Product Overview – AccountMate 9.1 for SQL and Express

AccountMate 9.1 remains a real-time, customizable business management and accounting solution designed to address the needs of small to medium-sized businesses. It utilizes Microsoft’s SQL server to assure scalability, up-time performance, and better data security. Two versions of AccountMate 9.1 are available:

1. Express version for businesses with up to five concurrent users and an increased database size limit of 10 GB. NOTE: The 10GB DB limitation applies to only SQL Server 2008 R2 Express Edition and newer. The 4GB limit remains unchanged with older SQL Server versions
2. SQL version for companies with up to hundreds of users and larger databases. It requires the purchase of a full Microsoft SQL Server license Both versions have the same user interface, ease of use, configuration of modules and are source code
   modifiable.

Both source code and compiled versions of AccountMate 9.1 for SQL and Express are available. The source code version is available at an additional charge.

This version supports Microsoft Windows 7 (SP1), 8 or 8.1; Office 2010; SQL Server 2008 or 2012 Standard, Enterprise and Express Editions; Crystal Report 2008.

It also provides an upgrade path from previous AccountMate versions and product lines, thereby allowing an easy transition into the new version without incurring exorbitant costs in data conversion and user re-training.

Enhancements in Version 9.1

Building on and in addition to the product features from prior AccountMate for SQL and Express releases, this AccountMate 9.1 for SQL/Express version offers a substantial amount of changes and enhancements. There are just too many to include in this PLB.

There are some very extensive enhancements that are being introduced in AccountMate 9.1 for SQL and Express. The majority of these enhancements were a result of the feature enhancement voting at prior SYNERGY and Roundtable Events and requests from our AccountMate Business Partners and their customers. Some of the higher visibility changes include:

Drop Ship Feature

The Inventory Control, Sales Order and Purchase Order modules are enhanced to facilitate the creation and monitoring of drop ship orders. The enhancements include:

Ability to Maintain Drop Ship Warehouses

Authorized users can designate a warehouse to be used exclusively in drop ship transactions by marking the new Drop Ship checkbox in Warehouse Maintenance. By segregating drop ship warehouses from actual warehouses, users can get an accurate grasp of the available quantities of inventory that are in the company‟s possession or control. Reports can be generated to view the quantities in drop ship warehouses to help monitor the movement of drop ship inventory.

Create Drop Ship Sales Orders or Quotes

Authorized users can create or import sales orders and/or quotes that are to be drop shipped. They can designate which line items are to be shipped by the supplier directly to the customer by assigning a drop ship warehouse to these items. When printing pick lists for sales orders that have both drop ship and non-drop ship items, users have the option to exclude drop ship line items to simplify the picking process.

Create Purchase Orders or Quotes for Drop Ship Sales Orders

As long as the drop ship sales order is neither on-hold nor on credit hold an authorized user can create purchase quotes or orders for it using either the Create Purchase Order (or Quote) by Vendor or Create Purchase Order (or Quote) by Sales Order function. Multiple purchase quotes can be created for one drop ship sales order in case users want to shop around for the best price before placing the order with a particular vendor. Drop ship line items on one sales order can be split among purchase orders addressed to different vendors so that users can take full advantage of special pricing or discounts offered by these vendors.

AccountMate assigns the drop ship SO # to each PO line item to help users determine which purchase orders are intended to fulfill specific customer orders. Changes to the drop ship SO shipping address or line item request date will automatically update the related purchase quotes and/or orders.

Streamline Receipt and Shipment of Drop Ship Orders

Authorized users can call up the Ship Sales Order function from the Receive Goods function. This simplifies the receiving and shipping processes as AccountMate will automatically populate each drop ship line item’s bin and ship quantity based on the receiving bin and quantity received on the related PO.

For companies that split the tasks of receiving and shipping orders among different users, validation is in place so that drop ship orders cannot be shipped if none of the associated POs have been received. A drop ship line item can be partially received and/or shipped provided that its total shipped quantity is not more than its total received quantity. If the item is serialized and/or lot-controlled, only the serial and/or lot numbers received for the related POs can be shipped for a drop ship SO.

Each drop ship SO line item’s PO received quantity is displayed on the Ship Sales Order screen. Users can drill down to the Drop Ship Receipts and Shipments for Item # [xxx] window for more information about the receipts and shipments recorded for a particular drop ship order.

