Capability to manually enter or input data for Forms 1094 and 1095 (Affordable Care Act Reporting Program Enhancement)

AccountMate released a special utility, ACA Reporting Program Enhancement, which facilitates compliance with the Affordable Care Act reporting. AccountMate version 9.4 supports forms 1094-B/1095-B and 1094-C/1095-C to fulfill the end of the year reporting
requirements. The new 1095-B Information Update and 1094-C/1095-C Information Update functions are provided to streamline data entry. Aatrix, through the Tax Forms function, facilitates preparation of the reporting and filing requirements.

Enhanced Paid Leaves Feature

The following enhancements have been made to AccountMate’s paid leave feature:

Option to limit the number of leave hours for an accrual year

Some companies’ leave accrual policies include a provision to set a ceiling to the number of leave hours an employee can accrue during the year. Version 9.4 addresses this need by adding a Max Accrued Hrs (Maximum Accrued Hours) field in the Paid Leave Code Maintenance function. This is where authorized users can set the maximum paid leave hours that can accrue for each year for each employee.

Ability to adjust Paid Leave Carry Over hours

The Convert/Adjust Unused Paid Leave function has been enhanced to allow authorized users to enter the paid leave new carry over hours. This enhancement makes it easier to update the carry over hours, if necessary.

New Budgeted Financial Statements

New Budgeted Balance Sheet and Budgeted Income Statement

The Budget Statement in previous versions is now replaced by two separate reports: Budgeted Balance Sheet and Budgeted Income Statement. This allows more flexibility in adding criteria and options to make the budgeted financial statements more useful and comprehensive to best suit the company’s needs.

Multiple Step Format vs. Single Step Format Budgeted Income Statement

The New Budgeted Income Statement can be generated using either of these formats:

Multiple Step or Single Step.

Under the Multiple Step Format, budgeted operating revenues and expenses are presented separately from budgeted non-operating revenues and expenses to provide more information about the company’s primary business activities. This format segregates budgeted revenues and expenses into the following intermediate income components to facilitate analysis of significant
aspects of the company’s business: gross profit components (i.e., sales less cost of sales), operating income components (i.e., gross profit less operating expenses), and income before income taxes (i.e., operating income plus other revenues less other costs and expenses).

Under the Single Step Format, items are classified into just two groups: budgeted revenues or budgeted expenses. The budgeted operating revenues and other revenues are still itemized but they are summed up into one total revenue amount. The budgeted cost of sales, operating expenses, and other costs and expenses are also itemized and summed up into one total expense
amount that excludes income tax expense. Budgeted total expenses before tax are deducted from budgeted total revenues to arrive at budgeted income before income taxes.

One Statement Approach vs. Two Statement Approach Budgeted Income Statement

The New Budgeted Income Statement can be generated using either of these approaches: One Statement or Two Statement.

Under the One Statement Approach, items of budgeted income and other comprehensive income are presented in a single Budgeted Statement of Income and Comprehensive Income report. Under the Two Statement Approach, the income statement components are split into two reports: all items that make up budgeted net income form part of the Budgeted Income Statement report; while the Budgeted Statement of Comprehensive Income report starts with the budgeted net income followed by items of other comprehensive income to arrive at total comprehensive income.

IFRS-ready Budgeted Financial Statements

Companies that have activated the IFRS features will be able to generate the following IFRSready budgeted financial statements:

1. Budgeted Statement of Financial Position
2. Budgeted Statement of Comprehensive Income

Allow movement of a user from one security group to another group

In previous versions a user record cannot be moved from one security group to another. If the user record must be assigned to another group, the user must be deleted from the existing group
record and then added to a new group; thus, the Audit Trail Log no longer references the user to the old group. Version 9.4 now allows changing the group assigned to users without losing the Audit Trail information while keeping the user’s extended security options.

Enhanced Bill of Materials and Manufacturing Reports

Step by step instructions for Bill of Materials

The Bill of Materials (BOM) is essentially a comprehensive list of parts, items, assemblies and subassemblies that are required to manufacture the parent item. It explains what, how, and where to buy; and it includes instructions for assembling the parent item. Prior versions allowed only one set of instructions for all the steps required in the bill of materials. In version 9.4 the Bill of Materials Maintenance is enhanced and the Create Work Order has a new Instructions tab to allow users to provide instructions for each single step required in the bill of materials.

