Better Audit Trail

In previous build releases, setting up a new audit trail overwrites the previous audit trail setup. In this new version, AccountMate now provides the flexibility either to overwrite the existing tracked fields with the new audit trail setup or to add the new tracked fields to the existing audit trail setup. This allows users to be more flexible and to save ample time in updating the audit trail setup.

Enhanced Executive Summary
The Executive Summary feature was introduced in AccountMate 7.4 for SQL/Express. With this feature, users can view a snapshot of the company’s current financial condition and can quickly identify potential areas of concern.

In AccountMate 10.3 we have taken this feature one step further by providing authorized users the capability to configure the settings and view the graphical presentation of each amount in the Executive Summary screen. The enhanced Executive Summary screen has new Setup tabs where users can configure the settings that will control how each graph will be presented. A Graph button has been added beside each field in the new Details tab; click on the button to view the related Graph window that presents data in a graphical format. The graph can be previewed in printer-ready format, printed, copied, saved to file, and e-mailed in various supported file formats. A Details option is also available in the Graph window; choosing this option displays a listing that displays the graph’s detailed information. This enhancement provides users a visual summary to quickly grasp the pieces of financial information in an easy to understand format, thereby facilitating data analysis.

Improved Tracking of Employee Salary History to Facilitate Salary Review

AccountMate now keeps a record each time the employee’s salary rate and/or effective date is changed. The relevant earning code, state, create date, and the user who made the change are also assigned to each record added to the Salary History file. The salary history details available for authorized users to see by clicking on the View Salary History button either beside the Next Salary Review field in the Employee Maintenance > Salary tab or below the grid in the Employee Maintenance > Earning Code tab. Authorized users also have the option to include the salary history when printing the Employee Salary Listing. This enhancement makes it possible to completely track all the changes to the employee’s salary information; thus, it facilitates salary review.

Manufacturing Module Enhancements

The Manufacturing module has been enhanced as follows:

Ability to Track Bill of Materials Versions

AccountMate 10.3 introduces the Bill of Materials Version Control feature that provides the ability to track the various versions of a Bill of Materials (BOM) record used in work orders. Marking the Enable Bill of Materials Version Control checkbox in the MI Module Setup > General (1) tab activates this feature. This is a one-time setup. When this feature is activated and the user enters in the Bill of Materials Maintenance function an existing Item # that has multiple BOM versions or which current version has been used in transaction, AccountMate displays a Select Bill of Materials Version for Item # [xxx] window. This window allows users to
choose the specific BOM version to view/amend or to create a new BOM version, which is helpful when users need to make engineering changes or to correct issues but do not want to affect the existing transactions that use the configuration.

Option to Suppress Message on Inclusion of Labor/Machine Setup/Teardown Time in Work Order Explosion

In older builds, AccountMate always displays a dialog box asking for confirmation whether to include the labor or machine components’ setup and teardown times in the event that these are equal to or greater than the production time during the work order explosion process. Many companies need to always include the labor and machine component’s setup and teardown times during work order explosion; thus, they need not always confirm each time a work order is exploded.

AccountMate 10.3 is enhanced to address this need. Users can set in the MI Module Setup > General (2) tab the default option for labor and machine components in the bill of materials record:

• Never Include Setup and Teardown Times – Choose this option if, by default, you want to always exclude during work order explosion the setup and teardown times for the master item’s labor and machine components.
• Always Include Setup and Teardown Times – Choose this option if, by default, you want to always include during work order explosion the setup and teardown times for the master item’s labor and machine components.
• Prompt to Include Setup and Teardown Times – Select this option if, by default, you want to display a message requesting confirmation whether to include during work order explosion the setup and teardown times for the master item’s labor and machine components.

For each labor or machine component in the Bill of Materials record, users can accept or amend the default option (i.e., never include, always include, or prompt for inclusion of the setup and teardown time during work order explosion). This enhancement allows users to streamline the work order explosion process.