New Drop Ship Orders Status Report

This report is supplied to help users manage their drop ship process. It contains a list of drop ship SOs and provides information about POs created to fulfill drop ship orders as well as the corresponding order, received and shipped quantities for each drop ship line item.

New Standard Cost Methods

AccountMate 9.1 counts standard cost among its supported cost methods. There are 3 standard cost options available:

• Standard – which generates a cost variance adjustment when the cost of units added into inventory differs from their assigned standard cost value.
• Standard with Spec ID – a variation of standard cost that expects a serial number to be assigned to each unit of the item before it can be sold or used.
• Standard with S/N – a variation of standard cost that requires a serial number to be assigned to each unit before it can be shipped.

AccountMate requires a Cost Variance account to be assigned to the line item’s Revenue Code. This account will be used in the accounting entries that will be generated for the standard cost variance adjustment that results when the unit cost of the standard cost items that are added to inventory via purchase, manufacture or some other means differs from their assigned standard cost value.

Updates to Standard Cost Value Requires User Access Rights

To give companies more control over their standard cost system, only authorized users can change or update the standard cost assigned to their inventory records. While authorized users can still edit the standard cost field value in Inventory Maintenance for items not assigned a standard cost method, updates to the standard cost value of standard cost items can only be done using either the Inventory Cost Update or Inventory Adjustment function. Changing the standard cost value of items assigned one of the 3 standard cost methods will generate the corresponding accounting entries to recognize the difference between the old and new standard costs.

Switch Existing Inventory Records to Standard Cost

Authorized users can change the cost method assigned to existing inventory items to one of the 3 new cost methods. The Change Inventory Cost Method function has been enhanced to support the following cost method changes:

• Average, FIFO or LIFO to Standard
• Standard to Average or FIFO
• Spec ID to Standard with Spec ID (or vice versa)
• Avg with S/N to Standard with S/N (or vice versa)

AccountMate will generate the appropriate accounting entries to reflect the change in the items‟ total costs under the new cost method.

Ability to Filter the Inventory Adjustment Report by Adjustment Type

The Inventory Adjustment Report has been enhanced to give users the option to view transactions recorded under a specific adjustment category. This includes the option to generate the report showing only the standard cost variance adjustments recorded in AccountMate. This helps users analyze the different adjustment types that affect the company’s inventory balances.

More Powerful Physical Inventory Count Process

The following enhancements have been added to make AccountMate’s inventory count process more efficient:

Option to Freeze Active or Inactive Items Only

The following inventory item filters have been added to the Freeze Inventory function:

• Active and Inactive Items
• Active Items Only
• Inactive Items Only

This enhancement gives AccountMate 9.1 the necessary flexibility to meet the needs of companies that perform inventory counts several times a year for their active inventory items but only count inactive inventory items once a year (e.g. at year-end).

New Import Physical Count Function
Users have the option to import physical count results using the new Import Physical Count function. This is a convenient and handy alternative to the Input Physical Count function although authorized users can still use both functions to record their count results. Users can run the Import Physical Count function multiple times; each successive import overwrites prior imports or prior executions of the Input Physical Count function.

Data can be imported from Text, Excel or DBF files. Users can select the fields that are in their import source file and specify the column order in which they exist in the file. They can also import count results for serialized, lotcontrolled and/or kit items; however, the serial, lot and/or kit numbers in the source file must already exist in AccountMate for the import to proceed.

Allow Selection of Secondary Report Sorting Option

AccountMate’s reporting engine has been enhanced to allow users to select a secondary sorting order. This gives users the flexibility to sort the data in a way that will best meet their reporting and analysis needs without having to modify existing reports. The available secondary sorting options depend on the selected primary sorting option. In most cases, a sub-total for both the primary and secondary sorting options will be shown in the report. This enhancement has been applied to the following reports:

Accounts Payable reports

1. Invoice Summary Report
2. Invoice Detail Report
3. Forecast Aging Report
4. Past-Due Aging Report
5. Cash Requirement Report
6. Check Register Report
7. Check Distribution Report
8. Electronic Payment Report
9. Voided Check Report
10. Vendor Ledger Report

