New TaxJar Integration Module

The new TaxJar Integration module provides sales tax automation where correct tax rates are determined based on your Nexus state and each state’s Economic Nexus Laws, your customer’s tax exemption type, their shipping address, and the type of products included in an order. Some products could be either exempted from sales tax or taxed at a reduced rate in different tax jurisdictions. With this module, AccountMate provides complete flexibility in allowing users to decide whether they want to take the responsibility of maintaining the tax rates and choosing the sales tax code for each transaction or to allow TaxJar to determine the correct tax rate.
This module is applicable only to companies using the United States country tax and the USD home currency code. It seamlessly integrates with AccountMate’s Sales Order, Accounts Receivable, and Return Merchandise Authorization modules. Refer to the TaxJar Integration Sell Sheet for more information about this module.

Payroll Enhancements

AccountMate 12.1 implements several enhancements in the Payroll module:

Ability to Email Direct Deposit Pay Stubs to Individual Employees

AccountMate 12.1 introduces the Email Pay Stub feature that allows users to email the check stubs to the individual employees. When the user prints a payroll check, AccountMate automatically generates a PDF file showing the check and stub and stores it in the company database. When the user clicks the Email button in the Email Pay Stub function window; AccountMate automatically retrieves the PDF file from the company database, attaches the PDF file to the email, and sends it to the email address specified in the employee record. AccountMate allows only one PDF file to be attached to each e-mail. If there were multiple PDF files stored for an employee, AccountMate will send multiple emails to that employee. When all the chosen PDF files are emailed, the user receives a status email that states which emails were successfully sent and which emails failed to send. This new feature facilitates emailing of the check stubs to the individual employees without the need to manually scan each check stub. It allows users to easily and
quickly email the check stubs, thereby saving ample time and effort. This new feature comes in handy especially during this pandemic period when many employees are working from home and are not physically present in the office to obtain the printed check stubs.

Option to Calculate the Deduction Amount based on Employee’s Gross Wages after Taxes

In previous AccountMate versions users can configure AccountMate to apply the deduction percentage rate to either the employee’s gross wages or the employee’s net wages in calculating the deduction amount. AccountMate 12.1 provides an additional option, “Gross Pay after Tax,” in the Deduction Maintenance function > Information tab. Choosing this new option configures AccountMate to calculate the deduction amount by applying the deduction percentage rate to the employee’s gross wages after deducting all the
taxes. This setting is used for the Percentage type of deduction codes. This enhancement is useful for employers who receive court orders to deduct from an employee’s wage a particular amount (i.e., garnishment) that will be calculated based on the employee’s gross wages, net of all taxes but prior to any deductions.

Provide a Separate Allowances field for Local Withholding Taxes

In older AccountMate versions there is only one field in the AccountMate database that stores both the state and local withholding allowances values; thus, the Employee Maintenance > W4 Info tab > Local area > Allowances field is non-editable and displays only for reference the same value entered in the W4 Info tab > State area > Allowances field. There is no way for users to change the local allowances. AccountMate 12.1 provides another field to store the local allowances value separately from the state allowances. The Employee Maintenance > W4 Info tab > Local area > Allowances field is enabled, allowing users to specify the number of local withholding allowances claimed by the employee. This enhancement provides the flexibility of separately recording the number of local withholding allowances from the number of state withholding allowances.

Payroll Check Stub Shows Paid Leave Details

The payroll check stub in previous AccountMate versions shows only the paid leaves net value resulting from deducting the usage from the accrual. If accrual exceeded the usage, the paid leave net value will be positive. If usage exceeded accrual, it will be a negative value, which may cause confusion among the employees and may keep them guessing of their actual accrued and used values during the pay period.

The payroll check stub is enhanced in AccountMate 12.1 by separately showing in the Paid Leaves section the paid leaves accrual and usage during the pay period. This enhancement avoids confusion and enables both the Payroll Officer and the employees to save time and effort from asking about their paid leave details.

