Year-End 2025

Dear Clients,

Neuroscientists posit that the reason time seems to go faster as you get older is because you’re not learning new things and having new experiences. In other words, that it’s pretty easy to forget a forgettable day when you were in your usual rut—and when time passes without a “memory marker,” you can’t later acknowledge it even happened.

The solution is: don’t get in a rut! So, what’s your plans for 2026? Time to get a jump on those New Year’s resolutions—both professionally and personally.

But first, since many corporate fiscal years follow the regular calendar, let’s get 2025 closed out!

You’ll want to validate the validation reports then validate the Balance Sheet and finally do the actual year-end closing according to our AccountMate Year End Closing Outline or Acumatica Period-End and Year-End Closing Procedures.

Keep in mind that, in AccountMate, until you close the fiscal year you won’t have beginning balances on the Balance Sheet for the next fiscal year. And, since there’s only a three-year posting window, if you get a whole year behind then you won’t be able to enter ANY transactions—which we see regularly from clients who aren’t actively using General Ledger in their installations. Yes, it’s true that once you’ve closed a fiscal period then the source transactions aren’t editable, but you can always post back. So don’t confuse “closing” the period with “Posting Period Restrictions.” And the final reason to close is so that you can then post back into The Magic 13th Period of the prior fiscal year and not obscure the operational financial performance of your actual 12th period.

The best news is you’ve always got NexLAN’s FREE telephone and e-mail support available at 877-2NEXLAN or via support@nexlan.com and hopefully you have our “Emergency Contact List” for off-hours assistance—if not, please ask for it.

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Three Important Payroll Notes

#1: Overtime Reporting for OBBBA (One Big Beautiful Bill Act)

One of the components of OBBBA is No Tax on Overtime for 2025 through 2028, which will require reporting how much the employee was paid in FLSA-eligible overtime in Box 14 of their 2025 W-2. The program updates to be released later this month depend on proper classification of the Earning Code used as being of Earning Type “Overtime.” If you’re using an Earning Code that’s not set as that Type, then we’ll have to do some manual calculations and updates to the W-2—so be sure to check that now so we’ll be prepared!

#2: AccountMate Annual Payroll Update

If you use AccountMate’s payroll module, Rachel will be in touch soon to schedule the installation of the annual Payroll Update—which includes Federal/State tax table updates and, this year, significant program updates for OBBBA. This must be performed after your last payroll of 2025 and before your first payroll of 2026. You don’t need to have closed your fiscal year but must have the payroll module closed through December.

#3: Employee Retirement Plan Deduction Limit Doughnut for 2026

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. What does that mean in English? Check out the following table and please confirm applicability to your company’s plan with your CPA:

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Thanks for the numerous well wishes for recovery from my recent car accident—including several cards and gifts. Damage to my left shoulder is more serious than thought and might have surgery coming up. Pins in my right hand kept “backing out” and had to be removed early. All are now out and I’m TAKING IT EASY on the right hand but at least can now type with a few fingers of it while getting mobility back in the others.

Regards,

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

AccountMate: RDI-Link for Bi-Directional Integration with Your Ecommerce Store

Sync sales orders and product data between your AccountMate and your shopping carts: Magento, Shopify, BigCommerce, Amazon, and more

With RDI-Link running quietly in the background, any new orders from your online store will arrive automatically into AccountMate as Sales Orders, with customers created in AccountMate if they’re new.

And any changes in AccountMate to your item details like pricing, on-hand inventory, or product description and photo, will be automatically updated in your online store.

Cool automated features include:

• Flagging of new orders for you to review, such as from out of the country or unusually high dollar amounts
• Double-checking for the correct sales tax amount
• Charging of your online customer’s credit card
• Shipping details sent to your online customer
• Plus: RDI-Link is behind the EDI integration to AccountMate too, SPS Commerce EDI

Learn more

Watch the new webinar recording from AccountMate: RDI-LINK: Detailed Integration Between AM and Major Shopping Carts. (Or log in at accountmate.com and go to Education > Webcasts on Demand > Vertical Solution Partners and scroll down to this webinar.)