Accounts Receivable reports

1. Invoice Summary Report
2. Invoice Line Item Report
3. Profit Margin Report
4. Payment Distribution Report
5. AR Status Report
6. Aging Report
7. Customer Transactions Summary Listing
8. Customer Transactions Detail Listing
9. Inventory Transactions Listing

Purchase Order reports

1. Purchase Order Summary Report
2. Purchase Order Line Item Report
3. Purchase Order Backorder Report
4. Received Goods Report
5. Cancelled Received Goods Report
6. Inventory Reorder Report
7. Purchase Requirement Report

Sales Order reports

1. Sales Order Summary Report
2. Sales Order Line Item Report
3. Open Sales Order Report
4. Shipment Report
5. Un-invoiced Shipment Cost Report
6. Shipment On-Time Analysis Report
7. Customer Transactions Listing
8. Inventory Transactions Listing

More reports will be added to this list in future version releases.

Sort and Filter Inventory Reports by Item Class, Product Line and/or Inventory Type

Authorized users now have the option to sort and filter inventory reports using the item class, product line and/or inventory type assigned to their inventory records. This helps users analyze inventory transactions based on how they classify the company’s inventory. The following reports have been enhanced:

1. Sales Order Line Item Report
2. Customized Kit Item Report
3. Open Sales Order Report
4. Shipment Report
5. Un-invoiced Shipment Cost Report
6. Interim Inventory Cost Report
7. Interim Inventory Sales Report
8. Discarded Inventory Report
9. Shipment On-Time Analysis Report
10. Blanket Sales Order Line Item Report
11. Invoice Line Item Report
12. Inventory Item Listing
13. Inventory Upsell Item Listing
14. Inventory Substitute Item Listing
15. Warehouse Quantity Listing
16. Inventory Cost Listing
17. Inventory Price Listing
18. Multi-level Price Listing
19. Multi-Currency Price Listing
20. Inventory Adjustment Report
21. SO Inventory Transactions Listing
22. AR Inventory Transactions Listing

We will be adding more reports to this list in future product releases.

Improved Inventory Maintenance Analysis

The Inventory Maintenance Analysis tab has been enhanced as follows:

Option to Show Quantity in Monthly Summary or Monthly Comparison

Authorized users can choose between showing the transaction amount or quantity when generating the Monthly Summary or Monthly Comparison from the Inventory Maintenance Analysis tab. This provides the necessary flexibility to meet the requirements of users who analyze monthly changes in inventory quantities.

Additional Transaction Types Supported

The Inventory Analysis can now be generated to show the transaction listing, monthly summary or monthly comparison for the following transaction types:

• Finished Job Transactions
• Inventory Adjustments
• Internal Stock Issuances
• Defective Inventory Adjustments

Finished job transactions can be further filtered to either Show Completion of Parent Items or Show Usage of Components and Subassemblies. These changes are designed to make the Inventory Maintenance Analysis tab truly the one place where analysis can be performed of all transaction types that affect the company’s inventory.

Smarter Bin Search
We have enhanced the way AccountMate selects the default bin used in transactions and how it filters and sorts the bins that will be displayed in the Bin Full and Leading Search windows. The changes are designed to give users a smarter mechanism that will proactively guide them in selecting the bins that can be used in specific transactions.

Shipping an Item Defaults to the Bin with On-hand Quantity

We have changed the way AccountMate selects the default bin when shipping a sales order, recording an AR invoice or performing any other transaction that decreases the company’s inventory. Starting in version 9.1, the default bin used in the transactions described above is one that has an on-hand quantity greater than zero and is assigned to the item record with the lowest Sequence #. If none of the bins assigned to the item have units on-hand, the default bin is the item’s Sequence # 1 bin. This change saves users from having to select a different bin each time they take out inventory if the remaining quantities are stored in the latter bins assigned to the item record.

Display Bins with On-hand Quantity First in Functions that Reduce Inventory

When shipping or reducing inventory, the Bin Search window will display first all the bins that have an on-hand quantity greater than zero for the selected item. If there are multiple bins with a positive on-hand quantity, the bins are sorted in ascending order by Sequence #. This allows users to quickly see the bins that have units onhand instead of browsing down the window to view and select them.

