Streamline Creation of AR Invoices for Line Items from Different Warehouses

In previous versions, when the sales order contained inventory items sourced from different warehouses, these items could only be billed one warehouse at a time. Creating an AR invoice required only one warehouse assigned to all its line items. This required users to generate multiple invoices for inventory items that were sourced from several warehouses, making the process more time consuming and vulnerable to data-entry mistakes.

In this latest build release AccountMate is enhanced to support generation of an AR invoice for inventory items sourced from different warehouses. This process change in AccountMate 9.3 involves the following:

Ability to Change the Default Warehouse When Amending the Invoice or After Adding Line Items to the Invoice

Users can now change the default warehouse in the Create Invoice or Create Sales Return without Invoice # function > Information tab even after adding line items or when amending an invoice except when the invoice record was archived. This gives users greater flexibility in case they miss a necessary step in the invoice creation process (e.g. selecting the proper default warehouse) while still maintaining the required controls to ensure that the AR line items are correctly recorded as having been billed and sourced from the designated warehouses.

Allows Copying from an AR Invoice with a different Default Warehouse

Authorized users can now copy information from an AR invoice that has a different default warehouse assigned in the Information tab. When copying information from an existing AR invoice record, AccountMate does not replace the default warehouse with the one from the AR invoice being copied; however, it copies the warehouses assigned to the line items in the source AR invoice.

Allows Generation of One Invoice for Multiple Shipments from Different Warehouses

The Generate Invoice from Shipment function allows users to create a single invoice for all sales order shipments though the line items were sourced from different warehouses. It also allows users to create just one invoice for all shipments of different sales orders which line items are assigned various warehouses. If the “Group By Customer # + Ship Date” or “Group By Customer # + Salesperson” options are chosen in the AR Module Setup > Generate Invoice from SO Shipment area, these settings prevail; thus, there may be instances when AccountMate generates multiple invoices for multiple shipments from different warehouses.

Enhanced Print Invoice and Print Packing Slip functions

When two or more warehouses are assigned to the AR invoice line items, the printed AR Invoice and Packing Slip are enhanced as follows:

• AR Invoice – shows “MULTIPLE” in the Warehouse header field and shows the specific warehouse assigned to each line item in the Item Number/Description column.
• Packing Slip – one Packing Slip for each warehouse is printed. Each Packing Slip shows only the line items assigned with that specific warehouse. The warehouse personnel use the Packing Slip as basis for packing and shipping orders from a specific warehouse; thus, it is important that a separate Packing Slip is printed for each warehouse.

Audit Trail for Deletion of Master and Transaction Records

AccountMate 9.3 for SQL now has the capability to track deletion of the maintenance and transaction records. The Audit Trail Transaction Log report shows the code “D” for each voided or deleted record. The code “N” is used to tag newly added or newly created records. This enhancement strengthens the Audit Trail feature and helps ensure a more secure information system.

Option to Automatically Apply Open Credits to the Customers’ Outstanding Invoices after recording Sales Returns

Instead of having to separately access the Apply Payment function to record the application of payment for the open credits created from sales returns, this latest Build provides authorized users the option to automatically access the Apply Payment function immediately after a sales return is recorded. AccountMate automatically displays on the Apply Payment screen the information from the sales return record though users can still edit them. This enhancement saves users a few keystrokes, minimizes data entry mistakes, and reduces the risk that users may forget to apply payment for the open credit that arises from a sales return transaction.
Include Only the Unpaid Invoices when Printing AR Invoice We have added a new Include Unpaid Invoices Only checkbox to the Print Invoice report interface. When marked, only the unpaid AR invoices will be included in the document. This allows users the flexibility to view or print only the unpaid AR invoices.

Enhanced Data Manager provides Option to Recalculate Inventory Beginning Balances

A new option “Recalculate Inventory Beginning Balances” is added in the Data Manager function. Marking this checkbox configures AccountMate to recalculate the inventory item beginning balances as of a specific period in the event that the inventory bin and inventory warehouse quantity and total cost do not match the Inventory Transaction Log quantity and cost.

Enhanced Inventory Reports

The following Inventory reports are enhanced:

• Inventory Transaction Log

The Inventory Transaction Log now includes the inventory item beginning balance when calculating the inventory item total cost. The report will show the inventory item beginning balance as the first entry in the list of transactions on the report. The inventory item beginning balance is equivalent to the sum of the total cost of each transaction within the period range specified in the Inventory Transaction Log report interface. The Show Adjustment Details checkbox, which was available in previous versions, is no
longer necessary; thus, it is removed from the report interface.

