For most businesses, it’s coming up on that time of year—fiscal year end closing! That means physical inventory counts, validating the balance sheet, and even if it’s not the end of your fiscal year, closing out your payroll year and processing W-2s, 1099s and 401(k) reconciliations.
For our AccountMate clients, check out our newly revised AccountMate Year End Closing Outline, and for our Acumatica clients our Acumatica Period-End and Year-End Closing Procedures, You’ve always got NexLAN’s FREE telephone and e-mail support available at 877-2NEXLAN or via support@nexlan.com.
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Employee Retirement Plan Deduction Limit Doughnut for 2025
Besides the usual annual increase of the employee retirement deduction limit for 401(k), 403(b) and most 457 plans, Section 109 of the SECURE 2.0 Act of 2022 creates a “doughnut” of even higher catch-up contributions for employees ages 60 through 63 of either $10,000 or 50 percent more than the regular 50+ contribution catch-up limit. What does that mean in English? Check out the following table and please confirm applicability to your company’s plan with your CPA:
| Age | 2025 Employee Deduction Limit |
| 18-49 | $23,500 |
| 50-59 | $31,000 |
| 60-63 | $34,750 |
| 64+ | $31,000 |
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AccountMate/SQL V13.3 Released
The latest release of the award-winning AM/SQL product will be available in December and we’ll send a copy on USB thumb-drive to all our direct clients with active Lifecycle agreements as soon as that happens. Some of the enhancements are listed below, and you can view an hour-long webinar of the new features here.
- Flexible Order Fulfillment – Ability to ship line items on a Sales Order from a different warehouse than the one selected during entry.
- Improved Accrued Received Goods Matching – Addition of a “Match All” function to match an entire PO at once.
- Line-Item Sales Tax Exemption – When using the built-in Avalara integration.
- Improvements to Physical Count Process – Importing separate batches doesn’t overwrite prior imports; Allow import of counted quantities for bins not assigned to the item; filter criteria for the Clear Frozen function.
- Revenue Code Enhancements – Ability to set a code inactive, and a new Revenue Code Usage Report.
- New AP Prepayment Report – Displays the transaction cycle from creation of the prepayment invoice, through payment, to its application against one or more vendor invoices.
- Improved Report Export to Excel – More options to export “data only” and to newer versions of Excel.
- And more!
Regards,
Kevin E. Stroud
kestrou@nexlan.com
NexLAN, LLC
https://nexlan.com
AccountMate Manufacturing Configurator Module
Create BOMs accurately the first time, every time
Uh oh! Your new employee just created a bill of materials that specifies a glass window awning, for a span that’s too long to support glass safely without an extra support bar added mid-span—but they didn’t specify the support bar.
If this goes unnoticed and you build and deliver the awning as specified, you risk having the heavy glass fall from the awning after it’s installed. Or if the installer spots the problem on site, but doesn’t have an extra support bar on hand, your on-time installation will be demoted to “delayed” while the support bar is ordered and delivered with a rescheduled installation.
Prevent BOM mistakes automatically
With the Manufacturing Configurator in place, that new employee couldn’t have specified that piece of glass without a support bar being added automatically to the BOM. All your valid manufacturing specifications would be in the configurator, making it impossible to specify the wrong components or an incomplete list. You can:
- Avoid having to re-make items and eat the cost of wasted materials from the first try.
- Prevent delays that result from rework when BOM errors get discovered too late.
- Save time in BOM creation and approvals, and greatly reduce training time for your new team members.
Full flexibility: Set up an unlimited number of rules and options, including your own formulas, item definitions, sizes, materials, images and photos, and more.
➤ But sometimes, the sales order is where the mistake originates, before the BOM is created.
It’s a problem when an order is taken for something that cannot be built! Maybe your larger sizes of custom office furniture are no longer available in a mahogany wood finish. You can make it impossible for your sales reps to sell those in mahogany, with AccountMate’s Sales Order Configurator Module, which works hand-in-hand with the Manufacturing Configurator Module by enforcing your ordering rules.
And, sales orders can be passed to manufacturing to become work orders automatically, to eliminate the re-keying of information, and to prevent the creation of duplicate bill of materials.
Learn more
View the Manufacturing Configurator Module brochure. Then contact NexLAN to request a demo, so you can get a clear picture of how this module could apply to your types of jobs and BOMs.
Acumatica: Stop Entering AP Bills Manually
Your system can read PDF invoices and enter the details and line items for you, with the built-in AP Document Recognition.
If you groan when you reach for the next batch of AP invoices to enter for payment—why not offload all that manual entry to Acumatica?
Here’s how it works, and don’t miss the video below showing it in action!
1. You submit your AP invoices as PDFs to the Incoming Documents form.
- Drag and drop the PDF (whether that’s a scan of a paper bill, or an email attachment you received from your vendor).