Allow duplicate items, labor, and machines in the bill of materials provided these are used in different steps

Previous versions require users to enter a unique item number, labor number or machine number for each bill of materials record. This new version now allows users to add duplicate items, labor, or machine components to a bill of materials record provided that these are added in different steps.

Show the Step Information on multiple Manufacturing reports

We have added a new Show Step Information checkbox to the following reports:

1. Print Routing Slip
2. Print Production Slip

Marking the checkbox configures the report to show the instructions for each step of the manufacturing process and to print a separate report for each step.

The following reports are also enhanced to show the manufacturing step numbers:

1. Where-Used Report
2. Projected Material Requirement Report
3. Resource Allocation Report
4. Resources Used Report
5. Machine Application Report
6. Labor Application Report
7. Production Variance Report

Sequence feature provides flexibility to rearrange the bins from which items will be picked for shipment

In previous versions the default bin used when shipping a sales order was one that had an onhand quantity greater than zero and was assigned to the item record with the lowest sequence number. If none of the bins assigned to the item had units on hand, the default bin was the item’s sequence # 1 bin.

In version 9.4 we have changed the way AccountMate selects the default bin when shipping sales order. A Pick Seq (Picking Sequence) column is added in Warehouse Maintenance so that users can set a picking sequence for the bins in the warehouse. This will be the basis for the sequence order of the line items printed in the Pick List, which is used as a supporting document for picking
orders for shipment. This enhancement allows a warehouse to optimize its shipping process.

Ability to assign a bank during application of payment to AP invoices

Previous versions require the users to assign a bank number when posting an Accounts Payable (AP) invoice. When the AP invoice is paid from a different bank, users must first amend the AP invoice to change the bank number prior to applying payment to the AP invoice.

Version 9.4 now allows users to assign a bank number during the AP Apply Payment process. This gives users greater flexibility in case the bank from which the check payment will be drawn cannot be determined yet at the time of posting the AP invoice. Users may also opt not to assign a bank number during payment application; in this case, those AP invoices to which no bank numbers are assigned will be displayed for selection, together with those AP invoices assigned with the specified bank number, in the Print Computer Check and Post Handwritten Checks functions.

Enhanced BR and AR functions to Streamline Bank Reconciliation

Changes have been made in various functions in the Bank Reconciliation and Accounts Receivable modules to further simplify the reconciliation of bank accounts. The enhancements are as follows:

Display of the variance in the Reconcile Bank Account function facilities bank reconciliation

In the previous versions users needed to do manual calculation to see how the bank balances have reconciled. In version 9.4 the Calculated Ending Statement Balance and Ending Statement Balance Variance fields are added to the Reconcile Bank Account function > Information tab. These read-only fields allow authorized users to see at one glance the amounts that are needed in order to finalize the bank reconciliation. With this enhancement, there is no need to manually calculate the amount remaining to be reconciled.

Ability to record bank charges when recording bank deposits

Authorized users can now record bank fees (e.g., credit card fees) that reduce the AR deposit amounts. This facilitates reconciliation of the AR deposit amounts recorded in AccountMate and on the bank statements.

Option to show only the bank fees transactions in the AR Bank Deposit Report

The AR Bank Deposit Report now comes with options to show only the cash receipt transactions, only the bank fees transactions, or all types of deposit transactions. This is designed so that the report can be of more use in reconciling the AR bank deposit amounts recorded in AccountMate against those on the bank statements.

Streamline Manual Application of Payments to AP Invoices

AP Invoice Balance as Default Apply Amount when Applying Payment to a Single AP Invoice

If only one AP invoice is available for payment application, AccountMate will automatically make the entire invoice balance as the default apply amount in the Manual Apply Payment function. This streamlines data entry when manually applying payment to a single AP invoice.

Saving Manual Apply Payment by Vendor # should default back to the Vendor # field

After saving a manual application of payment by vendor transaction, the cursor now defaults back to the Vendor # field. This saves a few keystrokes and streamlines data entry.

Ability to assign lot numbers by work order

Using the new Assign Lot Numbers by Work Order function, authorized users can assign lot numbers to items from work orders that were posted to finished jobs. This provides the flexibility of assigning lot numbers to manufactured items, in addition to the three other methods of assigning lot numbers: by item number, by purchase order, and for customized kit items.

