Opportunities: B2B and D2C Online Sales with Shopify and Acumatica. (Scroll down on that page.)

    We’d like to highlight two high-level points to help you visualize what’s possible:

    1. You get B2B online shopping features such as:

    • Quick Order pages for easy reordering by your customers
    • Self-service portals for your customers to check their order and payment status and other details anytime
    • Personalized quantity pricing and payment terms that automatically display per company or per their location
    • A place for your customer to add their PO number to their order, which will carry through in Acumatica to all order fulfillment steps
    • Vaulted credit cards from customers that you can charge
    • And much more

    2. Bi-directional syncing keeps everything and everybody current

    Instant (or scheduled) syncing of data between the Shopify front office and the Acumatica back office provides a single source of truth for your customers in their Shopify accounts—and for your team in Acumatica.

    For example, if you ship a partial order in Acumatica, the shipping status in the customer’s Shopify account will update and an alert can be emailed and texted automatically. Or if your customer makes a payment in Shopify, that will show up in Acumatica for you right away. It’s the same for inventory details, pricing details, customer contact info, and other data as it changes on either side.

    Acumatica is the only ERP that uses Shopify B2B features

    As the lines in the market continue to blur between distribution, manufacturing, and retail, your company might want to create dozens of customer-specific ecommerce portals; or different ecommerce stores for your individual brands or industries; or POS via ecommerce for your staff at trade shows, pop-up stores, and brick-and-mortar retail stores; and more.

    All of it can be connected to your existing Acumatica system, for easy, personalized, consistent, and frictionless online transactions.

    To learn more: Watch the webinar recording and jot down your questions for NexLAN about adding Shopify B2B ecommerce to your Acumatica system.

    Acumatica Open University Class—Intercompany Transactions

    You can take Acumatica Open University classes to learn something new, refresh your memory, or evaluate something in Acumatica before setting it up in your system.

    We’re highlighting Acumatica’s Intercompany Transactions class as a great example of functionality that’s built in to your system.

    The  class covers the flexible capabilities, configuration, and business process workflows in Acumatica for these transactions. Within your Acumatica “tenant(s),” there can be multiple companies—an unlimited number. Companies within a tenant share customers, vendors, employees, and the chart of accounts. Usually each is a legal entity with its own tax reporting and balance sheet; each company can have a mix of branches (offices, warehouse locations, etc.) or no branches.

    Individual branches can be set up for centralized accounting (the balance sheet is at the company level while the branches have separate P&Ls), or as autonomous branches. All of these can have interbranch transactions and balancing transactions and reporting across your tenant. Over time, new companies and branches can be added, and existing ones can be modified to change the organizational structures even if transactions have been posted.

    Intercompany Transactions class for end users

    The class uses a fictitious SweetLife Fruits & Jams company, so that you can see the workflow happen with a relevant dataset and typical transactions.

    Four hours of on-demand video training cover:

    1. Configuring Companies and Branches
    2. Processing Documents Involving Several Branches
    3. Processing Intercompany Sales
    4. Configuring and Using Multiple Base Currencies
    5. Performing Additional Configuration

    You’ll learn Acumatica intercompany workflow details—from preparing a consolidated financial statement, and setting up user roles, to processing payments for a shared vendor, and processing documents between companies with different base currencies—and much more.

    Interested in taking this class? 

    • To watch the class and review the course materials, at Acumatica Open University, log in or create a free account. Go to the Learning Paths > End-User Learning Paths and proceed to the Finance Learning Path > Intercompany Transactions course. Reach out to us with any questions.
    • Or, to take the class using Acumatica yourself for the hands-on practice exercises, you’ll need to have the free demo version of Acumatica installed and loaded with the SweetLife company dataset that’s specific to this class. While installation instructions are provided in the class materials, you’ll likely want our help with the technical setup; contact NexLAN.

    AccountMate Tech Note: How Open Credit Transactions Affect the General Ledger

    Posting and refunding open credits in AccountMate (from sales returns, excess customer collections, or unapplied customer deposits) have various effects on the General Ledger (GL) Account ID balances and customer records.

    Article #1061: How Open Credit Transactions Affect the General Ledger discusses the journal entries from the time a payment is recorded or a sales return is created, through the time when the resulting open credit is refunded to the customer.

    AccountMate Tech Note: Understanding the Accounts Payable Import Invoice Function

    In addition to using the regular AP Invoice Transactions function, you can use the Import AP Invoice function to post AP invoices by importing data from either a text (i.e., TXT) file or a comma-separated values (i.e., CSV) file, provided that the file meets certain parameters. Vendors may send the TXT/CSV files through emails and other electronic transfer devices, or you may generate them outside the AccountMate application. Rather than manually recording AP invoices one by one, importing a TXT/CSV file containing AP invoice information allows you to save data entry time.

    Article #1177: Understanding the Accounts Payable Import Invoice Function provides tips for successfully importing AP invoice information. It helps you identify which fields in the TXT/CSV file are required or optional. In addition, it explains the correct usage of punctuation in the text file and the repercussions of leaving blank the required and optional fields in the TXT/CSV file.

