Credit Card Integration

AccountMate 13.1 for SQL/Express introduces the Credit Card Integration feature in the Accounts Receivable and Sales Order modules. This allows users to pre-authorize, pay, and manage customer credit card transactions anytime, anywhere, directly within AccountMate. Credit card transactions are processed via a secure Transport Layer Security (TLS) Internet Protocol (IP) connection from each workstation without the need for any additional credit card equipment or software to use. This saves you money that would have otherwise been spent on special equipment and software, as well as time spent in training and using that equipment/software.

Users can choose if they want to use this feature in the Accounts Receivable (AR) module only or in both AR and Sales Order (SO) modules. When used in SO, users can have the system validate the credit card information when entering sales quotes, approving sales quotes, or entering sales orders. Users also have the option to require pre-authorization of sales orders to ensure the credit card is sufficiently funded before shipping an order. When used to record AR invoices or customer payments, credit card validation can be performed after the user enters a new credit card or selects one of the credit cards saved for the customer. Credit card
authorization is automatically performed when saving customer payments. All these changes help to simplify the customer credit card payment process and save you time.

All credit card activities are recorded in a transaction log which information can be viewed through the new Credit Card Transaction Log report. This report shows information about the transaction, user details, and failed credit card transaction responses.

Extended security options are provided to control which users can process credit card transactions. It supports transactions 24/7 and offers various options that can be tailored to fit your specific business needs. Sensitive credit card data is encrypted in the AccountMate database during the save process but may be displayed on the applicable AccountMate screens or reports depending on the chosen provider and subject to validation of user access rights to show the complete credit card #.

AccountMate 13.1 for SQL/Express Credit Card Integration feature supports REPAY (APS Integration), Authorize.Net, and eProcessing Network credit card processing providers.

Sales Tax Integration with Avalara

We have expanded the Sales Tax Integration module in AccountMate 13.1 with the option to use Avalara AvaTax in addition to TaxJar. Avalara AvaTax determines the correct tax rates based on your Nexus state and each state’s economic Nexus laws, the customer’s shipping address, and the type of products included in an order.

With the expanded Sales Tax Integration module, AccountMate users no longer have to take responsibility for maintaining the tax rates and choosing the sales tax code for each transaction themselves. Instead, using either Avalara AvaTax or TaxJar, users can have the system automatically determine the correct sales tax rates and amounts for their transactions. This saves you the time it takes to manually update the company’s sales tax records. It also saves you money arising from costly sales tax calculation mistakes.
Sales Tax Integration either through Avalara AvaTax or TaxJar apply only to companies using the United States country tax and are using “USD” as their home currency code.

Provide an Avalara AvaTax Address Validation API Option

AccountMate’s Address Validation feature provides the ability to automatically validate the address entered in the applicable functions. This feature applies only to United States addresses. Older AccountMate versions have two (2) Address Validation API options—TaxJar and USPS. AccountMate 13.1 offers a third Address Validation API option: Avalara AvaTax. This enhancement gives users more choices for an Address Validation API to use in the automatic validation of US addresses.

ClickToPay Enhancements

AccountMate 13.1 for SQL/Express implements these enhancements to the ClickToPay feature:

Allow set up of Net Days for ClickToPay pay code

When a user creates a ClickToPay pay code in AccountMate versions prior to 13.1, the Net Days field is disabled in Pay Code Maintenance. This latest AccountMate version allows the user to set up Net Days for a pay code assigned the ClickToPay pay type. This allows users to assign credit terms to invoices that are set up for ClickToPay processing so that these invoices can be properly aged. This enhancement helps ensure accurate Aging reports, which in turn helps companies effectively manage their collection efforts and get paid in a timely manner.

Disallow use of ClickToPay pay codes when setting up ClickToPay

REPAY’s ClickToPay accepts only credit cards and ACH payments. Older AccountMate versions require users to assign a pay code with a ClickToPay pay type when setting up ClickToPay in AR Module Setup. Since ClickToPay is not a form of payment, changes are implemented in AccountMate 13.1 to allow the use of pay codes assigned credit card or ACH pay types when setting up ClickToPay. In addition, the ClickToPay payment type is disabled in Pay Code Maintenance until the ClickToPay feature is activated. The pay codes assigned the ClickToPay type will be used only when creating a ClickToPay transaction (e.g., sales order, blanket SO, invoice, etc.) to allow the system to identify which invoices will be uploaded for customers to view and pay through the online payment portal. The Print Payment Receipt and Cash Receipts Report no longer display the ClickToPay checkbox. These changes are made to make it easier for users to distinguish between pay codes that are used to represent different forms of payment (i.e., Cash, Check, Credit Card, ACH, Other pay types) and pay codes that are used for other purposes (i.e., COD, ClickToPay, Terms pay types).

