AccountMate 11.1 for SQL and Express Release Notes
August 2019
Important Changes
Projected Cash Flow
AccountMate 11 introduces the Projected Cash Flow feature that can help companies effectively manage their cash inflow and outflow. Proper cash flow forecast aids management in making informed decisions on purchases, loans, receivable collection strategies, hiring, etc. This feature includes these functionalities:
Specify Collection Percentage Per Aging Category for Use in Customer Average Pay Days Calculation
The AR Module Setup function is enhanced by adding a Projected Cash Flow area where users specify the accounts receivable collection percentages for the user-defined aging categories. These percentages will be the default collection percentages for new customer records. Users can amend the default collection percentages settings in each customer record. These percentages will be used to calculate each customer’s Average Pay Days information.
Users can also define in SO/AR Module Setup the time frame that will be used to calculate the Average Pay Days information in the customer records. Users can choose among the options: 30 days, 60 days, 90 days, 180 days, 365 days, and ATD (Accumulated-to-Date). This is the period within which the fully paid AR invoices, net of sales returns, will be included in the average pay days calculation.
New Projected Cash Flow Function
A new Projected Cash Flow function is added in the Bank Reconciliation module. This function, which is accessible from the Transaction menu, allows users to set up the parameters for the transactions that will be included in the Projected Cash Flow reports. This function is also used to generate the following Projected Cash Flow reports:
• Projected Cash Flow Report
This report displays the summary information about the projected cash inflow and outflow from outstanding receivables and payable as well as the projected cash balance at the end of the day or a certain period.
• Projected Cash Balance Report
This report displays details pertaining to the projected cash balance at the end of the day or a certain period after considering the actual cash balance, projected collections, and projected payments within the specified period.
• Projected Collections Report
This report provides detailed information about the projected collections from outstanding receivables within the specified period.
• Projected Payments Report
This report provides users details about the projected payments for outstanding payable within the specified period.
Improved Executive Summary
In previous versions the Executive Summary function allowed users to configure the settings and to view the graphical presentation of each amount in the Executive Summary screen. In version 11 we further enhanced this function by including the sales quotes, unreleased blanket sales orders, purchase quotes, and unreleased blanket purchase orders amounts in the Executive Summary screen. This new version provides additional filter options for the customers, inventory items, vendors, and bank accounts which data will be included in the Details tab.
Authorized users can drill down on the Executive Summary screen to view details about the specific information they want to investigate. A Detail Analysis button is added beside each amount; click on the button to view the related
Detail Analysis window. Each Detail Analysis window presents data in a grid format. Authorized users can click on
specific columns in the grid to sort data in ascending or descending order based on the values in the chosen column. The grid’s contents can be exported to a Microsoft Excel file for further analysis. Authorized users can also drill down on certain columns to view the related AccountMate document for the specific transaction (e.g., AR invoice, sales order, purchase order, etc.).
This enhancement provides the capability to quickly view a summary of the quotes and blanket orders, facilitates faster analysis of the details that comprise each amount, and provides flexibility in filtering the amounts that will be displayed in the Executive Summary screen.
Ability to Track Remnants through the Manufacturing Processes
Accounting for remnants is similar to accounting for inventory. AccountMate version 11 implements in the
Manufacturing module the feature to be able to track the remnant items’ movement, location, quantities, and costs. The Bill of Materials Maintenance function is enhanced by adding a Bill of Materials Remnants window where users can set up the default remnant inventory items and quantities for each bill of materials. Both the Create Work
Order and Post Finished Job functions have a new Remnants tab where users accept or amend the default
remnant inventory items and their quantities for the master items. Users can specify in the Post Finished Job the remnant items costs, which reduce the finished job cost.
The following reports can be generated in the Manufacturing module to provide information about the remnant items:
• Remnants Report (New)
This new report provides information about the remnant items created during the manufacturing process, including the remnant items costs. This report helps identify the remnant items created during manufacturing, helps monitor the remnant items’ costs, and can be used as reference in verifying the finished job costs
accuracy. This report may also be used when reconciling data between the Resources Used Report and Finished-Work Report.
• Print Routing Slip (Enhanced)
This report is enhanced by adding the Show Remnant Information checkbox. When the checkbox is marked, the report will have an additional page displaying the remnant items information and containing a line where users can write the actual remnant quantity.
• Print Production Slip (Enhanced)
The Show Remnant Information checkbox is added in the report interface. When the checkbox is marked, the report will have an additional page displaying the remnant items information and containing a line where users can write the actual remnant quantity.
Supports Recording of Scrap
Scrap can be defined as unusable material that is left over after the manufacturing job is finished. AccountMate version 11 implements in the Manufacturing module the feature to record the scrap item quantities and scrap expense.
A new Scrap Expense field is added in MI Module Setup > GL Accounts tab to be used in posting scrap costs that reduce the finished job cost. The Post Finished Job function is enhanced by adding a Scrap Qty field in which users can enter the quantity that is considered as scrap from the inventory item component used to manufacture the master item.