• Inventory As Of Report

This report has been updated as follows:

1. 1. It displays the inventory item on-hand quantity and total cost regardless of the item number and item description length.
   2. The report date is properly displayed in the report title though AccountMate is configured to use language translation.
   3. In the event that a bin was unassigned from the item warehouse, the report includes the inventory item bin quantity provided that the report “As of Date” falls before the bin was unassigned.
   4. The “Bin” criterion is removed from the Criteria section since there are cost adjustments for which no bins are assigned.

Ability to Void Checks by Batch

Previous versions allowed users to void only one Accounts Payable check, Payroll check, or Tax Deposit check at a time. This proved to be time-consuming for companies who needed to void multiple checks. For example, these companies may be in the process of replacing their current disbursing bank account with a new one and so they needed to void all previously issued but unreleased checks. A user may have printed a batch of checks using the wrong bank or check numbers; thus, all the checks with incorrect information had to be voided. Voiding these checks one at a time required a lot of time and effort.

In AccountMate 9.3 for SQL the Void Check in the Accounts Payable module as well as the Void Payroll Check and Void Tax Deposit Check functions in the Payroll module are enhanced to provide the capability of voiding multiple checks by batch.

Support Additional W-2 Codes

New W-2 Codes in Deduction Maintenance

We have added the following options to the existing W-2 Codes in Deduction Maintenance:

1. R: Employer Contributions to an Archer MSA
2. Y: Deferrals under a Section 409A Nonqualified Deferred Compensation Plan
3. Z: Income under an NDCP that doesn’t satisfy section 409A
4. AA: Designated Roth Contributions under a Section 401(k) Plan
5. BB: Designated Roth Contributions under a Section 403(b) Plan
6. EE: Designated Roth Contributions under a Governmental Section 457(b) Plan

Assign these options only to deductions that must be reported as Codes R, Y, Z, AA, BB, or EE in Box 12 of the W-2 form.

Automatically Populate Box 12 with Appropriate Values

AccountMate will now automatically populate Box 12 on the W-2 form with the appropriate values. The values will come from the deduction records that are assigned any of the newly added W-2 Codes: R, Y, Z, AA, BB, or EE.

Payroll Check Stub Year-to-Date Values Are Year-Specific

In previous versions, the Payroll check stub year-to-date values were comprised of the accumulated amounts for multiple years (e.g., current and future tax years). In AccountMate 9.3 for SQL the Payroll check stub year to-date values are now comprised of the accumulated amounts for a specific tax year (e.g., either current or future tax year).

Optimized Period-End Closing, Transfer to GL and Recalculate Account Balances processes

The Period-End Closing, Transfer to GL and Recalculate Account Balances routines have been redesigned so AccountMate can perform these processes faster. This design change helps users save a lot of time.

Broader Implementation of the Attachment Feature

The Attachment feature has been enhanced as follows:

Ability to access from the related Maintenance record the files attached to Transactions

Users can now access from the Maintenance function (e.g., Customer Maintenance) the files attached to certain Transaction records (e.g., AR invoices, Recurring AR Invoice Templates, RMA orders, Sales Orders, etc.). This provides flexibility for users to save time by not having to access various transaction records to view the attached supporting files or reference documents when accessing or updating maintenance records.

Support Attachments in Various General Ledger functions

The Attachment feature is now available in the following General Ledger functions:

1. Journal Entry Transactions
2. Create JE from Existing Batch
3. Create JE from Recurring JE Template

This makes it possible for users to attach files to each journal entry batch to serve as supporting documents or references that can be retrieved and updated at any time.

Change Attachment icon to indicate that a file is attached

The Attachment icon changes when the chosen record has a file attachment. This saves users the hassle of needing to click on the Attachment icon just to determine whether there is a file attached to the record.

Option to Associate Activity Entries with Specific Vendor Related Transactions

The following enhancements have been added to the Activity tab feature:

Add activity types that are associated with specific vendor-related transactions

In the previous versions the Activity tab feature allowed users to associate each activity type with specific customer related transactions. In this latest version, the Activity tab feature is enhanced to allow users to specify whether an activity type is to be linked to specific vendor related transactions (e.g., AP invoices, purchase orders, or RTV orders). Activity types that are associated with a specified vendor-related transaction type must be assigned a transaction # that the user selects from a list provided by the system. Users can look up the linked Activity entries by the specific PO #, AP Invoice #, or RTV # thereby reducing the possibility of missing valuable information about the transaction because they could not find the entries in the system.

