Ceravolo Consulting

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AccountMate 7.5 for SQL Release Notes

October 31, 2008

Installation File Contents

The AccountMate 7.5 for SQL CD contains the following components:

  • AccountMate 7.5 for SQL Program Files
  • Microsoft Visual FoxPro 9.0 (Service Pack 2) Runtime Files
  • Seagate Crystal Reports XI (Service Pack 1) Runtime Files

Bug Fixes

Refer to the AccountMate 7.5 for SQL/Express Maintenance Release Summary under the Maintenance and Technical Support section of the AccountMate Business Partner Home Page.

Important Changes

New Inventory As Of Report

An Inventory As Of Report has been added to the Inventory Control module. This report shows the on-hand quantity, average cost and total cost of a company’s inventory items as of a user-defined date. Authorized users can view inventory on-hand quantities at the warehouse level with an option to show a break down per bin. Use this report to facilitate the verification and reconciliation of inventory balances as of a specific date.

New Auto Distribution Account Available for Use in all Modules

We have added an Auto Distribute checkbox to the Chart of Accounts Maintenance function. Using this feature, distribution accounts and their corresponding distribution percentages can be assigned to posting type GL Account IDs. GL Account IDs set up for auto distribution can be used in the General Ledger and all subsidiary modules. This provides a convenient way to automatically allocate revenues, costs and expenses throughout the system.

Authorized users can review the auto distribution set up for posting GL Account IDs using the new Posting Account Distribution Setup report.

Enhanced Budget Maintenance Function

To facilitate the creation of and updates to GL budgets, the following features have been added to the Budget Maintenance function:

  • A Find button that can be used to locate a GL Account ID in the budget.
  • An Add button that can be used to enter budget amounts for a GL Account ID that is not yet in the budget.
  • And a Delete button that can be used to remove a GL Account ID from the budget.

Match Un-accrued PO Receipts to AP Invoices

Some companies want to match purchases to AP invoices but do not want to accrue liability at the time the items are received. It is for this reason that we have created the AP/PO Matching feature.

To activate this feature, simply mark the AP/PO Matching checkbox in Vendor Maintenance. Under this setting, the system keeps track of all PO receipts regardless of whether or not the vendor record is set to accrue received goods. Authorized users can view a list of accrued and un-accrued PO receipts that can be matched to vendor invoices using the AP Invoice Transactions function. This provides a convenient way to validate vendor invoices as it helps users quickly determine whether they are being invoiced multiple times for the same purchase.

AP/PO Matching can be done either by line item detail (Quantity) or by PO receipt (Amount).

Warn User if Matched and/or Reverse Accrued Amount is less than Invoice Amount

The system will generate a message warning the user when the invoice amount and the sum of the matched and/or reverse accrual amounts are different. This serves as a reminder for users to match the AP invoice to the applicable PO purchase receipts; thereby helping to ensure that all steps are taken to verify the invoice being recorded. This feature is only available when the vendor is set up for AP/PO Matching.

Reports Enhanced to Track AP/PO Matching

We have enhanced the reports that were used to monitor accrued PO receipts and their associated invoices to include un-accrued PO receipts.

The PO Line Items for AP Matching Report (formerly called Accrued Received Goods Report) tracks the received and un-matched quantities and amounts of PO receipts for vendors set up for AP/PO Matching.

The PO Line Items Matched to AP Report (formerly called Reversed Accrued Received Goods Report) lists the quantities and amounts of PO receipts that have been matched to AP invoices. This report can be generated to show all invoiced PO receipts, invoiced accrued PO receipts, or invoiced but un-accrued PO receipts.

Overwrite the Default GL Account ID Assigned to Each PO Line Item

Authorized users will be able to view a Reference Account field in the PO Line Item Detail window and overwrite the default GL Account ID. The PO line item’s reference account is used in the accounting entries generated for accrued PO receipts.  For companies set up for AP/PO Matching without accrual, the PO line item’s reference account becomes the AP invoice’s GL distribution account. This provides added flexibility for those companies that charge purchases of the same inventory item to different cost centers under different circumstances.