Allow AP Invoice to be less than AP/PO Matching Amount

There are instances when the AP invoice amount is less than the sum of the AP/PO matching and reverse landed cost amounts. The previous versions would disallow this scenario; thereby, users were forced to either overstate the AP invoice amount or change the received goods information to be able to successfully post the AP invoice.

The new version gives a warning message when the AP invoice amount is less than the sum of the AP/PO matching and reverse landed cost amounts; however, it provides the option for the user to continue posting the AP invoice.

Include the Computer and Handwritten Checks in the AP Check Register Report

We have added a new Include Computer Checks and Include Handwritten Checks options to the AP Check Register Report interface. When marked, the report will include details about the checks printed using the Print Computer Check function and/or checks recorded using the Post Handwritten Check function in the Accounts Payable module. This allows users the flexibility to view or print information about only the computer checks, only the handwritten checks, or both.

Option to turn off validation of Customer PO # when recording customer transactions

In previous versions a warning message was displayed upon saving the sales order or AR invoice when the customer PO # assigned to the document had been previously assigned to existing sales orders and AR invoices for the same customer. This was a great enhancement that would help avoid duplicate orders or invoices for the same customer requirement; however, there was
no way to turn off this validation.

In this newest version Customer Maintenance has additional options that provide flexibility for the users to configure whether a Customer PO # must be required during creation of sales orders and AR invoices and whether AccountMate must verify that the Customer PO # assigned to the document is not previously assigned to existing sales orders and AR invoices for the same customer.

Allow user to enter Customer PO # during Sales Quote Approval

The Customer PO # information helps users easily identify why a sales order or an AR invoice is issued. Previous AccountMate versions do not allow users to enter a Customer PO # during sales quote approval. To assign a Customer PO #, the user must either amend the sales quote prior to sales quote approval or amend the sales order after the sales quote approval. In AccountMate 9.4
for SQL/Express the Approve Sales Quote function is enhanced to allow users to enter the Customer PO #.

Option to Automatically Apply Open Credits to the Outstanding RA Shipment Invoices after recording Complete RMA transaction

Instead of having to separately access the Apply RMA Credits function to record the application of RMA credits created from completing an RMA order, this new version provides authorized users the option to automatically access the Apply RMA Credits function immediately after a complete RMA transaction is recorded. AccountMate automatically displays on the Apply RMA Credits screen the information from the completed RMA 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 the RMA credit that arises from an RMA completion transaction.

Allow Selection of Secondary Report Sorting Option in certain SO and IC Reports

Starting in version 9.1, AccountMate’s reporting engine has been enhanced to allow users to select a secondary sorting order in many reports. 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. In this newest version this enhancement has been applied to the following reports:

• Sales Order reports

1. 1. Print Pick List
   2. Print Advanced Billing Pick List

• Inventory Control report: Physical Count Variance Report

GL, AR, AP, PO and SO Import functions Lookup show both TXT and CSV file types

More and more users have been creating files using Microsoft Excel and saving them in CSV file (comma separated values file) format. The following functions are enhanced to show not only TXT (text) but also CSV file types in the Import File Lookup (Search) window:

1. Import Journal Entry (General Ledger module)
2. Import Invoice (Accounts Receivable module)
3. Import AP Invoice (Accounts Payable module)
4. Import Purchase Order (Purchase Order module)
5. Import Sales Order (Sales Order module)

Report Interface Period List box displays all accounting periods

Clicking the Period List box button on a report interface, which contains a Period field, displays at one glance all the accounting periods set up in AccountMate without the hassle of scrolling down the List box. This facilitates the report parameters setup prior to generating the reports, thereby allowing users to save time and effort.

Automatically updates Effective Date to match Future-Dated Deposit Date

There may be instances when users need to use a Deposit Date and Effective Date that fall in a future period (e.g., on holidays where banks are closed and there’s a delay in processing the deposits). Previous versions require you to manually update the Effective Date to match the Deposit Date if the latter fell in a future period (i.e., the Deposit Date is later than the system date).

When recording future-dated bank deposits, AccountMate version 9.4 now automatically updates the Effective Date to match the Deposit Date, thereby saving users from having to manually change the Effective Date.