- Or designate an AP email (like accountspayable@nexlan.com) that vendors can use to send you invoices, and those PDFs automatically will be submitted for AP document recognition.
- Or send PDF attachments to Acumatica from your email if you have the Acumatica Outlook Plugin.
2. Acumatica reads the data off the PDF invoice and adds it to your AP Bill.
Even though each vendor invoice is formatted differently, Acumatica can recognize and enter the details—the item, description, quantity, unit cost, vendor, invoice date and number, payment terms, due date, amount due, and more.
3. You validate the AP Bill before the final posting.
You can click any field on the AP bill and Acumatica will highlight exactly where it got that data on the PDF preview (side by side). If you want any changes—maybe it grabbed the before-tax subtotal amount instead of the final subtotal—you simply click the correct field on the PDF.
The changes that you make also train the system for future invoices from this vendor. So each subsequent invoice recognition is faster and more accurate.
➤ Play our 6-minute webinar video clip below, to watch Tony demo an example.
Note: The PDF copy of your vendor’s invoice stays clipped to the AP Bill as an attachment for future referencing.
Give it a try today
Every month, you get 50 free pages of AP Document Recognition to enjoy this feature. If your company wants more pages later, higher tiers can be purchased.
- First, have an administrator user enable this feature by checking the box under More Items > System Management > Licensing > Enable/Disable Features > Platform > AP Document Recognition Service.
- Then drag and drop your first PDF into Payables > Transactions > Incoming Documents. Open the new record created, click Recognize, and let Acumatica enter your invoice data for you.
Don’t hesitate to contact NexLAN support with any questions about AP invoice recognition or other document recognition.
Acumatica: Watch the 2024 R2 Webinar Recordings
You can still watch the Acumatica 2024 R2 Virtual Launch Event from October to get an overview of the key features out of hundreds of large and small improvements in this release.
To whet your appetite, here’s a highlight or two from each edition:
1. More automated banking options in the General Edition
A new bank integration expands compatibility to include more banks—even banks that aren’t running the latest technologies—by fetching your transactions as CSV files via a secure FTP site. Automate the matching of those receipt transactions from your bank to your debit adjustments; and optionally add the reconciliation process to Acumatica’s approval workflow for internal controls.
2. Project-specific inventory tracking in the Manufacturing Edition
A project manufacturer can distinguish between free stock and project-related stock. The Material Wizard Screen now shows the available quantities by location, so that inventory can be transferred from free stock to the project if needed for production orders.
3. B2B-specific features to expand your options in the Retail Edition
Use new volume pricing and quantity rules in Shopify to help you stay competitive, while Amazon returns, exchanges, and refunds are streamlined to save you steps.
4. Help with sales order monitoring and analysis in the Distribution Edition
Now you can be notified automatically of significant purchase price variances and approvals, as well as any sales order margin anomalies, so that you can take a closer look and address errors or issues promptly if needed.
➤ Access the webinar recordings individually on this Acumatica Release News page. You can also click the blue bar mid-page to review highlights from other releases in the last two years.
Questions about using any of the features that catch your eye? Reach out to us anytime for help.
AccountMate Tech Note: Actual Cost Vs. Standard Cost Methods of Valuing Transferred Inventory
Inventory item transfer between company warehouses is a common occurrence in many industries that deal heavily with inventory. AccountMate allows users to choose between actual cost and standard cost in recording the transfer of inventory items between warehouses using the Warehouse Inventory Transfer function. These options are available in the IC Module Setup ► General (1) tab ► Inventory Transfer Transaction area. This flexibility allows users to minimize possible unit cost fluctuations caused by warehouse inventory transfers without compromising the accuracy of the cost at which the item is recorded.
Article #1128: Understanding the Differences Between the Actual Cost and Standard Cost Methods of Valuing Transferred Inventory discusses how AccountMate handles non-stock inventory items and how you can keep track of these items.
AccountMate Tech Note: Understanding the Disconnect User Feature
Certain functions require exclusive access to the company databases or the entire AccountMate system, including Fiscal Year-End Closing and Period-End Closing as well as processes like updates, upgrades, and conversion from an older AccountMate version to a newer one. Prior to running one of these functions or processes that require exclusive access, you must ensure that no other users are accessing the same company database or the entire AccountMate program.
You can ask the other users to log out from the same company or AccountMate; however, some users may be away from their computers and may be unable to promptly respond to your request. In these instances, you may need to disconnect them from a certain company or the entire AccountMate system. The Disconnect User function addresses this need.
Article #1344: Understanding the Disconnect User Feature enhances your understanding of this function. It also explains how you can activate the Company Access Lock from within the function.