Batch Transfer Data to GL Shows Last Transfer Date

The system is enhanced to track when period-end closing or transfer data to GL was last performed successfully for each activated module. This information is displayed in a new Last Transfer Date field in the Batch Transfer Data to GL function. The Last Transfer Date is updated based on the date and time on the SQL Server at the point when the transfer or closing is completed. This enhancement helps users determine whether the General Ledger reports reflect the most recent subsidiary module transactions.


Option to View Customer#/Vendor# in Select Details Analysis Windows

Authorized users will be able to see the Customer # in the Booked Quantity Details Analysis window and/or the Vendor # in the On-order Quantity Details Analysis window. In making this information available to authorized users, AccountMate makes it easier to identify which customers have open item orders and which items are backordered from specific vendors.

Users have More Control over Transaction Dates

This version is designed to give users more control over the date that will be assigned to recorded transactions. This enhancement covers the following changes:

Select Default Post Date for AP Invoice Transactions and Credit Card Payments

Authorized users can set the basis for the default post date that will be assigned to AP invoices and credit card transactions. They can configure the Invoice Post Date Based On feature in AP Module Setup to set the default post date to follow either the invoice date or system date. This feature allows users to adapt AccountMate to their company’s specific policies and helps to reduce data entry time.

Specify Void Date when Cancelling Shipments and Received Goods

In this version, authorized users can select the date that will be assigned to the cancel shipment and cancel received goods transactions. The system uses the current system date as the default void date which the user can overwrite. This added flexibility makes it easier to correct erroneously recorded SO shipment and PO receipt transactions without having to reset the AccountMate system date beforehand.

Set Posting Period Restrictions by Module

Checkboxes are placed next to the module codes in the column header of the Posting Period Restrictions function. Marking the checkbox restricts users from recording transactions in the module that will post to any period of the selected fiscal year. This feature simplifies the set up of posting period restrictions at year-end.

Double-click Applies Payment to Customer Invoice

We have added the double-click action to the list of hot keys supported in the AR Apply Payment function. Authorized users can double-click on the Apply Amount field for an invoice # on the grid to automatically apply payment equal to the outstanding balance of that invoice. This provides a convenient alternative to manually entering the payment amount, or copying and pasting the Balance field value to the Apply Amount field.

Save an Incomplete or Out-of-balance Bank Reconciliation

Authorized users can save but not finalize incomplete or out-of-balance bank reconciliation. To guide the user, the system will display a message stating the amount required to complete the reconciliation. This makes bank reconciliation easier to perform in AccountMate.

More Comprehensive Information about Vendor Payments

The following enhancements are introduced in Vendor Maintenance to give users a more complete picture of the company’s payment history with a particular vendor:

Include all Check Types in the Calculation of the Vendor ATD Check Amount

The value shown in the ATD Check amount field in Vendor Maintenance includes all types of checks (computer, handwritten and ACH) issued to vendors.

ATD Check Detail Analysis Enhanced to Show the Type of Checks Issued to Vendors

A Check Type field has been added to the ATD Check for Vendor # window. Use this field to determine what form the check payment took – computer check, handwritten check, or electronic payment. This feature makes it easier to trace or verify check payments issued to vendors.

Option to Automatically Update Employee Tier on Anniversary Date

Authorized users can set their payroll system to Automatically Update Employee Tier on Anniversary Date by marking the corresponding checkbox in Paid Leave Code Maintenance. They have two options for performing the update:

  • Update in Current Pay Period – under this setting the system will update the employee tier during the pay period that includes the employee’s anniversary date.
  • Update in Next Pay Period – under this setting the system will update the employee tier in the pay period after the one that includes the employee’s anniversary date.

Set Years and/or Months for Each Tier

Years and Months fields are added to the grid in Paid Leave Code Maintenance for authorized users to specify how much time must pass before employees qualify to be automatically updated to the next tier. The Years and Months field values are added to the employees’ hire date to determine the anniversary date when each one would qualify for the next tier.

Ability to Adjust Each Employee’s Anniversary Date

An Adj(Days) field has been added to the Paid Leave tab in Employee Maintenance. Use this field to adjust the standard time that must elapse for a specific employee to be automatically updated to the next tier. This is a handy feature to use in cases where the standard years and months setting do not apply to specific employees such as newly hired executives who are not subject to a probationary employment period; or employees who may go on extended leave without pay but are allowed to move up to the next tier as if they worked the full year.