Users can generate the following Manufacturing reports that provide information about the scrap items:
• Scrap Report (New)
This new report provides information about the scrap quantities from the component items used during the manufacturing process. Users can refer to this report in determining the scrap quantities as well as in monitoring and in verifying the accuracy of scrap expenses. This report may also be used when reconciling data between the Resources Used Report and Finished-Work Report.
• Resources Used Report (Enhanced)
This report is enhanced to display the scrap item quantities and the used resources’ extended costs, net of any scrap expenses.
Ability to Track Revenue by Customer and Inventory Combination
AccountMate version 11 has an additional option to track revenue and to set up revenue codes by both customer and inventory. An option “Customer + Inventory” is added in the AR Module Setup/SO Module Setup > General
(2) tab > Track Revenue By area. Choosing this option configures AccountMate to enable the Revenue Code
Position fields (i.e., Customer Revenue Code and Inventory Revenue Code) where users set up the input mask for the desired position of the customer and inventory revenue codes. Users who are granted access rights to both the Miscellaneous Maintenance for Customer Revenue Codes and for Inventory Revenue Codes can set up the combined customer and inventory revenue codes. Choosing the option to track revenue by Customer + Inventory also requires that a revenue code is assigned to each customer record and to each warehouse assigned to the inventory item record prior to recording customer sales transactions.
Return Merchandise Authorization Module Supports On-the-Fly Kit Items
In previous AccountMate versions the Return Merchandise Authorization (RMA) module allowed users to record the return of prebuild kit items but not the build-on-the-fly kits. In this newest version authorized users can now record the return of build-on-the-fly kit items in the RMA module. They can choose to return either the entire kit that does not require prebuild or only the specific kit components. If an RMA order requires substitution, a build-on-the-fly kit item can be used as a substitute for a non-kit item and vice-version. This change gives AccountMate the flexibility to meet the needs of companies that records sales returns of kit items that do not require prebuild.
Streamline Recording of Transactions
Several enhancements to streamline processes are implemented in this version to help users save time and minimize errors in recording transactions. These enhancements include the following:
Mass Receipt of Purchased Goods
Previous AccountMate versions allowed users to record receipt of goods for one purchase order at a time. When a vendor would deliver items included in several purchase orders, users needed to record multiple purchase order receipt transactions, once for every purchase order and warehouse combination.
To streamline data entry, AccountMate 11 introduces the new Receive Multiple Purchase Orders function that provides the ability to easily record for each vendor the receipt of goods from multiple purchase orders. This function allows users to enter several inventory item numbers and/or purchase order numbers with backorder quantities, and to record the simultaneous receipt of the items from multiple open purchase orders. This speeds up data entry allowing users to save time and effort in recording receipts of goods.
Set Up Default Email Message when E-mailing Reports
The Report Export/Email Setup function is enhanced by adding the Email Body area where users can write the default email message that AccountMate will automatically use when e-mailing reports. Users can set up the default email message for each report. Alternatively, users can also click the Apply All button to configure AccountMate to make the email body template as the default for all reports.
Set Default Ship Via and F.O.B. Terms by Vendor
The shipping courier and F.O.B. terms mostly vary among vendors, not among transactions with the same vendor. To help users save time and reduce mistakes when recording vendor transactions, AccountMate
implements the enhancement that allows users to set the default ship via and freight on board (F.O.B.) settings in each vendor record. AccountMate has added Ship Via and F.O.B. fields in the Vendor Maintenance function. The Ship Via and F.O.B. fields in PO Module Setup are now used to set the defaults for new vendor records. Vendor transactions get their default ship via and F.O.B. settings from the vendor record. These settings can be overwritten per transaction.
This enhancement provides users more control over the ship via and F.O.B. settings while giving them the flexibility and convenience of setting these in advance according to each vendor’s preference, so they do not need to edit them unless required in a specific transaction.
Ability to Replace Components in Multiple Bills of Materials or Kits
Previous versions allowed users to replace a component in a bill of materials (BOM) or kit formula record one at a time. When there are multiple kit items or BOMs with the same component, users needed to access each kit formula or BOM record to replace the component.
AccountMate 11 introduces the Replace Kit Component function in the Inventory Control module and the
Replace BOM Component function in the Manufacturing module. These functions provide the ability to easily
record the replacement of a component at one instance for multiple bills of materials or kit formula records. This speeds up data entry allowing users to save ample time and effort in recording replacement of kit components or BOM components.
Automatically Apply Component Description Changes to the Bill of Materials or Kit Formula
AccountMate 11 now automatically updates the bill of materials and configurator bill of materials records each time the component description is changed in the inventory item record, labor record, or machine record. When an inventory item is one of the components in a kit formula record, the latter is also automatically updated when the component item description is changed in its inventory item record. This enhancement allows users to save time from needing to update two different maintenance records.
Double-click Applies in Adjust Open Credit
AccountMate 11 has added the double-click action to the list of hot keys supported in the Adjust Open Credit function. Authorized users can double-click on the Adjust Amt field for an invoice or receipt on the grid to automatically apply adjustment equal to the invoice’s or receipt’s open credit balance. This provides a convenient alternative to manually entering the adjustment amount.