Reach out to NexLAN with your questions specific to your AccountMate system and requirements—and to hear what other NexLAN clients are doing to simplify their ecommerce operations with RDI-Link.

AccountMate: Connect to HubSpot CRM with RDI-Link

Are you catching the theme that RDI-Link is a POWERFUL connector to other systems?

For many good reasons, HubSpot is a market leader for Customer Relationship Management software, to track deals and orders in your sales process, as well as tracking your marketing that’s bringing new sales prospects to you.

RDI-Link for AccountMate integrates your customer data with HubSpot, giving your team a 360-degree view of every customer interaction, and moving new customers and new deals into AccountMate when they’re ready. Without clogging up your AccountMate with “not yet a customer” entries.

➤ Salespeople like working in HubSpot! When your salesperson writes up a new order there, RDI-Link brings it into AccountMate for your order processing. That means your sales team can spend their day working their way through sales orders and quotes in HubSpot, while accessing AccountMate info as needed from within HubSpot via the report writer (such as on-hand inventory and sales history)—from any desktop or mobile device anywhere.

There are hundreds of data elements that HubSpot can track for customer contacts, marketing, and sales, with great flexibility. While displaying a few essential ones on your dashboard.

And no worries about duplication of info between HubSpot and AccountMate. RDI Link’s got that covered.

Intrigued? Learn more

Watch the new webinar recording from AccountMate: RDI-LINK: Unlock the Power of HubSpot + AccountMate Integration. (Or log in at accountmate.com and go to Education > Webcasts on Demand > Vertical Solution Partners and scroll down to this webinar.)

Reach out to NexLAN with your questions specific to your AccountMate system and your sales and customer relationship management workflow. We’re fans of this integration and would be happy to tell you more.

Acumatica: New in 2025 R2—Integrate with BILL and Automate your AP Payments

Use BILL to handle your ACH, virtual card, and check payments in Acumatica

Say goodbye to manual check printing and ACH batch uploads. Now you can integrate your Acumatica 2025 R2 directly/natively with BILL and save time processing payments to your vendors. BILL fully processes ACH, virtual card, and check payments, allowing you to securely delegate payment execution and focus on higher-value tasks.

How you’ll save time:

• No more check printing and mailing, dealing with printer issues, or keeping check stock on hand
• You won’t need to configure ACH or EFT files to upload to your bank
• Vendors manage their remittance information in their BILL vendor profile, so you no longer have to maintain addresses or bank account numbers
• Give vendors options on how they would like to be paid—ACH payment, virtual card, or check
• Improve cash flow visibility

How it works:

When using the built in BILL integration you do not need to exit your Acumatica ERP system to process payments. When you enter your AP bill with the BILL payment method selected, BILL will send payment to your vendor in their preferred payment method and automatically release the payment document in your Acumatica system when their payment has been processed. You can review the status of the BILL payment on the Checks and Payments form on the remittance tab. 

Note: Currently, the BILL integration can be used only by companies located in the United States and the payments and prepayments processed by BILL must be in US dollars.

The BILL payment automation solution is now available across all Acumatica Industry Editions in 2025 R2. A number of NexLAN clients already use BILL to process AP payments and will be thrilled with this new partnership.

To schedule a demo and see how the BILL integration can save you time sending and managing payments, send NexLAN an email.

To see a highlight of other features added in the 2025 R2 Acumatica release, visit Introducing Acumatica Cloud ERP: 2025 R2. Most clients’ systems will update within a few months of the September 23 release date, though if you’re itching to start using the new 2025 R2 features, we can get your update started! Got questions? You know how to reach us.

Acumatica: Keeping You on Your Toes—In a Good Way

As we say in the cornfields, “There’s no grass growing under our feet!” Well, the same thing is true about your Acumatica system itself. It’s moving fast!

If you compare your current version of Acumatica to the one from just 18 or 24 months ago, or the ones coming 18 or 24 months from now—the number of substantial new features and capabilities is impressive and astonishing. (AI? BILL integration? Create and track support cases for your vendors?) There are always new areas to tap into to gain more value from your system.