Option to Spread Out Deductions Equally Throughout the Tax Year

An Annualize checkbox has been added to the Deduction Maintenance function. This option is only available when the Percentage deduction type is selected. Use this feature to apply the deduction equally throughout the tax year instead of waiting for the employee’s YTD Gross Wages to reach a minimum level before the deduction is made. This feature provides flexibility to adapt the system to each company’s requirements.

New W-2 Category to Capture Retirement Deductions that must be Reported in Box 14 of the W-2 Form

A new Retirement option has been added to the W-2 Category list. Use this option to track retirement deductions that must be reported in Box 14 of the Form W-2.

The system is enhanced to automatically display Retirement deductions in the Box 14 section of the W-2 Information Update screen. It also automatically prints Retirement deductions in Box 14 of the W-2 Form.

Specify “illegal” characters

A Key Field Restriction field is added to the System Setup function in the Administrator program. This feature allows authorized users to specify characters that must not be used in primary key fields (e.g. Customer #, Vendor #, etc.) when setting up master records. The following characters are listed in the Key Field Restriction field by default: apostrophe ('), back and forward slash (\ /), colon (:), asterisk (*), question mark (?), quotation mark ("), less and greater than sign (< >), and vertical bar (|).

Ability to Restrict Users from Seeing on a List the Companies to which they do not have Access Rights

A new checkbox that is captioned ‘Do not show companies on company selection list’ is added to the System Setup function in the Administrator program. When this feature is used, the company selection list will only display the companies to which a user has been granted access rights. This feature will help promote data security.

Option to Combine GST/PST Claimback Distribution Entries into a Single Compound Entry (for Canadian companies only)

A Use Compound Tax Claim Entries Per Invoice checkbox has been added to the AP Module Setup function. With this feature, authorized users will be able to view the combined distribution accounts for GST/PST claimback and those of the AP invoice in the AP Invoice Transactions Distribution tab. Changes to the invoice amount or the tax claimback will automatically update the AP invoice distribution including the amounts assigned to the GST/PST GL Account IDs. This enhancement simplifies the review of accounting entries generated for AP invoices that involve GST/PST claimback.

Various Report Enhancements

We have enhanced various functions to facilitate printing of certain reports:

Option to Print User-defined Signature Lines on Purchase Order Documents

The Print Purchase Order function comes with a feature that allows users to print signature lines on the last page of the document. Authorized users can define the contents of the signature line in the Printing tab of PO Module Setup.

Budget Statement Enhanced to Allow the Use of all GL Segments as Report Filters

The major (e.g. Account #) and other segment (e.g. Division, Department, etc.) fields are now available as filter criteria for all GL segment sorting options (i.e. not Account ID) in the Budget Statement report. This makes the report easier and more flexible to use.

Ability to Generate the Account Balance Report with a Report Range that Covers Several Fiscal Years

New From Period and To Period fields are added to the Account Balance Report criteria selection screen. The selected report range can cover different fiscal years.

New AP and PR Check Layout

A Short Stub/Short Stub/Check option has been added to the supported check layouts for printing vendor and/or employee checks. This is especially useful for companies that use mail inserter machines to facilitate the process of sending out their check payments.

User-defined W-2 Groups Facilitate Printing of W-2 Forms by Employee Group

A W-2 Group checkbox has been added to the W-4 Info tab of the Employee Maintenance function. The field caption drills down to Miscellaneous Maintenance where authorized users can set up their own W-2 group codes. With this feature, authorized users can run the Print W-2 Form function sorted by W-2 Group.

General Ledger Listing Enhanced to Show the Interfund Value that Funds Owe

The General Ledger Listing can be set to show a break-down of the automatic interfund balancing entry’s amount. The interfund entry will be followed by detail lines showing a break-down similar to the sample given below:

Account ID : 002-101234

Description: Due to/from 002

Balance: 882.91

Batch #

Src

Date

Reference

Description

Debit

Credit

Balance

*From AP

AP

10/31/08

Interfund

Due from other funds (Auto)

882.91

882.91

Interfund: 006 (Due From)

882.91

0

882.91

This example shows that the 882.91 debit balance in the Fund 002 interfund GL Account ID is due from Fund 006. This feature helps users to determine how much to collect from or reimburse each fund; and facilitates the analysis and reconciliation of interfund transactions.