Display Receiving Bins Only in Functions that Increase Inventory

When receiving a purchase order, cancelling a shipment or performing any other transaction that increases the company’s inventory, the default bin is one that is a receiving bin and is assigned to the item record with the lowest Sequence #.

Additionally, the Bin Search window called by any of the functions described above will only display receiving bins. These bins are sorted in ascending order by Sequence #. In this way, users are assured that all the bins listed for them to choose have been designated by the company as receiving bins.

View Historical Invoices in the Transaction Screen

Authorized users can now view invoices that have been moved to history in the AP Invoice Transactions, Deferred Expense Invoice and Create Invoice transaction screens. No editing is allowed while viewing historical invoices. This gives users details about completed invoice transactions without having to generate several reports to obtain the same information.

More Efficient Check Printing Process

The following enhancements have been made to make it easier for users to issue and track electronic payment checks in AccountMate:

Electronic Payments Get Their Own Check # Sequence

AccountMate 9.1 assigns check numbers to electronic payments using a different check # sequence than that used for computer and/or handwritten checks. A new Next E-Payment Check # field has been added to the Bank Account Maintenance Information tab for this purpose. This helps users save money by allowing them to print electronic payments on plain paper without using up any of the check stock’s numbers.

Send a Print Job Containing Real Checks and Electronic Payments to Separate Printers

If one print job contains both real checks and electronic payments, AccountMate will first print all real checks before printing electronic payments. During this process, AccountMate allows the user to select one printer to handle the printing of real checks and another printer to handle electronic payments. This saves users time by allowing them to put the real check stock and plain paper in different printers or different printer trays and then directing AccountMate to send the print job to the appropriate printers/trays as needed.

Streamline Recording of SO Shipments and Advanced Billings

Line items may be assigned to different warehouses in the same sales order; however, these items can only be shipped or billed one warehouse at a time. In previous versions, after the SO # has been entered users can no longer change the warehouse assigned to the Ship Sales Order or Create Advanced Billing transaction. This process has been changed in AccountMate 9.1 as follows:

Automatically Change the Default Warehouse if Only One Warehouse is Assigned to the SO

If all open line items are assigned to just one warehouse but that warehouse is different from the one entered in the Ship Sales Order or Create Advanced Billing screen, AccountMate will automatically change the warehouse on the screen to the one assigned to the open SO line items. This saves a few keystrokes and takes away the guess work for users working in a central business unit that records SO shipments or creates advanced bills for multiple warehouses.

Warn the User when the SO has no Open Orders for the Selected Warehouse

When multiple warehouses are assigned to the open SO line items but the warehouse entered in the Ship Sales Order or Create Advanced Billing screen is not one of them, AccountMate will warn the user that no items are to be shipped or billed from the selected warehouse. This gives users the chance to select one of the warehouses assigned to the open SO line items.

Ability to Change the Warehouse after the SO # has been entered

Users occasionally forget to overwrite the default warehouse in the Ship Sales Order or Create Advanced Billing screen with the one for which they are recording SO shipments or creating advanced bills. In previous versions, users cannot change this setting once the SO # has been entered. In AccountMate 9.1, users can change the warehouse assigned to the transaction after the SO # has been entered as long as nothing has been entered in the line items grid. Once the correct warehouse has been entered on the screen, AccountMate will display just the SO line items assigned to the selected warehouse. This gives users greater flexibility in case they miss a necessary step in the SO shipment or advanced billing process (i.e. selecting the correct warehouse) while still maintaining the required controls to ensure that SO line items are correctly recorded as having been shipped or billed from the designated warehouses.

Warn Users if Unit Cost is not supplied for Non-stock Items

Some companies do not maintain inventory records for the items they sell. We refer to these as non-stock items. When recording sales quotes, orders, AR invoices, sales returns or RMA transactions, authorized users can either input the non-stock item’s unit cost or leave it at zero.

AccountMate can now be configured to warn users if they forget to supply the non-stock item’s unit cost. This is done by marking the new Check Unit Cost checkbox in SO, AR or RA Module Setup. When this checkbox is marked, AccountMate will automatically display the Line Item Details tab after the user confirms adding the nonstock line item. If the user adds another line item or tries to save the transaction without entering a unit cost for the non-stock item, a warning will be displayed but the user has an option to proceed. This enhancement facilitates the proper matching of costs against revenues and helps users to effectively determine each
transaction’s profit margin.

