Accounts Payable Payment Automation

AccountMate 13.2 introduces the Accounts Payable Payment Automation feature which automates vendor payment processing through REPAY payments provider. This eliminates the tedious and time-consuming manual and paper-heavy process of printing your own checks or generating ACH files. Vendors can still choose their preferred payment method whether by credit card, ACH, or check.

Using the AP Payment Automation feature, you can save substantial time and money on Business-to-Business (B2B) payments. Cost savings come in the form of reduced costs on check printing and ACH payment processing, as well as rebates from credit card payments. Repay works directly with your vendors to maintain up to date vendor banking information. Refer to the Accounts Payable Payment Automation Sell Sheet for more information about this feature.

Enhanced User Login Authentication Process

In addition to the username and password needed when users log in to the AccountMate program, we have added a second level of authentication in this latest release. The Multi-Factor Authentication feature allows you to enforce a secondary authentication to the login process. This feature can be set up as optional or mandatory for all users in the Password Policy function. Using the new System E-mail Account Setup function, a company e-mail account is designated as the Sender of the verification code. Both functions are available in the AccountMate Administrator program.

When this feature is activated, users must register their email addresses for multi-factor authentication. After a user has passed the first level authentication (by providing the correct username and password in the Login Window), AccountMate will send a six-digit verification code to the user’s registered email address. The user must enter this verification code to complete the login process. This gives you the added security to ensure that only authorized users can access the AccountMate program.

Supports Gmail, Hotmail, and Yahoo E-mail Services

In AccountMate 13.2, more e-mail service options are available for you to e-mail reports. Gmail, Hotmail, and Yahoo are added to Exchange and Office 365 as the supported Outbound E-mail options. You must choose the preferred e-mail service in the Company Setup function of the AccountMate Administrator program before setting up user e-mail accounts. This gives you the flexibility to choose the e-mail service that is most convenient and more suitable for your company.

Ability to Import Price Lists

Users had to manually enter pricing information in earlier AccountMate versions. Depending on the number of inventory records and pricing options you offer, this could be a time-consuming process. To address this specific need, AccountMate 13.2 now comes with an Import Price List feature that is available when you right-click anywhere on the grid in any of these functions:

• Inventory Basic Price Setup
• Inventory Multi-Level Price Maintenance
• Customer Inventory Maintenance

When you choose the Import Price List option, AccountMate displays an Import Price List window where you can select the file to import and complete the process. AccountMate supports the following file types: Text (*.txt), CSV (*.csv), and Excel (*.xls or *.xlsx). This makes it easier and faster to set up prices in AccountMate, thereby saving valuable time and minimizing data entry errors.

New 401K Plan Census Function

The new 401K Plan Census function in the Payroll module allows you to export to Excel the personal, employment, and 401K contribution information for the company’s 401k Plan participants. You can use this function to get the information you need to complete the 401K plan census and satisfy filing requirements for each plan year. This helps ensure an accurate, timely, and complete employee 401k plan census, which is essential when performing the annual compliance and nondiscrimination testing required by the Internal Revenue Service (IRS) and Department of Labor. It is necessary for businesses to perform the annual
compliance and nondiscrimination tests to ensure that their 401K plan remains qualified.

Supports Amegy Bank, Chase Bank (1), Chase Bank (2), and PNC Bank Positive Pay File Formats

We now support the positive pay file layouts for Amegy Bank, Chase Bank (2 formats), and PNC Bank in AccountMate 13.2. This brings the currently supported format count to twelve (12), namely:

• Amegy Bank
• Bank of America
• Chase Bank (1)
• Chase Bank (2)
• City National Bank
• Fifth Third Bank
• Hongkong Shanghai Banking Corporation
• PNC Bank
• SunTrust Bank
• Umpqua
• Wachovia (Wells Fargo Bank)
• Wells Fargo Bank

This gives you more flexibility when choosing your banks and take advantage of their positive pay services to help protect your financial assets.

Ability to Change the Parent Account # assigned to Customer Records

In previous AccountMate versions, assigning a parent account number to a customer record is a one-time setup. You can neither change nor delete the assigned parent account number once the customer record is saved. This makes it difficult to update the parent account number when necessary, such as when the customer’s company is sold to another resulting in a new parent company or becoming stand-alone without a parent.

Starting in AccountMate 13.2, authorized users can edit the Customer Maintenance Parent Acct # field value to replace or delete the parent account assigned to a customer record. You can make the change at any time and as often as you need. This gives you the flexibility to update the customer record when there are changes in your customer’s relationship with its parent.

Show Last Landed Cost Information in Inventory Maintenance and Inventory Cost Listing
We have enhanced AccountMate 13.2 to show the per-unit landed cost and the date of the inventory item’s last landed cost accrual transaction. Here are a few pertinent details about this enhancement:

• Last Landed Cost and Date fields are added to Inventory Maintenance.
• Last Landed Cost column is added to Inventory Cost Listing.

By adding this to the previously available cost data, AccountMate gives you all the cost information you need to set prices for your inventory.

Streamline Transactions

Several new features and enhancements intended to streamline processes are implemented in this latest version to help you save time and minimize data-entry errors. These include the following:

Import Invoice and Recurring Invoice Support ClickToPay Feature

You can now use pay codes that are assigned the ClickToPay Type in the Recurring Invoice Setup and Import Invoice functions of the Accounts Receivable module. This change makes it so that regardless of how you create invoices in AccountMate, they are eligible for your customers to view and pay online if they are assigned the appropriate pay code.