Decrypt Data in Custom Reports and Table Browser/Exporter for Authorized Users

Authorized users can see and export the decrypted credit card numbers and/or social security numbers in the Table Browser and Exporter window. They can also view the decrypted information in Custom Reports.

Hardware/Software Requirements

Before installing a demo or live copy of AccountMate 7 for SQL, verify that the servers and workstations meet the hardware and software requirements for installing and running AccountMate. Note: Actual requirements may vary based on the operating system and database used in each installation. Provisions must also be made for any additional applications and files installed with AccountMate.

Recommended Hardware Configurations

Database Server

File Server (optional)

Workstation

Processor

Pentium 4

Pentium 4

Pentium 4

Memory

1 GB

1 GB

512 MB

Hard Drive

20 GB Free Space

2 GB Free Space

2 GB Free Space

Database Server Requirements:

The database server should meet the following minimum requirements:

CPU:

Pentium III

Memory:

512 MB

Hard Drive:

5.0 GB Free Space

Operating System:

Windows Server 2003 Standard Edition (SP1) or

Windows Server 2003 Enterprise Edition (SP1) or

Windows 2000 Server (SP4) or

Windows 2000 Advanced Server (SP4) or

Windows Small Business Server 2003 (SP1)

Database:

Microsoft SQL Server 2005 Standard Edition (SP1) or

Microsoft SQL Server 2005 Enterprise Edition (SP1) or

Microsoft SQL Server 2005 Workgroup Edition (SP1) or

Microsoft SQL Server 2005 Express Edition (SP1)* or

Microsoft SQL Server 2000 Standard Edition (SP4) or

Microsoft SQL Server 2000 Enterprise Edition (SP4)

*For Microsoft SQL Server 2005 Express Edition users only: Before you install SQL Server 2005 Express Edition, you must install the .NET Framework 2.0. To download .NET Framework 2.0 and view information on other system requirements for SQL Server 2005 Express Edition, visit http://msdn.microsoft.com/vstudio/express/sql/download/.

File Server Requirements (Optional):

A File Server is optional but recommended to enhance performance. You can install the AccountMate 7 for SQL application on a file server and map all workstations to it, freeing up resources on the database server to obtain optimum performance on its data processing duties.

Note: Under this setup, you do not need to install the AccountMate 7 for SQL application on each workstation. You only need to install the run-time library on each workstation. To do this, select the "Compact" installation type when running the program installer (AccountMate CD).

Each application server must meet the following minimum requirements:

CPU:

Pentium III

Memory:

512 MB

Hard Drive:

1.0 GB Free Space

Operating System:

Windows Server 2003 Standard Edition (SP1) or

Windows Server 2003 Enterprise Edition (SP1) or

Windows 2000 Server (SP4) or

Windows 2000 Advanced Server (SP4) or

Windows Small Business Server 2003 (SP1)

Workstation Requirements:

Each workstation that will be connected to the database server must meet the following minimum requirements:

CPU:

Pentium III

Memory:

256 MB

Hard Drive:

1.0 GB Free Space

Operating System:

Windows XP Professional (SP2)** or

Windows 2000 Professional (SP4) or

Windows Vista

**For XP SP2 users only: If you have enabled Windows Firewall, contact your IT administrator for proper configuration to enable incoming network connections.

Note: Please consult your AccountMate Solution Provider or System Administrator to confirm the optimal configuration to suit your specific needs.

Additional Software Requirements for Modification (Optional)

  • Visual FoxPro 9.0 (SP2)
  • Crystal Reports XI (SP1)
  • Microsoft SQL Server 2005 or 2000 Utilities

Installation Guide

Pre-installation Checklist

Use the following checklist as a guide when installing a live copy of AccountMate 7 for SQL:

1.       Verify compliance with the System Requirements.

2.       Install Microsoft SQL Server if you have not previously done so. Be sure to select the Mixed Mode setting in order to support both SQL and NT Authentication; then, follow Microsoft’s guidelines to complete the installation. After installing Microsoft SQL Server, be sure to reboot the database server to start the SQL Server Service.