Ability to Write-off Open Credits

Users no longer have to create a dummy invoice that will be used to offset any excess open credits that will not be returned to the customer. AccountMate’s Adjust Open Credit function (formerly called Refund Open Credit) can be used to refund or write-off open credits. Simply input the customer whose open credits will be adjusted, select the Adjustment Type (e.g. Write-Off) and enter the amount that will be written off in the Adjust Amt field. Any open credit amounts written off will be posted to the Open Credit Write-off account designated in the AR Module Setup GL Accounts (2) tab.

If the company wants to reverse any open credits that were written off, it can do so using the Void Open Credit Adjustment function (formerly called Void Refund). The Adjustment Type is displayed on the screen so that users can verify that they are voiding the correct transaction. Authorized users can run the Open Credit Adjustment Report (formerly called Refund Report) to view all open credits that were written off and/or refunded.

Record ACH Deposits

AccountMate now supports processing of customer payments via ACH. The feature can be activated by marking the Electronic Payment checkbox in the AR Module Setup General (2) tab. Once activated, users can set up customer and bank account records for ACH processing and generate the ACH file when recording bank deposits.

This feature includes the following changes:

Create ACH Pay Codes

Authorized users can create pay codes that will be used exclusively for customer ACH payments. The new ACH Type can be assigned to any pay code that will be used in the Sales Order and Accounts Receivable modules. The ACH pay codes can then be assigned to sales orders and invoices which payments will be collected via ACH. When these sales orders and invoices are paid, they can be included in an ACH deposit record and in the ACH file that is generated for the said deposit.

Designate One Direct Debit Account per Customer

Each customer can be assigned one direct debit account by marking the Electronic Payment checkbox in the Customer Maintenance Settings tab and entering the customer’s bank account information in the Electronic Payment Setup window. This is the bank account that will be debited by the bank to pay for the customer’s invoices that are assigned the ACH pay code.

Configure Bank Accounts to Handle ACH Deposits

Bank accounts to which ACH customer payments will be deposited must be correctly configured. In addition to designating the bank account as being used in the Sales Order and Accounts Receivable modules, authorized users must also provide the necessary bank account details (e.g. Account #, Bank Routing #, Account Type, etc.) in the Bank Account Maintenance Information tab as well as filling out the ACH (Mandatory) and ACH (Optional) tabs. A new AR Service Class Code field is supplied for the user to select the class code that will be used in the ACH file that is generated for ACH bank deposits.

Generate Test ACH Files and Activate Customers for Electronic Payment

The new Generate Prenotes function can be used to create a test ACH file (a.k.a. prenote file) that can be sent to the company’s bank. This file will include details about the company’s bank account as well as the direct debit accounts assigned to the customers who are subject to the prenotification process (i.e. customer’s Prenote Status is set to Require Prenotification). The prenote file will have zero amounts as it is used for testing purposes only.

When the bank confirms acceptance of the prenote file, use the Activate Customers for Electronic Payment function to complete the prenotification process. AccountMate will change the Prenote Status of the customers who are included in this process to Prenotification Confirmed. This new status qualifies them for ACH payment processing.

Generate ACH Files for Customer Payments

When recording bank deposits in the AR module, users must choose whether they want to process regular bank deposits (i.e. Process Other Deposit) or ACH deposits (i.e. Process Direct Deposit). Choosing the Process Direct Deposit option filters the contents of the Record Bank Deposit grid to display only the AR receipts assigned an ACH Type pay code. The new Electronic Payment checkbox will be marked and disabled for direct deposits. A new Effective Date field will be displayed beneath the Electronic Payment checkbox. Its default value is one day after the Deposit Date and represents the date when the ACH file will be submitted to the bank.

When the direct deposit record is saved, an ACH file will be created and saved in the location specified in the Bank Account Maintenance record. As long as the direct deposit record has not gone through bank reconciliation, it can still be amended. When the amended direct deposit record is saved, a revised ACH file will be created. If the ACH file is lost or deleted, authorized users can run the Regenerate ACH File function to create a replacement file.

The new Electronic Payment Report can be used to obtain information about customer payments collected via ACH. This report identifies the AccountMate deposit numbers for which ACH files were created, the AR receipt numbers that were included in each ACH deposit, the ACH filename, the customers whose payments were processed via ACH, the payment amount and the customer’s direct debit account.