    Acumatica Technical Tips

    The Current Cost Won’t Update on a New Non-Stock Item

    Q: I created a new non-stock item, but the Current Cost is $0.00. It’s not updating even though I saved the item with the new cost and current date.

    A: While you have saved that information within the screen, it’s a pending cost. To change the pending cost to the current cost, click the ellipsis (…) on the right side of the top toolbar and then the Update Cost button.

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    How to Specify a Range of GL Accounts for GL Detail Reports

    Q: How can I generate a GL detail report for a range of GL accounts?

    A: Go to the Transactions for Period report. There you can use the From Account and To Account fields to specify a range of accounts.

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    New Credit Terms Due Date Options Are Available

    Tip: Starting with version 2023 R2, Acumatica offers the option to set payment due dates to the 10th, 20th, or Last Day of Next Month. Find this option in the Credit Terms (CS206500) form, in the Due Date Settings box—you’ll see the new setting available in the Due Date Type drop-down menu. (Click the screen shot below to expand it.)

    Here is how the due dates for this option are determined: 

    • If the document creation date is in the range of the 1st to 10th day of the month, then the due date is the 10th day of the next month.
    • If the document creation date is in the range of the 11th to 20th day of the month, then the due date is the 20th day of the next month.
    • If the document creation date is in the range of the 21st day of the month to the end of the month, then the due date is the last day of the next month. 

    If this 10th, 20th, or Last Day of Next Month option is specified in the Due Date Type box, the following limitations are applied in the Credit Terms form:

    • All boxes of the Due Date Settings section become unavailable for editing. 
    • Only the End of Month, Day of the Month, and Day of Next Month options can be selected in the Discount Type box in the Cash Discount Settings section. If an administrative user selects any other option in the list, the system displays a warning message.

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    How to Add the Vendor’s Legal Name to 1099 Forms and Reports

    Q: Can we get the legal name of our vendor to show up on our 1099 and other reports?

    A: Starting with version 2023 R2 in Acumatica, you can add the Legal Name for your vendors that will then flow through to your 1099 and other official reporting in Acumatica. On the Vendors form (AP303000), in the General Tab (Account Info section), go to the Legal Name text box below Account Name. 

    On the 1099-MISC Form (AP653000) and 1099-NEC Form (AP653100) reports, the vendor’s legal name is now used in the generated report instead of the vendor’s account name. On the Create E-File (AP507500) form, the vendor’s legal name is now used in the generated e-file instead of the vendor’s account name. 

    Note: By default when you add a new vendor, and after an upgrade to Acumatica 2023 R2—on the Vendors form, the Legal Name box on the General tab will show the same setting as the Account Name box for all vendors, but a user can override this default setting.

    AccountMate Technical Tips

    Can’t Find a Check Number that AccountMate Says Already Exists

    Versions: AM10 for SQL and Express (and higher versions)

    Modules: AP, BR, PR

    Q: I get the message, “Check #/Reference # [Bank # + Check #] already exists.” when I attempt to use a particular check number. I ran the Check Register Report in AP and included computer checks, handwritten checks, non-check payments, electronic payment checks, and voided checks. The check number is not in the report. Why am I getting the message?

    A: The check number might be used in either the Bank Reconciliation or Payroll module. Generate the BR Transaction Listing report to verify and be sure to select the Check/Disbursement Transactions option and include voided transactions. Generate the Payroll Check Summary Report to verify and be sure to include computer checks, handwritten checks, electronic payment checks, and voided checks.

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    Setting Up Tax-Exempt Customer Records

    Versions: AM10 for SQL and Express (and higher versions)
    AM9 for LAN (and higher versions)

    Modules: AR, SO, Sales Tax Integration

    Q: How do I set up the customer record for tax-exempt customers?

    A: If you have activated and set up the Sales Tax Integration module (AvaTax or TaxJar), then assign a Tax Exemption status and enter the Certification Expiration Date in the Customer Maintenance ► Information tab.

    If you did not purchase the Sales Tax Integration module, then do not assign a sales tax code to the Customer Address Maintenance record for the customer’s Ship To address or to the Sales Tax field in the Customer Maintenance ► Information tab.

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    How to Make the Display of Report Previews Bigger

    Versions: AM10 for SQL and Express (and higher versions)

    Module: SM

    Q: Is there a way to make reports appear larger when you do a preview?

    A: Yes. Access the Report Setup function from the System toolbar and set the report’s magnification factor (zoom) in the Preview Magnification tab. This setting is per workstation.

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    How to Change the Decimal Place Settings for Unit Cost, Unit Price, and Quantity

    Versions: AM10 for SQL and Express (and higher versions)

    Module: SM

    Q: I changed the Unit Cost, Unit Price, and Quantity decimal place settings in the module setup. I accessed the module setup again to verify that the change was saved; however, when I create transactions, the decimal places are still based on the old decimal place settings. Why?

    A: AccountMate must be refreshed for the change in decimal places to take effect. After changing the Unit Cost, Unit Price, and Quantity decimal place settings in the module setup, close AccountMate; then, launch AccountMate again.

    Note: The value you assign to quantity decimals is the default decimal place when you create a new inventory item or an inventory type record. The quantity decimals used in transactions for the item is the value assigned in the  Inventory Maintenance ► Settings (1) ► Qty Decimals field.

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