3.       Verify that you have administrative rights to the computer where you are installing a live copy of AccountMate 7; otherwise, the Microsoft and Crystal Reports run-time libraries in the Windows folder will not be properly registered.

4.       Exit all Windows programs before starting the installation.

Quick Install Guide

1.       Insert the AccountMate CD into your CD-ROM drive to automatically start the installation. If the installer program does not start automatically, double-click Setup.exe in the AccountMate CD to display the AccountMate Setup window.

2.       Click Next to display the License Agreement window. Read and accept the License Agreement; then, click Next to proceed.

3.       View the AccountMate 7 for SQL ReadMe in the Information window; then, click Next to proceed.

4.       In the Choose Destination Location window, perform either one of these steps:

4.1.

Accept the default destination folder; or

4.2.

Select a different destination folder by clicking the Browse button to open a Choose Folder window; then, select the folder where you want to install the AccountMate program.

5.       Click Next to proceed to the Setup Type window. Choose from the following installation types:

5.1.

Typical - installs AccountMate program files (application) into the destination folder and the run-time library in your local workstation; recommended for Client installations that run the AccountMate program locally on each computer

5.2.

Compact - installs run-time files in your local workstation; recommended for Workstation installations that run the AccountMate program from a mapped folder to a file server

5.3.

Custom - gives users the option to enter the AccountMate product key and select the components to be installed; recommended for File Server installations

6.       If you chose Custom Setup, the installer will display the Product Key window; otherwise, proceed to step 10.

7.       In the Product Key window, enter the 25-character AccountMate Product Key that was supplied to you upon purchase of the software. If the product key you enter is invalid, the software will not be installed. If you have problems with your Product Key, contact your AccountMate Solution Provider or AccountMate Customer Service.

8.       Click Next to proceed to the Select Components window.

9.       In the Select Components window, choose from among the following components to install:

9.1.

Program Files - includes all AccountMate executable files that allow you to run the main AccountMate program and all its functions and reports

9.2.

Administrator Programs - installs the AccountMate Administrator program needed to activate the AccountMate modules, install license file, create companies in AccountMate, and manage group and user access rights among other functions

9.3.

Source Code Files - includes all source code modules purchased. The installer will list the modules for which you purchased source code; mark the checkbox beside each module listed to install the source code files into the specified destination folder. Access to this option and the selection of modules shown will depend on the AccountMate Product Key you entered.

9.4.

Run-time Files - installs the run-time libraries necessary to run AccountMate functions and reports


NOTE: The Source Code option will be unavailable if you did not enter a valid Product Key or if the Product Key you entered excluded source code.

10.   Click Next to proceed to the Select Program Folder window. Accept the default or define your own program folder name.

11.   Click Next to start the installation. When the installation is complete, click Finish to exit the AccountMate Setup.

12.   To create the system and sample company databases, you must first launch the AccountMate Administrator program either from your desktop or from the AccountMate program folder.

12.1.

Specify the name of the SQL server instance to which AccountMate will connect.

12.2.

When prompted for the supervisor password, enter the default password “go.”

12.3.

In the Select Country Tax for Sample Company window, select from the drop down list the desired country tax for the sample company.

12.4.

Specify the SQL Server data directory where you want to store the AccountMate databases. Accept the default or select a different SQL Data Directory.

12.5.

If the SQL server is installed in another computer, specify in the Mapped as Directory field the drive letter and the shared network folder to which you mapped the physical location on the database server where the AccountMate databases will be stored. If you are physically running AccountMate at the same computer where the SQL server data directory is located, the Mapped as Directory should be the same as the SQL Data Directory.

12.6.

Click the Install button; when you see a message asking you to confirm whether you are ready to proceed with the installation, click Yes to start the creation of the system and sample company databases.

12.7.

When shown a message stating that the installation of the system and sample company databases is complete, click OK.

13.   In the AccountMate Administrator program, perform the following:

13.1.

Verify or enter the AccountMate Product Key and activate the modules you want to use.

13.2.

Install the License File, input the Maintenance Key and, if applicable, the PR Tax Subscription Key.

13.3.

Create the live company database(s).

13.4.

Define password policy.

13.5.

Set up groups and users, and assign access rights.

14.   Launch the AccountMate application and log in with the user name and password that you set up through the AccountMate Administrator program.

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