Record Credit Card Payment for Multiple Invoices

The Post Credit Card Payment function can now be used to pay multiple AP invoices and prepayments in one credit card transaction. When the AP Vendor # is entered, his outstanding invoices and prepayments will be listed in the grid along with the maximum amount (i.e. Max Chargeable) that can be charged to a credit card for each. Authorized users can enter either the maximum amount as the amount to  be paid (i.e. Apply Amt) or a portion thereof. They can also enter as part of the payment the portion of the invoice that will be claimed as a discount (i.e. Apply Disc) or adjustment (i.e. Apply Adj). They can enter the charge transaction details in the
Charge Invoice Transaction Detail window that is displayed by clicking the Charge Detail button above the grid. These changes allow users to record credit card transactions in the exact manner that they occurred.

When voiding a credit card transaction, AccountMate displays in the grid all the AP invoices and prepayments that were paid by the selected transaction. This information is provided for reference only to help users verify that they are voiding the correct credit card transaction.

Enhanced Charge Transaction Search

The Charge Transaction Full and Leading Search windows that are called by the Void Credit Card Payment function have been enhanced to only show unpaid credit card transactions that are not voided and are not used to pay prepayments that have been applied to AP invoices. In addition to the existing Search By options, authorized users can now search charge transaction records by the Vendor # of the AP invoice paid by credit card or by AP Invoice #. The Vendor #, AP Invoice # and Paid Amt of each AP invoice or prepayment that is paid by credit card now appear in the search results grid. These changes make it easier to locate the credit card
transaction that the user wants to void.

New Credit Card Payment Transaction Report

This report lists the credit card transactions recorded in AccountMate and identifies the AP invoices and prepayments that were paid by each. This can be used to verify the recorded credit card transactions and to look up AP invoices that are flagged as paid but do not appear in the AP Check Register Report.

Print Special Reports after Amending Transactions

Authorized users can now preview or print these reports after amending the following transactions:

• Sales Order – can preview/print the SO document and/or Pick List
• Sales Quote – can preview/print the SQ document
• Blanket Sales Order – can preview/print the Blanket SO document
• Purchase Order – can preview/print the PO document
• Purchase Quote – can preview/print the PQ document
• Blanket Purchase Order – can preview/print the Blanket PO document
• RMA Transaction – can preview/print the RMA document
• RTV Transaction – can preview/print the RTV document

Any reports printed from the Amend confirmation window will be flagged as printed in the same way that printing them from the Reports menu does. This provides a convenient and easy way to print reports after updating transactions.

Identify Component Shortage when Building Kit Items

Whether building a standard or customized kit, if any of the kit components do not have the required quantity and the item and/or user is not authorized to record transactions that will cause the kit component’s on-hand quantity to go below zero the build process will fail and generate an error message. In version 9.1, we enhanced the error message to specify which kit components are short and by how much.

We also provided a new Projected Kit Item Requirement Report which lists the kit components that are required to fulfill open customer orders. It shows the component quantity required for each sales order and the projected remaining quantity after each SO is built. These enhancements help users plan and manage inventory reorders to meet their kit requirements.

Filter Customer Inventory Items to Update in Maintenance

Authorized users can now filter the records that will appear in the Customer Inventory Maintenance grid by configuring a Selection Criteria. Records can be filtered by Item #, Description, Customer Item #, Customer Item Description, Item Class, Product Line and Inventory Type. Only the records that meet the selection criteria will appear in the grid for the user to update. This makes it possible to update the customer inventory records for a selected group of items and helps minimize data entry mistakes.

Audit Trail for Administrator Functions

AccountMate 9.1 can be configured to track the changes made using the following Administrator functions:

• Company Setup
• Group/User Setup
• Password Policy
• System Setup

The new System Audit Trail Setup can be separately configured for each company that is maintained in your AccountMate installation. Authorized users can select the tables and fields for the functions they wish to monitor. A new report called System Audit Log is provided for users to view the changes made in the tracked fields using the selected Administrator functions. These enhancements along with the existing Audit Trail features get you one step closer to Sarbanes-Oxley compliance.

