Streamline Recording of Transactions
This latest AccountMate version implements several new features and enhancements intended to streamline processes to help users save time and effort as well as minimize data-entry errors. These new features and enhancements include the following:
New Post Credit Card Billing Function
Previous AccountMate versions required two (2) steps in recording the credit card billing transactions: (1) post an AP invoice for each credit card billing transaction, and (2) post the credit card payment. To facilitate the recording of multiple credit card billing transactions for a single charge transaction payment, AccountMate 10.4 implements the Post Credit Card Billing feature in the Accounts Payable module. This new function allows users to record at one time all the purchase and return transactions listed in the credit card billing statement. It also allows recording of credit card payment for the credit card transactions for which AP invoices have been generated.
Allow Copy and Paste from Excel into the Line Items Grid when Creating Sales Orders, Sales Invoices, and Purchase Orders
AccountMate 10.4 supports pasting of line items data copied from an Excel file. For users who deal with sales orders, sales invoices, and purchase orders with multiple line items; this provides a quicker way to record these transactions and minimize data-entry mistakes.
When preparing data in Excel, be sure to arrange the line item information in the same order as the columns in the Line Items grid to which you paste the data. The Sequence column must always be the first column in the Line Items grid; however, the Sequence value need not be present in the Excel file. AccountMate requires only the item number to be present in the Excel file when copying and pasting data onto the Line Items grid; however, it also copies specific pieces of information depending on whether you are creating a sales order, sales invoice, or purchase order. For example, when you copy from the Excel file sales order information
including the item number, item description, order quantity, unit price, and discount percentage; AccountMate copies onto the Line Items grid all these pieces of information except the discount percentage.
To copy and paste Excel data onto the Line Items grid, follow these steps:
- Open the Excel file and select the lines of data to be copied.
- Press CTRL + C on the keyboard or access the Copy function from the Edit menu.
- In the AccountMate screen right-click anywhere on the Line Items grid and select “Paste from Excel” in the pop-up menu.
Option to Suppress Message on Shipment Cancellation when Voiding Sales Invoice
In older versions, AccountMate always displays a dialog box asking for confirmation whether to cancel the sales order shipped quantity when you attempt to void a sales invoice. Some companies require cancellation of shipment when the relevant sales invoice is voided; thus, they need not always confirm each time they void a sales invoice.
AccountMate 10.4 is enhanced to address this need. Users can set in the AR Module Setup > General (1) tab the default option in the event that a sales invoice is voided:
- No Cancellation – Choose this option if, by default, you do not want AccountMate to cancel the shipped quantity when the related sales invoice is voided.
- Always Cancel – Choose this option if, by default, you want to always cancel the shipped quantity when the related sales invoice is voided.
- Prompt for Cancellation – Select this option if, by default, you want AccountMate to display a message requesting confirmation whether to cancel the shipped quantity when the related sales invoice is voided.
New Amend Lot Number Function
Previous AccountMate versions prevented users from amending lot numbers that had been assigned to inventory items. If erroneous lot numbers had been assigned or your company wanted to shift to another coding convention for the lot-controlled inventory items, users must first void the source transaction (e.g., Received Goods transaction) and record the transaction again (e.g., record again the receipt of goods) in order to assign the correct lot numbers to the inventory items. AccountMate 10.4 introduces the Amend Lot Number function in the Inventory Control module to make it easier and faster to amend incorrect lot numbers assigned to inventory
items, allowing users to save precious time and effort.
Email Invoice feature allows File Attachments to the Email
In addition to the ability to attach files to sales invoices and sales returns, the Email Invoice feature is further enhanced by providing the ability to automatically attach these files when the user emails the sales invoices/returns to the customers. Users can use the Create Invoice, Create Sales Return, and Print Invoice functions to email sales invoices/returns. When the user emails a sales invoice/return that has an attachment, AccountMate automatically displays the Invoice # [xxx] Attachment window where the user can choose which file(s) to attach to the email.
W-2 Codes for Income from Qualified Equity Grants and Aggregate Deferrals under Section 83(i)
AccountMate is enhanced to track and report deductions that represent the income from qualified equity grants and aggregate amount of income that employees elect to defer under section 83(i) of the Tax Cuts and Jobs Act. This enhancement includes the following changes:
New W-2 Codes in Deduction Maintenance
The options “GG: Income from qualified equity grants under section 83(i)” and “HH: Aggregate deferrals under section 83(i) elections as of the close of the calendar year” are added to the existing W-2 codes in Deduction Maintenance. Assign these options to deductions that must be reported as Codes GG and HH in the W-2 form > Box 12.
Automatically Populate Box 12 with Value of Income from Qualified Equity Grants and Aggregate Deferrals under Section 83(i)
AccountMate now automatically populates Box 12 on the W-2 form with the amount of qualified equity grants and the aggregate income that employees elect to defer under section 83(i) of the Tax Cuts and Jobs Act. The value will come from the deduction records that are assigned the W-2 Codes “GG” and “HH”.