That means that if you’re napping and just using your system the same way next year as you used it this year—you’ll be leaving concrete business improvements on the table.

So how to you stay current with what’s available? Do it in manageable small bites.

Here are some suggestions:

➤ 1. Read this monthly NewsLine from NexLAN.

The one you’re reading right now. We’re always got a couple of Acumatica capabilities, webinars, and other info highlighted for you. You can access all of our NewsLines here. Or email us to get the newsletters in your inbox monthly.

➤ 2. Stay informed about newly added features.

With two major releases per year, it’s easy to fall behind on what’s new when you’re busy. We recommend watching the virtual launch events to get an overview of each release.

Watch this space in next month’s NewsLine for registration links for the event in January. That event will be broadcast from the annual Acumatica Summit in Seattle—and by the way, Summit is open to anyone and it’s chock full of information, customer stories, and inspiration. If you haven’t been, do consider going in January in 2025 or 2026! We go every year. Register for Summit. And view the 2025 R2 virtual launch event recording from this fall.

• Tip: Following Acumatica’s blog (subscribe at the bottom of that page) or their social media is a great way to glance through all the new news as it happens. Acumatica just launched a podcast, too.
• Tip: Access an always-current summary of new features organized by release on Acumatica’s site. (See recent releases in the horizontal blue bar menu mid-page.)
• Idea: Who’s the top Acumatica enthusiast on your team? Ask that person to do a quick 10-minute overview of something in Acumatica as part of your regular team meetings.

➤ 3. Let us help you focus in on the best stuff for YOU.

Schedule a call with us. Provide your 2026 company or department goals and KPIs, and any wish list items that might already be on your radar as next steps in Acumatica.

We’ll combine that with our knowledge of your Acumatica system and your unique business, and some questions for you, to narrow things down. We’ll recommend a handful of Acumatica built-in or add-on capabilities and show you why they make the most business sense for you to explore first.

Maybe more user training is your most fruitful next step. Or maybe it’s onboarding more of your extended team to Acumatica as new users (remember, there’s no per-user charge to add users!)

Bottom line: The call to action for you is to be sure to keep pace with your modern, flexible, ever-improving Acumatica system.

AccountMate Tech Note: How AccountMate Can Help You Comply with Sarbanes-Oxley IT Security and Access Control Requirements

The Sarbanes-Oxley (SOX) Act of 2002 mandated public companies implement internal controls, certify accuracy of financial statements and undergo annual independent audits.

Article #1221: How AccountMate Can Help You Comply with Sarbanes-Oxley IT Security and Access Control Requirements discusses the IT Security and Access Control requirements and explains how AccountMate can help you comply with these requirements.

AccountMate Tech Note: Understanding the Electronic Payment Feature in Payroll and Accounts Payable

AccountMate provides electronic payment transaction processes using National Payment Corporation (NPC) and Automated Clearing House (ACH).

Article #1288: Understanding the Electronic Payment Feature in Payroll and Accounts Payable discusses how to use the electronic payment feature in the Payroll and Accounts Payable modules and lists the available electronic payment reports.

Acumatica Technical Tips

How Do I Remove the 1099 Amount from a Released AP Bill?

Q: I incorrectly tagged an AP Bill as 1099-able, but the AP bill has been paid and released. How do I make this change?

A: To remove the value in the 1099 Box on your released AP bill, complete the following steps:

1. On the Vendors form for the vendor the AP Bill was for, go to the General tab and check the 1099 Vendor check box.
2. On the Bills and Adjustments form of the AP Bill marked 1099-able, on the Details tab, in the 1099 Box column, delete 1099 box in the bill line.
3. Navigate back to the vendor on the Vendors form, and on the General tab, clear the 1099 Vendor check box.

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How Do I Disassemble a Manufactured Item?

Q: I have some manufactured items in inventory that I need to disassemble to their parts, what are the steps for disassembly?

