Coming Soon: The Y2K20 Problem
Dear AccountMate Clients,
As I’m sure you’re aware, there’s a “three year window” for posting to General Ledger in AccountMate, subject to the “posting period restrictions” defined in your GL module under the <Housekeeping> menu, which are listed in the system as prior-year, current-year, and next-year.
If your fiscal year matches the calendar year and you’ve already closed 2017, then your window is now 2017/2018/2019 – which puts us just on the edge of an issue for older versions…
<end ominous music>
First, so that EVERYONE doesn’t get concerned, let’s define what “older versions” means: the following applies to AccountMate LAN and SQL prior to V8.X – so if that’s you, then read closely as there’s system changes you’ll need to make soon!
If you’re “of a certain age,” like me, then you certainly recall the system updates required for the original Y2K issue when two-digit year entry was common with us humans thinking 99 was 1999 and 00 would be 2000, but many programs would be interpreting 00 as 1900. While it didn’t matter to some systems (like the vast majority of elevators) what year or century it was, it does matter to accounting applications as they post to fiscal years, calculate invoice due dates and finance charges, etc.
The nearly universal solution was to make a “sliding window” so us lazy humans could continue to use two-digit years and the systems would interpret via a “pivot year” to then include the century. The most common pivot year implemented was “19” – so digits up to “19” would automatically have the century “20” prepended (making just “19” be “2019”) and digits of “20” and beyond would automatically have the century “19” prepended (making just “20” be “1920”) – because SURELY these applications wouldn’t be running 20 years hence, right? RIGHT?!
Well, that’s exactly what AccountMate software did at the time – and with a pivot year of 19 – so we’re now just 11 months from the posting window including the year “20”, which older versions will interpret as 1920. By no means unique to AccountMate, this has been dubbed the Y2K20 problem.
While it’s worth considering upgrading your system for many reasons if it’s this old, the good news is that AccountMate was forward thinking enough to include the ability to change the pivot year – and I’ll recommend you do so now to something like “29” so you can get another decade out of your system.
Here are details on how to change the pivot year:
- For AccountMate LAN Versions 3.x through 5.x, in the regular application via <File><System Setup><Year 2000 Setup>
- For AccountMate LAN Versions 6.x through 7.x, in the administrator program (amlanadm.exe) via <Setup><System Setup> on the “Century” tab
- For AccountMate SQL Versions 5.x through 7.x, in the administrator program (amsqladm.exe) via <Setup><System Setup> on the “Century” tab
If your system is LAN V8.x and newer, or SQL V8.x and newer, then the pivot year is actually hard-coded to “50 years in the future”. So, technically, the software should run forever…
Kevin E. Stroud
Payroll updates are regularly released during the year, and hopefully if you’re running the AccountMate Payroll module you received our e-mail alert two weeks ago that updated tax tables have been recently released to reflect the changes for the “2017 Tax Cuts and Jobs Act.” If you haven’t, please contact us!
In any case, it’s always a good idea to occasionally hit <Utilities><Check for Payroll Subscription Updates> to see if new updates have been released – like just a couple days ago, which includes updates for Oregon state withholding amounts which go into effect February 1st, 2018.
For a user friendly ad-hoc query and reporting tool which understands the AccountMate database architecture, the tool to beat is Stonefield Query – which will be holding an hour-long webinar on Wednesday, February 7th, at noon CST. Register by clicking here.
AccountMate regularly offers the Core Product Training class at their offices in Petaluma, California. These are always HIGHLY rated by attendees, with the next one scheduled for Wednesday-Friday, March 7-9, 2018.
Contact us for additional information and see the course description here.
Versions: AM10.2 for SQL and Express and higher
The latest version of AccountMate/SQL allows you to record bank deposits directly from AR Apply Payment. Here’s details:
TIP 1: A Record Deposit button is added to the AR Apply Payment save window so you can record a deposit immediately after payment is posted without the need to manually access the Record Bank Deposit function.
TIP 2: Clicking the Record Deposit button from the AR Apply Payment save window will display the Record Bank Deposit function. The following fields will be auto-populated with the following information from the Apply Payment function when the payment was recorded:
- Bank # – value comes from the Deposit Bank # field
- Payment Received/Refunded Date – value comes from the Receipt Date field
- Pay Code – value comes from the Pay Code field
- Deposit Date – default value comes from the Receipt Date field
- Total No. of Receipts/Refund Registered and Recorded – default value is 1
- Total Amount Registered and Recorded – default value is the Paid Amount field for the receipt
- Checkbox is automatically marked for the receipt transaction in the grid
TIP 3: When using the Record Deposit button from the Apply Payment save window, only those receipts that meet the auto-populated Bank #, Payment Received/Refunded Date, and Pay Code will be displayed on the Record Bank Deposit window. This means that some payments other than the current payment will be shown on the grid.
Note: The current receipt recorded from the Apply Payment function is automatically marked. You can mark other receipts, if any. If you do, then be sure to review the value in the Total No. of Receipts/Refunds Registered and Total Amount Registered fields.
TIP 4: Once the deposit is saved from the Record Bank Deposit window (and the Record Deposit button is used from the Apply Payment save window to access the function), the New button from the Save Deposit window is disabled. You have to manually access the Record Bank Deposit function if you want to record additional deposits.
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Version: AM10.2 for SQL and Express and higher
Modules: AP, AR, BR, GL, PO, SO
TIP: Starting in AccountMate 10.2 for SQL and Express, a Biweekly recurring cycle option is available for selection in the following functions:
- Journal Entry
- Import Journal Entry
- Recurring Sales Order Setup
- Create Invoice
- Recurring Invoice Setup
- Schedule Revenue Realization
- Recurring AP Invoice Setup
- Deferred Expense Invoice
- Schedule Expense Amortization
- Recurring Transaction Setup
- Inventory Maintenance
- Inventory Type Maintenance
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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
Q: I have already printed and distributed my W-2s. Now, I need to file a correction. How do I do this?
A: To process and print corrected W-2 forms, perform the following:
- Access Tax Forms and accept the default Federal option.
- Select W-2 History in the Forms list (you can also select 2017 W-2/W-3 from the Forms list and proceed to the next step).
- Select the applicable tax year in the Tax Year area; then click Preview.
- In the W-2/1099 Preparer > W-2 History File Options window, select the Correct Completed W-2s option in the Available Actions area; then, click Next.
- In the Correction Options window, mark the checkbox for the W-2 form(s) that you have distributed and want to correct; then, click Continue.
- Enter your corrections in the W-2/1099 Preparer – Correction Mode grid; then, click the Next button until you have reviewed all information in the preparer.
- Verify the information in the Correct State Reconciliations window.
- In the Correction Mode – W-2 SSA C window, verify that your corrections are reflected on the form; then, click Print Final.
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