Ability to copy customer’s ClickToPay URL

In AccountMate 13.1 a Copy ClickToPay URL button is added to Customer Maintenance. When the ClickToPay feature is enabled and a customer has at least one ClickToPay invoice transaction, AccountMate provides a ClickToPay URL and activates the Copy ClickToPay URL button for that customer. Click this button and paste the information copied to your preferred browser to instantly view REPAY’s ClickToPay portal showing the specific customer’s outstanding invoices. This information can also be shared via email to the specific customer(s) whom users want to be notified of a convenient way to view their outstanding invoices and pay them online. This is just one more way in which AccountMate’s ClickToPay feature helps make it easier and safer for your customers to pay you online.

Ability to assign a pay code to finance charge invoices

When finance charges are applied to past-due statement balances, AccountMate generates a separate invoice for the finance charge. In older versions, there was no way for the user to select the pay code to assign to these finance charge invoices. This has now changed in AccountMate 13.1. A new Pay Code field is added to the AR Module Setup > Finance Charge tab. This field must be supplied with a valid value if the option to Charge on Past Due Statement Balance is selected. This gives users more control over the pay codes that will be assigned to the finance charge invoices that are created under this setting. It also helps to ensure that these invoices are properly aged in accordance with the company’s finance charge policies.

New Print Finance Charge Invoice function

AccountMate 13.1 for SQL/Express has a new report called Print Finance Charge Invoice in the Accounts Receivable module. The information presented in this report includes a list of invoices that make up the statement balance, the balance and chargeable amount of each invoice, and the total that was used as basis for calculating the finance charge amount. This gives users the ability to print just the invoices generated for the finance charges that were applied based on the customer’s past-due statement balance. It also helps users answer customer questions about how the finance charge invoice amount was calculated.

Validate the ACH Effective Date versus the Deposit Date

When an ACH deposit record is created in AccountMate, the system uses the Effective Date in the ACH electronic file that will be generated for the user to send to the bank. The bank then processes the electronic payment on the Effective Date specified in the ACH file. In many cases, the ACH transaction also shows up in the bank statement with a transaction date that matches the Effective Date.

To facilitate bank reconciliation, AccountMate 13.1 has added a transaction control that validates whether the ACH deposit Effective Date either matches or is later than the Deposit Date. When recording a deposit for ACH receipts, AccountMate prevents users from entering an Effective Date that is earlier than the Deposit Date. This is to help ensure that the ACH deposit records in AccountMate are not dated later than when the bank processes the ACH payment.

Enhanced Bank Account Maintenance

This newest version implements a couple of enhancements in the Bank Account Maintenance function:

Provide a separate Immediate Origin field for AR payments in Bank Account Maintenance

In earlier AccountMate versions, there is only one field in the Bank Account Maintenance function that stores the Immediate Origin value to be used when processing ACH for all accounts receivable (AR), accounts payable (AP), and payroll (PR) payments. In AccountMate 13.1, the existing field is renamed to AP/PR Immediate Origin. A new AR Immediate Origin field is added to the Bank Account Maintenance > ACH (Mandatory) tab to store the Immediate Origin value for AR payments. This gives users the flexibility
they need in case their bank requires a different Immediate Origin value for ACH collections (i.e., AR ACH) than the Immediate Origin value for ACH payments (i.e., AP and PR ACH).

New “460 – Credit or Debit” Service Class Code in Bank Account Maintenance

A new “460 – Credit or Debit” option is added to the Bank Account Maintenance > AP/PR Service Class Code field. This new service class code will be used in the ACH file that is generated from the AP or PR module. When users choose the 460-Credit or Debit service class code, the generated ACH file will display this information in records 5 and 8, positions 02-04. This newly added service class code is applicable only to Canadian companies. This enhancement helps Canadian companies meet their specific ACH file
requirements.

Create JE from Recurring JE Template enhanced to generate multiple JE batches

Older AccountMate versions create only one journal entry batch that is good for just one cycle even though the recurring journal entry (JE) template is configured to run for multiple cycles. In AccountMate 13.1, users can now define the Recurring Batch Date Range in the Create JE from Recurring JE Template function. The default date range starts with the Next Recur. Date and ends with the End Recur. Date in the JE template.

During this process, the system will create as many journal entry batches as there are available cycles that fall within the Recurring Batch Date Range entered by the user (but not to exceed the Next Recur. Date and End Recur. Date specified in the JE template). With this change, it is possible for users to generate multiple journal entry batches at a time from a multi-cycle JE template which is a huge time saver.

Support Attachments in the Machine and Labor Maintenance functions The Attachment feature is now available in the following Manufacturing functions:

• Machine Maintenance
• Labor Maintenance

For example: users can attach machine inspection records to help them keep track of inspection schedules, repair notes and other information related to the required machine maintenance. This makes it possible for users to attach files to each machine or labor record to serve as supporting documents or references that can be retrieved and updated at any time.

Support the latest Microsoft SQL Server version

AccountMate 13.1 for SQL/Express supports Microsoft SQL Server 2022. This keeps AccountMate up to date with the latest Microsoft technologies. For more information about the supported SQL Server versions and operating systems, refer to the Software Requirements section on the AccountMate website.