Support Wells Fargo, Umpqua, and SunTrust Bank Positive Pay File Formats
AccountMate 10.4 is enhanced to support positive pay file layout for Wells Fargo, Umpqua, and SunTrust Bank. This brings the currently supported format count to eight (8) namely:
- Bank of America
- CNB
- Fifth Third Bank
- HSBC
- Umpqua
- Sun Trust
- Wachovia
- Wells Fargo
Ability to Change Post Date of a Fully Paid AP Invoice or a Partially/Fully Applied Debit Invoice
Previous AccountMate versions restricted users from changing the Post Date when amending an AP invoice that was fully paid or when amending a debit invoice that was partially or fully applied to a regular invoice. Starting in AccountMate 10.4, authorized users can edit the post date when amending a fully paid AP invoice and a partially or fully applied debit invoice. If you amend the post date of an invoice that was transferred to General Ledger, AccountMate will generate both the reversing and new journal entries. The previous post date will be used for the reversing journal entries while the new post date will be used for the new journal entries. This feature allows users more control over transaction dates and provides added flexibility when amending AP invoices and debit invoices.
Option to Overwrite Unit Cost for Items Not Set to Update On-hand
The Allow Overwrite Unit Cost checkbox is added in Inventory Maintenance > Settings (1) tab. This new checkbox is enabled only when the Update On-hand feature is disabled. When the Allow Overwrite Unit Cost checkbox is marked in the inventory item record, users can edit the item’s unit cost when creating sales orders, blanket sales orders, recurring sales order templates, sales invoices, sales returns, and recurring AR invoice templates.
Show Unit Price in Approve Sales Quote
AccountMate now shows the Unit Price in the Approve Sales Quote function. This provides users the ability to verify the unit prices prior to sales quote approval and to quickly reconcile the inventory item’s extended prices with the subtotal amount on the sales quote.
More Powerful Reporting Tools
The following report features and enhancements are introduced in version 10.4:
New Average Inventory Period and Inventory Turnover Ratio Reports Facilitate Inventory Analysis
These Inventory Analysis reports are added to the Inventory Control module:
- Average Inventory Period Report – This report shows the average number of days in a specified period that goods are held in inventory before these are sold. It also shows how inventory turnover changes over time.
- Inventory Turnover Ratio Report – This report contains information on the inventory turnover ratio, which is determined as the cost of goods sold in a specific period divided by the average inventory for that period.
Inventory turnover is a measure of the company’s efficiency in inventory management and control.
Both reports have options to include the un-invoiced shipments in the Cost of Goods Sold and/or to include the archived inventory items. Users can also elect to include in the report only the inventory items with sales activity, only those with no sales activity, or all inventory items. All these features make the above reports very powerful tools that can be used to determine the sales trends to reduce inventory carrying costs and the company’s effectiveness in selling purchased inventory. These reports also come in handy as references in determining liquidity of the company’s inventory and in monitoring the amount of time the goods sit in inventory and remain unsold.
GL Account ID Sorting Option in some Inventory Reports
The Warehouse Quantity Listing and Inventory As Of Report are enhanced by adding the ability to sort the report by “GL Account IDs.” This enhancement greatly helps users in reconciling these reports with the Inventory GL Account ID balances.
Show Invoice # in the RMA Line Item Report
The RMA Line Item Report now contains information on the related sales invoice numbers. This is helpful for users who need to trace the sales invoice previously created for the items being returned.
System Requirements
Before installing a demo or live copy of AccountMate 10 for SQL, verify that the servers and workstations meet the system requirements for installing and running AccountMate. Note: Actual requirements may vary based on the operating system and database used in each installation. Provisions must also be made for any additional applications and files installed with AccountMate.
Database Server Requirements:
The database server must meet the following minimum requirements:
Operating System:
Windows Server 2016 Standard Edition or
Windows Server 2012 R2 Standard Edition or
Windows Server 2012 Standard Edition
Database Management System:
Microsoft SQL Server 2017 Standard Edition or
Microsoft SQL Server 2017 Enterprise Edition or
Microsoft SQL Server 2017 Express Edition or
Microsoft SQL Server 2016 Standard Edition (SP2) or
Microsoft SQL Server 2016 Enterprise Edition (SP2) or
Microsoft SQL Server 2016 Express Edition (SP2) or
Microsoft SQL Server 2014 Standard Edition (SP2) or
Microsoft SQL Server 2014 Enterprise Edition (SP2) or
Microsoft SQL Server 2014 Express Edition (SP2) or
Microsoft SQL Server 2012 Standard Edition (SP4) or
Microsoft SQL Server 2012 Enterprise Edition (SP4) or
Microsoft SQL Server 2012 Express Edition (SP4)