Option to Generate Physical Count Variance Report after saving Input Physical Count

Authorized users can now preview, print, export, and/or email the Physical Count Variance Report from the Input Physical Count function. When the report is generated, it displays information about the inventory items included in the saved Input Physical Count transaction. This provides a quick and convenient way to generate the Physical Count Variance Report from the transaction screen without having to separately access it from the Reports menu, thereby saving you time.

Ability to Change Finance Charge Settings when Applying Finance Charge

In previous AccountMate versions, the only way to edit the finance charge settings is by going into the AR Module Setup > Finance Charge tab and making the changes there. This made it inconvenient in situations where either the current settings are outdated, or they are not applicable to the specific set of invoices to which you want to apply finance charges.

In AccountMate 13.2, authorized users can overwrite the Finance Charge Rate or Amount, and the “Apply Payment to Finance Charge Balance First” setting directly in the Apply Finance Charge function. This gives you a convenient way to update these settings to match what the current circumstances require each time you apply finance charges.

New Generate Recurring Journal Entry Batch Function

In previous AccountMate versions, users can generate journal entries from only one recurring JE template at a time. AccountMate 13.2 offers a new Generate Recurring JE Batch function in the General Ledger module. With this, you can select the range of recurring JE batch numbers and recurring JE batch dates.

AccountMate will simultaneously create multiple journal entries from multiple batches of multi-cycle recurring JE templates. This speeds up journal entry creation, which is a huge time saver, and reduces data entry errors.

More Powerful Reporting Tools

AccountMate 13.2 introduces new reports and useful report enhancements as follows:

Ability to Schedule the Printing, Exporting, and Emailing of Report Batches

In AccountMate 13.2, we have added the ability to schedule printing, exporting, and/or emailing to the Print Batch function. A Create Schedule button is available in the Print Batch [xxx] and Email Batch [xxx] windows. Clicking the Create Schedule button displays the Create Recurring Schedule for Batch [xxx] window where you can set up the schedule to automatically print, export, and/or email a batch of reports.

The schedule can be run daily, weekly, or monthly starting on a specific date and time. It can be run once on the specified date or multiple times a day at a specified interval. This provides a convenient way for reports to be automatically generated on a set schedule with minimum user intervention. This also makes it so that company stakeholders can be assured of regularly receiving the reports they need to effectively perform their tasks in a timely manner.

Export and Email Batches of Reports in Various File Formats

Previous AccountMate versions can export or email report batches only in either PDF or TXT format.

AccountMate 13.2 expands this feature to support the following file formats:

• Acrobat (PDF)
• Excel (CSV) Data-only
• Excel (XLSX)
• Excel (XLS)
• HTML (HTM)
• Report (RPT)
• Rich Text Format (RTF)
• Text File (TXT)
• Word (DOCX)
• Word (DOC)

This gives you the flexibility to generate report batches in the format that will be most useful to you.

Track the Pick List Print Status at the Line Item Level

In previous AccountMate versions, the Pick List’s “Printed” status is tracked by sales order number. If the sales order has line items to be shipped from different warehouses and the Pick List is printed from some but not all of the sales order’s warehouses, the Pick List status is set to “Printed”. The next time you print pick lists for another of the sales order’s warehouses, it will not be generated when you select the “Unprinted” option. This leaves you vulnerable to overlooking certain line items during shipment which could
cause delays in fulfilling customer orders.

We have changed how we track the Pick List’s “Printed” status in AccountMate 13.2. It is now tracked by line item instead of by sales order number. This reduces the risk of items being overlooked when shipping sales orders that have line items sourced from different warehouses or have different request dates. This makes it easier for you to ship items by warehouse or based on request date because the Pick List will now correctly display all unprinted line items that meet the report selection criteria. This helps you fulfill customer orders accurately and in a timely manner, thereby improving customer satisfaction.

Enhanced AP Aging Report

In AccountMate 13.2, the AP Forecast Aging Report and Past-Due Aging Report are enhanced by replacing the Include Open Debit Transactions checkbox with a group of options to filter the records to be included in the report:

• Invoices and Open Debit Invoices
• Invoices Only
• Prepayment Open Debits Only
• Invoices, Open Debits and Prepayments

By giving you more ways to filter the information shown in the report, AccountMate lets you generate the AP Aging in a way that will best serve your needs. For example, you can use the Invoices and Open Debit Invoices option to reconcile your AP Aging Report with the Accounts Payable account balance in GL. Use the Prepayment Open Debits Only option to reconcile your AP Aging with the

Prepayment account balance.

Use the Invoices, Open Debits and Prepayments option to verify the Balance shown in the Vendor Maintenance record, and so on.

New Inventory Aging Report

The new Inventory Aging Report in the Inventory Control module helps you determine how old your onhand inventory is. Aging is based on user-defined age categories in IC Module Setup > Printing tab. Use the option “Age by Inventory On-hand Qty” to determine how many units of your on-hand inventory belong to a specific Age category. Use the option “Age by Inventory Cost” to determine the total cost of inventory that falls within a specific Age category. This report helps you evaluate and adjust your purchasing and/or manufacturing policies to better account for fast-moving and slow-moving items.

Option to View Beginning Balances in Balance Sheet and Consolidated Balance Sheet

In this latest version, a Beginning Balance option is added to the Period List box in the Balance Sheet and Consolidated Balance Sheet report interface (or Statement of Financial Position and Consolidated Statement of Financial Position for companies that have activated the IFRS feature). Choosing the Beginning Balance option from the Period List box sets the report to include the beginning account balances in these financial statements. This facilitates analysis of periodic account balance changes including changes since the start of the fiscal year. It also helps you quickly identify potential fiscal year-end closing issues indicated by any discrepancies when comparing prior year ending balances against current year beginning balances.