Disallows Deletion of Labor and Machine Records Used in Work Order Transactions

In previous versions, if a labor or machine record is not included in any bill of materials records and has zero (0:00) “Time Worked/Time Used” and “Time Allocated,” it can be deleted from AccountMate regardless of whether it is used in current work orders, work in process or finished jobs, which are yet to be permanently transferred to the General Ledger. Deleting labor and/or machine records used in unposted transactions will cause an out-of-balance condition when the user runs either the Transfer to GL or Period-End Closing function. This is because AccountMate cannot find the GL Account IDs that it needs to generate the journal
entries for these deleted labor and machine records.

In this newest release, a validation is added to prevent deletion of a labor or machine record when it is used in current work orders, work in process, and/or finished jobs that are yet to be permanently transferred to the General Ledger. This validation is designed to help keep the General Ledger accounts in balance.

Allows Viewing of Information on Master Parent Item Posted to WIP or Finished Job

In versions earlier than AccountMate 10.3, users can no longer view the master parent item’s information in the Create Work Order > Parent Line Items/Component Line Items/Instructions tabs once the master item or one of its subassembly parent items is posted to work in process or to finished job. In this latest version release, users can view the master parent item information regardless of whether it is posted to WIP or finished job; however, users cannot make any changes except in the Remarks, Notepad, and Instructions fields or areas.

Ability to Change the Return Code After Receiving RMA Order or Shipping RTV Order

AccountMate versions earlier than 10.3 disallows changing the return code assigned to an RMA order or RTV order once the RMA line items are received or the RTV line items are shipped. Version 10.3 introduces the Reclassify Return Code function that can be used to change the return code assigned to received RMA orders or shipped RTV orders. This gives greater flexibility in the event that the user made a mistake when assigning a return code during creation of the RMA order or RTV order (e.g., the reason for the return described by the customer is different the condition of the returned product or the user unintentionally assigned an incorrect
return code when the RTV order was created).

Payroll Enhancements

Payroll has been enhanced as follows:

New W-2 code in Deduction Maintenance

We have added the W-2 code “FF: Permitted benefits under a qualified small employer health reimbursement arrangement” in Deduction Maintenance. Assign this option only to deductions that must be reported as Code FF in Box 12 of the W-2 form.

Automatically Populate Box 12 with Value of Qualified Small Employer Health Reimbursement Arrangement

AccountMate now automatically populates Box 12 on the W-2 form with the value of the qualified small employer health reimbursement arrangement. The value will come from the deduction records that are assigned the W-2 Code “FF: Permitted benefits under a qualified small employer health reimbursement arrangement.”

New W-2 category to Capture Paid Family Leave Deductions that must be reported in Box 14 of the W-2 Form

A new Paid Family Leave option has been added to the W-2 Category list. Use this option to track paid family leave deductions that must be reported in Box 14 of the Form W-2. AccountMate is enhanced to automatically display paid family leave deduction amount in the Box 14 section of the W-2 Information Update screen. It also automatically prints the paid family leave deduction in Box 14 of the W-2 Form.

Flexibility to change at any time the Enable Inventory Acceptance setting

In earlier versions, users cannot change the Inventory Acceptance setting once it is set up. Starting in AccountMate 10.3, users can change the Inventory Acceptance setting in SO Module Setup at any time. When the feature was previously activated and the user attempts to deactivate it, however, AccountMate prevents deactivation by displaying a warning message if the following conditions exist:

• There are shipments with line items that require acceptance but are yet to be accepted.
• There are refused items that are still in-transit.
• There are open sales orders with line items not set for auto-acceptance.

This enhancement gives users greater flexibility in the event that they mistakenly enabled the Inventory Acceptance feature.

Ability to Add Images to the Configurator Option Choices

This new build release allows users to add images to the Configurator “list” option choices. There are new Add Image and Delete Image buttons in the Configurator Setup Edit [xxx] Choices window. When the image is set up, it will be shown in the Configurator Test > Options tab and in the Configurator Options window, which can be accessed from the relevant Transactions function. Seeing an image attached to the Configurator options helps users avoid confusion and helps ascertain that the correct product is being sold or manufactured.