New Federal Tax Credits Claim Function Allows Recording of Employer Tax Credits

Previously called the Cobra Credit function in older AccountMate versions, it is renamed to Federal Tax Credits Claim in AccountMate 12.1. This function allows users to record the following tax credits claimed by eligible employers for each quarter:

➢ Wages paid to employees for emergency paid sick leave and expanded family and medical leave under the Families First Coronavirus Response Act (FFCRA)

➢ The employer share of Medicare taxes on wages paid to employees for emergency paid sick leave and expanded family and medical leave

➢ The cost of maintaining health insurance coverage during emergency paid sick leave and expanded family and medical leave period

➢ Employee retention credit under the Coronavirus Aid, Relief and Economic Security (CARES) Act for continuing to pay employees during a partial/full shutdown due to COVID-19 or a significant decline in gross receipts The Federal Tax Credits Claim function can also be used to void the employee retention credit, FFCRA credit, or other tax credits.

More Powerful Payroll Tax Reports

AccountMate 12.1 introduces powerful new tax reports in the Payroll module:

• Federal Tax Credits Report
  This new report provides information about the tax credits from the FFCRA, employee retention under the CARES Act, and other tax credits that employers receive for each quarter. It is useful in keeping track of these various tax credits and in preparing the federal tax forms.
• Additional State Taxes Transaction Report
  This new report provides information about the additional state taxes transactions recorded in AccountMate including information about the particular states, tax codes, employees and their assigned departments, bank, and check details. The additional state taxes parameters are set up in PR Module Setup. This report can be used as reference when reviewing the additional state taxes transactions and when generating the state tax forms.

Option for Automatic Address Validation

The TaxJar Integration module requires accurate address in order to determine the correct tax rates and to help ensure that mails and shipments are promptly delivered to the intended recipients. AccountMate provides the option to automatically validate the address entered in the applicable functions. To activate this feature, users need to mark the new checkbox labeled Enable Address Validation in SO/AR Module Setup and PO/AP Module Setup. When a user clicks the Setup button beside this new checkbox, AccountMate displays the Address Validation Setup window where the user can choose which one to use between TaxJar and USPS
Address Validation API. This feature is applicable only to the United States addresses.

After the user enters an address in any applicable functions, the Address Validation API does any of the following:

• Displays a message informing the user that the provided address is invalid
• Displays the Address Validation window showing the suggested standard address, and the user can choose which one to use between the suggested standard address and the original inputted address
• Does not display any message or window when the provided address matches the suggested standard address Capability to Select rather than Type Country and State Information

AccountMate 12.1 adds a List box button beside the Country field so users can conveniently select the applicable country rather than type it. For companies that specifically use the United States and Canada country taxes, a List box button is added beside the State field. Clicking the List box button beside a Country or State field, if applicable, displays in alphabetical order all the countries or states that the user can select from. This facilitates the selection of the applicable country and state, thereby allowing users to save a few keystrokes and to ensure that accurate country and state information is provided.

Ability to Set Up the Country that AccountMate will Use for Blank Country Field

A new Unassigned Country As field is added in the Company Setup function. This new field allows authorized users to specify the Country that AccountMate will use when the Country field is blank.

Ability to Configure Signature Settings based on Check Amounts

AccountMate 12.1 provides users the ability to configure the signature settings based on the check amounts. To implement this enhancement, a new Signature tab is added in the Bank Account Maintenance function. This new tab replaces the Signature and Signature Line fields found in the Bank Account function > Custom Check tab in older AccountMate versions. In the new Signature tab users can set up multiple ranges of check amounts that require approval from certain authorized signatories, configure AccountMate to print signatures on the checks and/or to print a line beneath a specific signature, and set up signature files. This enhancement makes it possible for users to set up the authorized signatories for a specific range of check amounts.

Redesigned 2020 Form 1099-MISC and New Form 1099-NEC in Accounts Payable

Nonemployee compensation used to be reported in the Form 1099-MISC > Box 7. Starting in tax year 2020, non-employee compensation is reported in the new Form 1099-NEC > Box 1. The Form 1099-MISC form is revised and the box numbers for reporting certain income were rearranged.