Ability to filter the activity types by vendor-related transactions or customer-related transactions

When you record vendor-related transactions and access the Activity Type Search window (i.e., Create Purchase Order > Activity tab > Activity Detail window > click on the Type field Lookup button > Activity Type Search window), only the vendor-related activity types (e.g., AP Invoice, RTV, and Purchase Order/Quote) will appear on the Search window.

Similarly when you record customer-related transactions and access the Activity Type Search window (i.e., Create Sales Order > Activity tab > Activity Detail window > click on the Type field Lookup button > Activity Type Search window), only the customer-related activity types (e.g., AR Invoice, RMA, Sales Order/Quote) will appear on the Search window.

Enhanced Vendor Activity Report

Authorized users can now filter the Vendor Activity Report by Transaction #. They can further filter the report by Transaction Types—Purchase Order/Quote, AP Invoice, and/or RTV. The report can also be sorted by Vendor # + Trs Type. These enhancements allow users to reduce the report output and focus their analysis on the specific vendor-related transactions that are of interest to them.

Option to Display NotePad Entries when Recording Vendor Transactions

Companies use the vendor NotePad tab to store important comments or reminders about each vendor. In some cases, these notes may play a critical part in maintaining smooth relationships with its vendors and in successfully carrying out purchasing policies and procedures. To help ensure that users get the chance to read these notes before proceeding with the transactions they are working on, AccountMate can now be configured to display the NotePad tab automatically when entering or amending vendor transactions. This feature is set up per vendor. When activated, AccountMate will automatically display the NotePad tab after the user has entered
the Vendor # provided that there are NotePad entries for the said vendor record.

First Display the Latest Transactions in Detail Analysis Windows

The Detail Analysis windows now first display the latest transactions sorted in descending order by transaction date and transaction #. This enhancement allows the user to first see the most current transactions, which are most often more relevant to the user than historical transactions.

When the Detail Analysis window contains an Item # column, the transactions will be sorted by transaction date (descending order), transaction #, and sequence #. The line items must still be sorted in ascending order to match the items printed on the AR invoices, sales orders, purchase orders, and other similar special documents.

Analysis Tab Transaction Listing Data can be Sorted by Grid Columns

The Transaction Listing window that can be accessed from a certain function’s Analysis tab presents data in a grid format. Users can click on specific columns in the grid to sort data in ascending or descending order based on the values in the selected column.

Ability to View Customer PO # Information in Customer-Related Detail Analysis

Users can now see the Customer Purchase Order number (PO #) when viewing the following Detail Analysis windows:

1. ATD Sales for Customer # [xxx] window
2. YTD Sales for Customer # [xxx] window
3. Sales Quote for Customer # [xxx] window
4. Open Sales Order for Customer # [xxx] window
5. Advanced Bill Payment for Customer # [xxx] window
6. Sales Order on Credit Hold for Customer # [xxx] window
7. Open Credit for Customer # [xxx] window
8. Past Due Invoices for Customer # [xxx] window
9. Balance for Customer # [xxx] window
10. Transaction Listing for Customer # [xxx] window

The Customer PO # information helps users easily identify why a sales order or an AR invoice is issued. This enhancement provides users the added convenience of seeing the customer PO # beside each sales order or invoice number on the Detail Analysis window without the hassle of going through each sales order or AR invoice to obtain this relevant information.

Warn the User when Duplicate Customer PO # is Provided

Each customer PO # (Purchase Order number) has a unique serial number. In previous versions, when users entered the reference customer PO # in the sales orders and AR invoices, AccountMate did not verify whether that customer PO # was already assigned to existing sales orders and AR invoices.

AccountMate 9.3 for SQL displays a warning message upon saving the sales order or AR invoice when the customer PO # assigned to the document has been previously assigned to existing sales orders and AR invoices for the same customer; however, the user has the option to continue saving the document.

In the Import Sales Order and Import Invoice functions an Allow Duplicate Customer # checkbox is added. Users have the option to leave this checkbox unmarked to configure AccountMate to verify that the Customer PO # in the import source file is not assigned yet to any sales orders or invoices for the same customer. If this checkbox is unmarked and the Customer PO # in the import file is present in the existing company database, the import will fail.

This enhancement helps avoid duplicate orders or invoices for the same customer requirement