Optimized Batch Period-End Closing process
The Batch Period-end Closing routine has been redesigned so AccountMate can perform this process faster. This design change helps users save a lot of time.
Extended Access Right to Void Advanced Billing for Stronger Data Security
Previous versions allowed users to amend/void advanced billings if they had the access right to create advanced billings. Version 11 provides an extended access right to void/amend advanced billings to make it separate from the access right to create advanced billings. This enhancement strengthens data security as it helps ensure that access to voiding transactions as important as advanced billings is restricted only to authorized users.
Smarter Search Mechanism
This new version enhances the manner AccountMate displays and filters information in the Search windows to give users a smarter mechanism that will proactively guide them in quickly searching for the appropriate record that can be used in specific transactions.
Show Customer Number and Company Name in Receipt # Search
Users can now see the customer number and company name in the Receipt # Search window when voiding payments and generating the Cash Receipts Report, Non-Customer Receipt Report, Payment Receipt, and Open Credit Report. By making the customer number and company name readily available during voiding of payments or generating reports showing receipt transactions, users can more quickly find the correct customer whose payment needs to be voided or whose receipts data need to be included in the reports.
Show Lot Number and On-hand Quantity in Warehouse/Bins for Item # [xxx] Window
In previous versions the lot-controlled inventory items’ numbers and on-hand quantity information were not displayed in Inventory Maintenance and other inventory-related functions (e.g., Create Sales Order, Create Invoice, Receive Goods, Internal Stock Issuance, etc.). Users needed to generate the Lot Quantity Listing to view those pieces of information prior to recording the transactions involving the lot-controlled items.
In AccountMate 11 there is no need to take that extra step of generating reports as the Warehouse/Bins for
Item # [xxx] window now shows the lot numbers and quantities on hand for a specific warehouse, bin, and
specification, if applicable. This window is accessible by clicking the Detail Analysis button beside either the
On-hand Qty or On-hand field. This enhancement allows users easy access to the lot-controlled item’s number
and on-hand quantity while viewing the inventory item record or recording an inventory related transaction. Users can more quickly ascertain whether on-hand units are sufficient to record the transaction, thereby saving a lot of time and effort.
Option to Hide Inactive GL Account IDs Facilitates GL Account ID Lookup
In previous versions the Account ID Search window displayed all the GL Account IDs regardless of their status (i.e., Active or Inactive). Users needed to access the chart of accounts records to verify that a GL Account ID was active prior to using it when recording transactions.
With this new version, users have an option to display only the active GL Account IDs by marking the Exclude
Inactive checkbox in the Account ID Search window. This enhancement saves users time and avoids the
hassle of performing one more step to verify the status of GL Account IDs in their maintenance records.
Approve Sales Quote/Approve Purchase Quote Excludes Cancelled Quotes from Selection
The Approve Sales Quote and Approve Purchase Quote functions now exclude the cancelled sales quotes and purchase quotes from the Sales Order # Search and Purchase Order # Search windows. This eliminates the instances where users may inadvertently select a cancelled sales quote and purchase quote for approval.
Supports the Latest Crystal Report version
Various Report Enhancements
AccountMate version 11 introduces new reports and implements enhancements in various reports to make these more useful and flexible in addressing the users’ specific needs. In addition to the Projected Cash Flow reports discussed earlier, these new reports and enhancements include the following:
New Slow-selling Inventory Report in the Accounts Receivable module
The Slow-selling Inventory Report provides information about the inventory items that generate the least sales quantity and sales revenue within a specific period. Users can elect to display on the report either the sales quantities or sales amounts, net of discounts and taxes. Users can enter the date from which AccountMate will calculate the sales quantity or sales amount to be displayed on the report. Users also specify the sales amount or sold quantity below which an inventory item is considered slow-selling. This report helps users promptly make decisions on whether to continue or stop selling those items that generate the least revenue and volume. It also helps users identify the items on which they need to focus their marketing efforts.
Additional “Range of Period” filter criterion in the Balance Sheet
The Balance Sheet is enhanced by adding the ability to filter the output for a range of periods. This makes the Balance Sheet more flexible to use and gives users the ability to focus the review of the company’s financial condition within the specified range of periods.
“Posting Period and GL Account ID” Sorting Option is added in the Journal Entry Reports
The Unposted Journal Entries, Posted Journal Entries, and Voided Posted Journal Entries reports are enhanced by adding the ability to sort the report by “Posting Period and GL Account ID.” Users also can filter the report for a range of GL Account IDs. This enhancement provides the flexibility to group and review the journal entries posted during each accounting period per GL Account ID.
Bug Fixes
Click on the links provided to see the list of bug fixes included in this AccountMate version release: • Sorted by Control Number
• Sorted by Module
AccountMate Software Corporation
1445 Technology Lane | Suite A5 | Petaluma, California 94954 | USA 800-877-8896 | 707-774-7500 | www.accountmate.com
© 2019 AccountMate Software Corporation. All rights reserved. Reproduction in whole or in part without permission is prohibited. The capabilities, software requirements and/or compatibility described herein are subject to change without notice. Contact AccountMate or an Authorized AccountMate Solution Provider for current information.