AccountMate 12.1 also introduces these AP-1099 related new functions and options in various reports:

New Print/E-File 1099 Function

This Print/E-File 1099 function allows users to print and electronically file both Forms 1099-MISC and 1099-NEC. This new function replaces the 1099 Electronic Filing and Print 1099 Form functions.

Additional 1099 Types in various AP functions

New AP 1099 types, Fish Purchased for Resale and Nonqualified deferred compensation (NQDC), are added in the following functions:

• AP Module Setup
• Vendor Maintenance
• AP Invoice Transactions
• 1099 Information Update

Enhanced 1099 Information Update Function

In addition to the new fields labeled Fish Purchased for Resale and Nonqualified Deferred Compensation, the 1099 Information Update > Box 1 to Box 18 tab also has a new 1099-NEC area where users can update the nonemployee compensation, Federal Income Tax withholding, state tax withholding, and state income.

New filter options in the AP1099 Reports

• 1099 Vendor Listing – Options are added to filter information in the report to include only the 1099-MISC vendors, only the 1099-NEC vendors, or all 1099 vendors.
• 1099 Payment Report – Options are added to filter information in the report to include only the 1099-MISC payments, only the 1099-NEC payments, or all 1099 payments.
• 1099 Report – Options are added to filter information in the report to include only the 1099-MISC payments, only the 1099-NEC payments, or all 1099 payments.

Bill of Materials Version Control Feature Enhancements

The Manufacturing module’s Bill of Materials (BOM) Version Control feature is further enhanced in AM12.1 for SQL/Express. These enhancements include the following:

Flexibility to Amend the Bill of Materials Version that is used in Work Orders

Previous AccountMate versions prevent users from amending a specific bill of materials (BOM) version that is being used in existing work order transactions. If the user needs to make engineering changes or to correct issues but do not want to affect the existing transactions that use the configuration, the user must create a new BOM version to apply the changes.

In AccountMate 12.1 the BOM Version Control feature is further enhanced by allowing users to edit the BOM version regardless of whether it is used in existing work order transactions. The changes made to the existing BOM version will apply only to the new work orders created after the change and to the existing work orders that are yet to be exploded. This enhancement provides added flexibility especially when only minor changes need to be made in the BOM version that is used in the existing work orders. For example, replacing a bill of materials component that is no longer available is a minor change that does not require changing the actual production and does not warrant a creation of a new BOM version.

Ability to Assign a Status to the Bill of Materials Version

Users can now assign either an Active or Inactive status to the Bill of Materials version. For this purpose a Status field is added in the Bill of Materials Maintenance function. This new field is available only when the Bill of Materials Version Control feature is enabled in MI Module Setup. This enhancement strengthens internal control and provides users the ability to restrict use of a certain BOM version in any work order transactions.

Ability to Choose an Active Bill of Materials Version to be Assigned to Work Orders

The Work Order Transactions function > Line Items tab has a new Version field. This new field is available when the Bill of Materials Version Control feature is activated. This enhancement provides users the flexibility to choose which one among the active BOM versions to assign to the master item when creating a new work order, adding a new master item to an existing work order, or amending an existing master item for an existing work order that is yet to be exploded.

Replace BOM Component Allows Users to Choose which BOM Version to Update

In versions older than AccountMate 12.1 for SQL/Express users cannot replace a specific bill of materials (BOM) component when all its parent items are used in the work order transactions. This latest release no longer validates whether the chosen current component is assigned to a parent item that is used in work order transactions. The Replace BOM Component function is enhanced to show which BOM versions utilizing the chosen component are used and not used in work order transactions. Users can choose which of these BOM versions to update. A new checkbox “Exclude BOM Versions Used in Transactions’ is added in the Replace BOM Component function. This new checkbox is available only when the Bill of Materials Version Control feature is activated. Marking this checkbox configures AccountMate to exclude from the component replacement process the BOM versions assigned to parent items that are used in the work order transactions.