Acumatica Technical Tips
How to Change the Order of Reports in Menus
Q: We have quite a few custom financial statement reports configured in our system. When we create new ones they are added to the end of the list of financial statements rather than being sorted into alphabetical order. Is there a way that I can change that list to sort alphabetically?
A: To re-organize the menu, a user with Administrator rights can go to the lower-left corner and click the three dots, and then select Edit Menu. The user can then drag the reports into alphabetical order.
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Where Can I Change the Shipping Rule for My Customer’s Orders?
Q: I need to allow back orders for items on an order for one of my customers. How can I do this?
A: There are a few places where you can change the Shipping Rule for a customer or an order from “Ship Complete” to “Allow Back Order” (as well as “Cancel Remainder”):
- If you are just changing the Shipping Rule for a single order, you can do so on the individual Sales Order screen on the Shipping Tab.
- If you want to change the Shipping Rule for a customer for all their future orders, you can do so on their Customer Profile on the Shipping Tab.
- If you would like to change the Shipping Rule that is the default for all new customers created, you can do so by going to Receivables > Preferences > Customer Classes and changing the default for new customers on the General Tab.
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How Can I Change the Wording of My Dunning Letter?
Q: I want to change the wording on the stock dunning letter that is sent out of Acumatica. How can I do this?
A: The Dunning Letter in your system can be edited via the Report Designer. (If this is your first time using the Report Designer, contact NexLAN and we’ll walk you through installing it.)
If you have the Report Writer installed and the Report Designer role, click Edit Report on the top right of the report screen. Then open the report on the following pop-up by entering your Acumatica Login. Now you are inside the Report Designer and you can make your changes to the text on your Dunning Letter.
After you have made the changes, to save the report as a new version, select in the top left File > Save To Server and in the pop-up that appears, give your updated Dunning Letter a description and check the box for Save as a new version and click OK. This retains the original Dunning Letter so you can roll back to it in the future if you would like. As soon as you hit OK, your updated Dunning Letter will be available in your system to use.
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How Can I Record a Fixed Asset Without a Placed-in-Service Date?
Q: We purchased a new asset, but will not receive it for a few months. How do I record it in my Fixed Assets Module without a Placed-in-Service date entered? When I try to leave that field blank I receive the error, “‘Placed-in-Service Date’ cannot be empty.”
A: You can enter a future Placed-in-Service date for your new asset. Or you can add your asset to a Fixed Asset Class that has the option of Under Construction selected in its settings, which makes the Placed-in-Service date optional when setting up a new asset.
If you would like to create a new Fixed Asset Class with the Under Construction option selected, navigate to More Items > Financials > Fixed Assets > Preferences > Fixed Asset Classes and add a new record. On the General tab, be sure to check the box for Under Construction.
AccountMate Technical Tips
How Do I Disable Address Validation?
Versions: AM12.1 for SQL and Express (and higher versions)
Module: AR
Q: How do I disable the Address Validation feature?
A: You can disable the Address Validation feature anytime by unmarking the Enable Address Validation checkbox in the AR Module Setup ► Integration tab except when the Enable Sales Tax Integration checkbox is marked. If the Sales Tax integration feature is enabled, you can get rid of the address validation messages by providing the addresses (e.g., customer addresses) in a standard format (i.e., the suggested standard address) as required by TaxJar, Avalara, and/or USPS.
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How Can I Change a GL Segment Type?
Versions: AM10 for SQL and Express (and higher versions)
Module: GL
Q: I successfully created a new company in AccountMate, but I erroneously set up the GL segment type to “numeric” instead of “alphanumeric.” Is there a way to change the new company’s GL segment type?
A: Yes. Do this in the General Ledger ► Housekeeping menu ► Redefine GL Account Segment function. Before changing the GL segment type, verify that you are accessing the correct company.
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How Do I Remove Old Audit Trail Records?
Versions: AM10 for SQL and Express (and higher versions)
Module: SM
Q: Audit trail records could build up over time. Is there a way to remove older audit trail records as of a particular date?
A: Yes, you can purge audit trail records through the Purge Audit Trail function where you can enter a cut-off date. This function can be accessed from the AccountMate Administrator program under Setup ► Audit Trail ►Purge Audit Trail.
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Why Isn’t the MICR Line Printing on My Checks?
Versions: AM10 for SQL and Express (and higher versions)
Modules: AP, PR
TIP: When MICR is not printed on the check, verify the following:
- The Print MICR checkbox is marked in the Bank Account Maintenance ► Printing ► Computer/Handwritten Check area for the bank account record from which the check is drawn.
- The MICR Line is specified in the Bank Account Maintenance ► Custom Check tab for the bank account record from which the check is drawn.
- The MICR.ttf font is installed in the C:\Windows\Fonts folder of the machine where the check is printed.
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