A: To disassemble a manufactured item, please take the following steps:

Step 1. Create a new production order:

a. Open the Production Order Maintenance form with the new record.
b. Change the Order Type to Disassemble.
c. In the Inventory ID box, select the stock item to be disassembled.
d. On the General tab, in the Qty. to Produce box, specify the quantity of items to be disassembled.
e. Save the production order.

Step 2. On the form toolbar, click Actions > Disassemble.

Step 3. On the Disassembly form that opens, do the following:

a. On the Material tab, ensure that the system displays a line for each of the components along with their cost.
b. On the form toolbar, click Release to release the disassembly transaction.
c. On the References tab of the released Disassembly form, you can view details about the issue transaction.

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How Do I Update a Bill of Material?

Q: One of my Bill of Materials needs updated with new components. How do I update a BOM?

A: To update a BOM, you will need to create a new revision. To create a new revision of a bill of material, follow these steps:

1. On the Bill of Material form, in the BOM ID box, select the bill of material for which you want to add a new revision.
2. In the Revision box, enter a revision identifier to be used for the new revision.
   Note: When you create an additional BOM revision, the system copies all settings (including all attributes, notes, and attachments) of the most recently created revision to the new revision.
3. Make the needed changes to the BOM and click Save on the form toolbar.

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How Do I Delete Unprocessed Bank Transactions? 

Q: I have accidentally imported my bank transactions twice and now there are extra unprocessed transactions in the Process Bank Transaction screen. How do I delete these extra transactions?

A: To delete these lines follow these steps:

1. On the Import Bank Transactions form, in the Reference Nbr. column, click the link to open the record that contains bank transactions that you want to delete.
2. Select the row or use the Ctrl+Shift+Down shortcut key to select multiple rows of bank transactions in the table.
3. On the table toolbar, click the X (Delete Row) to delete the row(s) and save your changes.

AccountMate Technical Tips

Error Message “Inventory item record and user access rights to allow negative quantity on-hand updates are required” when posting WIP or a finished job

Versions: AM11 for SQL and Express (and higher versions)

Module: MI

Q: Why do I get the “Inventory item record and user access rights to allow negative quantity on-hand updates are required” message when attempting to post a work-in-process or post a finished job?

A: The message is displayed when there is a component item for which the on-hand quantity is insufficient to process the work order.

If you want to process a work order even if component items have insufficient on-hand quantities, the following conditions must be met:

• The item’s Allow Negative Qty On-hand Updates checkbox is marked in Inventory Maintenance ► Settings (1) ► General area.
• The user’s Allow Negative Quantity On-Hand Updates checkbox is marked in AccountMate Administrator ► Setup ► Group/User Setup function.
• The Allow Overuse of Inventory for Component Items checkbox is marked in the MI Module Setup ► General (1) tab.

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How Is the Ext Cost Calculated on the Profit Margin Report?

Versions: AM11 for SQL and Express (and higher versions)

Modules: AR, SO

Q: How is the Ext Cost in the Profit Margin Report calculated?

A: The Ext Cost in the Profit Margin Report is calculated by multiplying the invoice Ship Qty by the item Unit Cost (Create Invoice ► Line Item Details ► Ship Qty x Unit Cost).

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How Can I See Unpaid AP Invoices for a Select Time Period?

Versions: AM11 for SQL and Express (and higher versions)

Module: AP

Q: Is there a report that displays unpaid AP invoices only as of a certain period?

A: Yes. You can use any of these reports:

• AP Invoice Summary Report (with the Outstanding Invoices Only checkbox marked in the report interface)
• AP Invoice Detail Report (with the Outstanding Invoices Only checkbox marked in the report interface)

Filter the report by Invoice Date to include unpaid invoices as of a certain period. Enter the earliest invoice date in the From field, then the cut-off date in the To field.

The Forecast Aging Report and the Past-Due Aging Report also show the list of unpaid invoices (with aging). You may generate these reports as of a particular report date.

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How Do I Change the Target Account ID Description from a Copied Account?

Versions: AM11 for SQL and Express (and higher versions)

Module: GL

Q: How can I change the target Account ID’s description when I copy an Account ID from the chart of accounts?

A: Change the description of the target Account ID in the Generated New Accounts ► Description field.

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