Email Sales Order/Quote/Packing Slip feature allows File Attachments to the Email

In addition to the ability to attach files to sales orders, sales quotes, and packing slips; the Email Sales Order/Quote feature is further enhanced by providing the ability to automatically attach these files when the user emails the sales orders/quotes/packing slips to the customers. The Create Sales Order, Create Sales Quote, Approve Sales Quote, Ship Sales Order, Print Sales Order, Print Sales Quote, Print SO Packing Slip, and Print AR Packing Slip functions can be used to email the sales orders, sales quotes, SO packing slips, and AR packing slips. When the user emails a sales order/quote/packing slip that has an attachment, AccountMate automatically displays the SO # [xxx] Attachment window where the user can choose which file(s) to attach to the email. This enhancement saves users time and the hassle of looking for the supporting files and documents when emailing sales orders/quotes/packing slips to customers.

Email Purchase Order/Quote feature allows File Attachments to the Email

Using the Create Purchase Order by Vendor, Create Purchase Quote by Vendor, Print Purchase Order, or Print Purchase Quote function; users can email purchase orders and quotes to the vendor. Implementation of this feature is expanded by allowing the automatic attachment to the email of the files currently attached to the purchase orders/quotes. When the user emails a purchase order/quote that has at least one file attachment, AccountMate automatically displays the PO # [xxx] Attachment window where the user can choose the file(s) to be attached to the email. This enhancement saves users time and the hassle of looking for the supporting files and documents when emailing purchase orders/quotes to vendors.

Ability to Adjust Unit Cost of Specific Serial Numbers

In older AccountMate versions there is no way to record a cost adjustment for a specific unit or units of a serialized item. Sometimes there is a need to adjust the unit cost only for specific units of serialized items.

AccountMate 12.1 addresses this need by allowing users to enter the new cost only for specific units of the serialized item without affecting the remaining units’ cost. To do this, a user needs to enter zero (0) bin quantity and unit cost in the Inventory Adjustment function; then, click the Item Special button to display the Inventory Adjustment for Item # [xxx] window where the user can specify the new unit cost for the chosen serialized item’s specific units. This enhancement makes it possible for users to change the serialized items specific unit’s cost without affecting the other units’ costs, thereby helping achieve a more realistic and accurate cost of serialized inventory items.

Set the Transaction Date to “Today’s Date” for System-Generated Adjustments from Inventory Transaction Log Reconciliation

Recalculation of inventory beginning balances as of a specific period is necessary in the event that the inventory on-hand quantity and cost balances do not match between the Warehouse Quantity Listing and Inventory As Of Report as of “today’s date.” When AccountMate records the system-generated inventory adjustments arising from inventory beginning balances recalculation, it uses a transaction date that is one (1) day immediately prior to the inventory item’s earliest transaction date. For example, if an inventory item’s earliest transaction date is January 15, 2021; AccountMate will use January 14, 2021 as the transaction date for the posted inventory adjustment arising from the recalculation of inventory beginning balances. This design may result in inconsistent
inventory balances as of the cut-off date when the inventory beginning balances recalculation is done after the
cut-off date.

Starting in AccountMate 12.1, the Recalculate Inventory Beginning Balances checkbox is renamed to Reconcile Inventory Transaction Log in the Data Manager function. The Inventory Transaction Log may include a new RITL transaction type that represents the system-generated inventory adjustments arising from the Reconcile Inventory Transaction Log routine. The feature design is also changed by setting the transaction date to “Today’s Date” for the system-generated inventory adjustments that arise from the reconciliation of the inventory transaction log. This change helps ensure consistency of the inventory on-hand quantity and cost balances as of the cut-off date regardless of when the Inventory As Of Report is generated.

More Information at your Fingertips

The following enhancements are designed to make it easier for users to find the information they need.

Show the AR Invoice Discount, Adjustment, and Written-Off Amounts in the Customer Balance Detail Analysis Window

Previous AccountMate versions display in the Balance for Customer # [xxx] window a single adjustment amount that is comprised of the discount taken, adjustment made, and/or amount written off from an AR invoice. This window is displayed when you click the Detail Analysis button beside the Balance field in any applicable customer-related function.