Ability to assign an Inactive Status to a Bank Account

In previous build releases, there was no way to restrict a dormant or inactive bank account record from being displayed in the Bank # Search window. It causes inconvenience when a user mistakenly assigns an inactive bank account record to a new transaction. In AccountMate 10.3, we have added a Status field in the Bank Account Maintenance > Information tab. When a bank account record is assigned the “Inactive” status, it will not appear for selection in the Bank # Search window except when it is accessed from the Bank Account Maintenance function. AccountMate also prevents users from entering an inactive bank account’s number when recording transactions. This change provides the ability to restrict use of a dormant bank account record in any transactions.

In addition, the Bank Account Listing has new options that allow users flexibility in generating the report only for the active bank accounts, only for the inactive bank accounts, or for all bank accounts regardless of status.

Restricted Access to Customer/Vendor Record Attachments for Stronger Data Security

Access to attachments (e.g., AR invoice) in the customer and vendor maintenance records is restricted only to users with access rights to the source transaction function (e.g., Create Invoice). This enhancement strengthens data security as it helps ensure that access to sensitive information pertaining to customer and vendor supporting documents is restricted only to authorized users.

More Info at Your Fingertips

Show AP Invoice Amount and Balance in AP Automatic Apply Payment

AccountMate now shows the AP invoice amount and invoice balance in the AP Automatic Apply Payment function. This provides users up-to-date information about any previous payments made, if any, to the outstanding AP invoices; thus, it helps users more quickly ascertain which AP invoices to prioritize for payments.

Show Company Name in Amend SO/Invoice/PO > Customer # and Vendor # Search

Users can now see the customer or vendor company name in the Customer # and Vendor # Search window when amending a sales order, invoice, or purchase order. By making the company name readily available during SO/Invoice/PO amendment, users can more quickly find the correct customer or vendor whose transaction record needs to be amended.

New Inventory GL Accounts Listing Facilitates GL Account IDs Review

A new report has been added to the Inventory Control module that shows the GL Account IDs that are set up, per warehouse, for each inventory item record. The new report has an option to show the GL Account IDs attached to the Revenue Code assigned to the inventory item record. Users can also opt to show the Contract GL Account IDs for the inventory item records that are subject to revenue amortization. All these features make this new report a very powerful tool that can be used to verify the propriety of the GL Account IDs assigned to each inventory item record and to facilitate the reconciliation of Inventory GL Account ID balances in the event that discrepancies are discovered.

Reports Enhanced to Facilitate Receivable Collection and Shipment Preparation

Select Accounts Receivable and Sales Order reports are enhanced to help companies effectively manage collection of their receivables and facilitate preparation of shipments:

Filter AR Aging Report to Show Only Invoices that are Older or Past Due by a Certain # of Days

The AR Aging Report has been enhanced to allow users to include only the AR invoices that are outstanding for a certain number of days past their due dates or after their invoice dates. This facilitates the company’s collection efforts by narrowing the report scope to the invoices that are older or past due by a user-specified number of days.

Enhanced SO # Search Capability in Print Pick List and Print Master Pick List

When you search for the sales order(s) that you want to include in the Pick List and Master Pick List reports, the Sales Order # Leading/Full Search window displays only the sales orders that are authorized for shipment and have open quantities that are valid for warehouse pickup. In this way, users are assured that all the sales orders listed for them to choose exclude the sales quotes, those that are on hold or on credit hold, and those without any backorder quantities. This enhancement allows warehouse personnel to save time in processing sales order shipments.

“Warehouse” filter criterion is added in Print Pick List

The Pick List report in the Sales Order module is enhanced by adding the ability to filter the output for a range of warehouses. This makes the report easier and more flexible to use.

Supports Microsoft SQL Server 2017