Set Up Group Access Rights per Module

It is now easier than ever to configure group access rights in AccountMate. Starting in version 9.1, access rights to all functions in a module can be granted to a group by marking the checkbox that appears before the module’s name. Access rights to individual functions can still be granted or removed by marking or unmarking each function’s checkbox.

Add Email Address to Customer, Vendor and Employee Records

An Email field has been added to the following:

• Customer Address Maintenance
• Vendor Address Maintenance
• Employee Maintenance
• Other Address fields in Transactions
• Various reports that show billing, shipping or order addresses

As with other fields in the Address section, users can overwrite the Email per transaction if necessary.

Ability to Archive Employee Records

What do you do if the employee has left the company but you do not want to delete his records in case you are subjected to an audit? In AccountMate 9.1 you can archive his record. An employee record can be archived if it has zero balances and YTD (i.e. year-to-date) hours and amounts in the current and future years, and has no transactions in the prior, current and future years. To archive an employee record, click the Delete button in the Employee Maintenance toolbar. If the conditions are met, a message will be displayed asking if you want to archive the record; click the “Yes” button to proceed. Since archived employees are excluded from employee lookup, this feature provides a convenient way to “de-clutter” the company’s employee files without losing
historical transaction records that may be needed during an audit.

An archived employee record can be un-archived by selecting the record and clicking “OK” in the Archived Employee # Full or Leading Search window that is called from Employee Maintenance.

New W-2 Information Batch Update

Authorized users can perform a mass update of the current or prior year W-2 information using the new W-2 Information Batch Update function. This provides a convenient way to simultaneously update the W-2 information of employees that meet the defined selection criteria.

Report Enhancements

The following report enhancements are introduced in version 9.1:

Emailing or Exporting Reports Updates Their Print Status

In previous AccountMate versions, printing a special report sets its status to “printed”. As more and more companies go the paperless route, users prefer to email or export these documents in lieu of generating a hard copy. In support of this growing business trend, AccountMate has been enhanced so that emailing or exporting a report will now set its status to “printed” in the same way that printing it does. To take advantage of this feature, authorized users must use either the Export or Email button in the Report user interface to generate the exported file or email. Exporting or emailing from the report preview does not update the report’s print status.

Show Header Line on Each Page of the GL Transfer Report

The GL Transfer Report is one of the most useful tools available to review the accounting entries that will be posted to GL during Transfer Data to GL or Period-End Closing. Depending on the volume of transactions recorded in a particular module, this report could contain scores of data. To facilitate the review process, AccountMate 9.1 now shows the header row on each page of this report. This is useful since the header row shows the selected report sorting option. For example: if the AR module’s version of this report is sorted by Customer #, users will see the Customer # at the top of each page. This helps them quickly determine which customer the accounting entries that appear in a particular page pertain to without going back to the first page where the first entry for that same customer appears.

Generate the General Ledger Listing across Fiscal Years

Authorized users can now generate the General Ledger Listing for a period range that spans across fiscal years. This facilitates the analysis of account balance changes and the verification of balance sheet accounts‟ beginning balances.

Show Unit Cost in the Inventory Transaction Log

The Inventory Transaction Log now shows the unit cost of each transaction that updates the company’s inventory balance. This helps users verify the unit cost of each inventory transaction and determine whether actions are necessary to get the company’s inventory at its correct value.

Include Backordered Items when Printing AR Invoice

We have added a new Show current backorder items on same SO checkbox to the Print Invoice screen. When marked, line items that are not yet shipped or not fully shipped and are assigned to the same sales order(s) from which the invoice was generated will be included in the document. This allows users to notify customers of any items that are still on back order and helps reduce customer inquiries.

Show Last Paid Date in AR Status and AR Aging Reports

Authorized users have the option to Show Last Paid Date in the AR Status Report and AR Aging Report. When selected, a Last Paid On column will be added to the report. This shows the date of the most recent payment recorded for each invoice that appears in these reports. This information can be very useful in the company’s collection process.

Added Sorting and Filter Options to Profit Margin Report

The Profit Margin Report can now be sorted and filtered using any of these options:

• Customer Class
• Industry
• Territory
• Inventory Type
• Item Class
• Product Line

This helps users determine which group of customers and inventory items are most profitable for the company
and facilitates long term customer-chain and product development.