In AccountMate 12.1 for SQL/Express the Balance for Customer # [xxx] window is enhanced by adding new columns–Disc Amt, Adj Amt, and Write-off–to separately display the AR invoice discount, adjustment, and written-off amount. This enhancement provides users the added convenience of viewing in one window the AR invoice adjustment details without the hassle of accessing other functions or reports to obtain this detailed information.

Display the AR Invoice Paid Amount and Balance in the Create Invoice function

In previous AccountMate versions there was no quick way to view from the Create Invoice screen the AR invoice customer payment details and balance. To obtain these pieces of information, users must either generate different reports or drill down to the Balance field in the Information tab and locate the invoice record in the Balance for Customer # [xxx] window.

The Create Invoice function in AccountMate 12.1 for SQL/Express is enhanced to display the total customer payments and invoice balance in the Line Items tab when a user amends an AR invoice. To view the AR invoice payment details that comprise the value in the new Paid field, the user simply clicks on the Detail Analysis button beside the new Paid field to display the Payments for Invoices # [xxx] window. This enhancement provides users an easy and quick way to see up-to-date information about the customer
payments, if any, made to the AR invoice and the AR invoice balance prior to saving the changes made to the AR invoice.

Display the Sales Return Invoice Applied/Refunded Open Credits and Balance in the Create Sales Return without Invoice # function

In versions lower than AccountMate 12.1 for SQL/Express the Create Sales Return without Invoice # screen does not display the sales return invoice balance and the open credits refunded or applied to specific AR invoices. To obtain these pieces of information, users must either generate different reports or drill down to the Information tab > Balance field to locate the sales return invoice record in the Balance for Customer # [xxx] window.

In this latest version the Create Sales Return without Invoice # function is enhanced to show in the Line Items tab the sales return invoice balance and the total open credits amount refunded or applied to specific AR invoices when a user amends a sales return. The user can simply click on the Detail Analysis button beside the new Applied field to view in the Applied Credits from Invoice # [xxx] window the detailed transactions that comprise the total refunded or applied open credits amount from the sales return. This
enhancement allows users to easily and quickly verify the sales return invoice balance and open credits that were refunded/applied to AR invoices prior to saving the changes made to the sales return invoice.

Archived AP Invoice, Credit Card Billing, AR Invoice, and Employee Lookup Support Full Search

In addition to the History Invoice # Leading Search window that is available in versions lower than AccountMate 12.1 for SQL/Express; this newest version is enhanced by making available the History Invoice # Full Search window when users amend AP invoices, credit card billings, AR invoices, and employee records. To locate a specific archived record, users can now search through not only a limited number of records but also ALL AP invoices, credit card billings, AR invoices, and employee records in the history files using the new Full Search feature. This enhancement allows users to efficiently search through the history files for the specific archived record that they need to unarchive and to amend.

Report Enhancements

Some of the AccountMate 12.1 reports enhancements include the following:

Warn the User if the Report Date Range fields are Blank

When generating reports, users can choose to filter information in the report to include only those with transaction dates that fall within a specific period. To do this, the user will unmark the Report Date All checkbox in the report interface. and enter the range of dates in the Report Date From and To fields.

AccountMate 12.1 displays a warning message when the user forgets to enter the report date range and leaves the From and To Date fields blank prior to printing or previewing the report. This serves as a reminder for users to first provide the date range as basis for AccountMate to filter the information prior to report generation, thereby optimizing report performance.

Enhanced GL Transfer Report Shows All Data in Columns (No Rows) when Emailed/Exported to Excel

The GL Transfer Report in older AccountMate versions shows some data in rows, which forces users to look at the row headers rather than look at the column headers only. When the report is exported to Excel, data cannot be sorted by columns due to some data presented in rows. Users first need to move into a column the data presented in rows in order to successfully sort data. AccountMate 12.1 provides users the ability to view and export the GL Transfer Report, showing all data in columns and without rows. This enhancement makes it easy and timesaving for users to view and sort report data.