Ceravolo Consulting

Doral, FL

The most significant, most requested changes and new features in the latest release of AccountMate 8.1 for SQL and Express are listed below. AccountMate Software evolves by adding features and functionality requested by our Authorized AccountMate Solution Providers and our registered users. These enhancements demonstrate AccountMate’s commitment to continue to deliver benefit to registered users remaining on a current Maintenance Plan. Users on older versions of AccountMate Software can work with their AccountMate Solution Providers to determine if an upgrade is appropriate.

New Feature Feature Description Benefit
Improved Audit Trail AccountMate has the capability to track data changes entered in the system. This feature is configurable to give companies the flexibility to select the critical data that must be tracked without compromising on software performance if their database servers have limited disk space. Older audit trail records can be deleted to free up disk space when needed. Authorized users can run a report to find out which users entered new transactions or updated existing ones. The report shows the old and new field values as well as the date and time when the changes were made for a thorough audit trail. Provides the necessary audit trail for a stronger and more secure information system.
Drill Down on Executive Summary Screen to View Details Authorized users can drill down on the Executive Summary screen to view details about the specific information they want to investigate. The details are presented in a grid housed in a separate window. The grid’s contents can be exported to a Microsoft Excel file for further analysis. Users can also drill down on certain grid columns to view the related AccountMate document (i.e. AR invoice, sales order, purchase order, etc.) for the specific transaction. Helps management to quickly spot and effectively investigate potential issues and opportunities so they can act on them in a timely manner.
Ability to Add Custom Fields to Master Records and Transactions Authorized users can add their own fields to selected AccountMate records without dealing directly with the source code. Here’s what the feature entails: - Custom fields can be added to master records (excluding archived records) and selected transaction header tables (excluding history and detail tables). These custom fields can be character, date and integer, logical or numeric in nature. Character type custom fields can be assigned a default value and have a lookup. - Authorized users can create the records that will be used with the custom fields that have a lookup. - The custom fields can be assigned to the AccountMate screens that support this new feature. Custom fields can be read-only or editable in select screen forms. These fields will appear in a user-defined order in the new tabs that are created by authorized users. Makes it easier to customize the software in order to capture additional information that the company may require without having to modify the source code.
Option to Combine Electronic Payments During Bank Reconciliation AccountMate can be configured to combine electronic payments that are processed in the same check run into a single transaction for bank reconciliation purposes. The same EPayment Batch Number and Description will be assigned to all electronic payments that are issued in the same check run.
When this feature is used, one record will be displayed in the Reconcile Bank Account screen for all electronic payments issued in the same check printing process. That record will show the sum of the electronic payments included in the batch. The E-Payment Batch Number and Description will be used to identify the electronic payment batch. When the E-Payment Batch is reconciled, all electronic payments included in that batch are also reconciled.
Makes it easier to match the payment amount that appears in the bank statement against the electronic payment transactions recorded in the software.
Record Count Validation is Optional During Bank Reconciliation AccountMate can be configured to not require users to enter the record count when reconciling bank accounts. When this feature is used, the system will not validate that users have entered a transaction record count during bank reconciliation. Helps users perform and complete their reconciliation more quickly.
Ability to Reprint or Replace Checks Authorized users can reprint checks if problems are encountered when printing them the first time. They can reprint a range of Accounts Payable or Payroll checks using their original check numbers or they can print a replacement check using a different check number with a different check date in case the original is outdated or lost. When a replacement check is printed, both checks are tracked in the system. Provides a convenient way to resend jobs to the printer in case problems are encountered during printing. Makes it easier to issue a replacement check when needed while still maintaining the necessary audit trail.
Regenerate ACH file by Batch Instead of regenerating the ACH file for a single check or a range of check numbers, authorized users can regenerate an ACH file by electronic payment batch. Any checks that are printed will be excluded when the ACH file is regenerated. Helps ensure that all electronic payments that were processed in the same check run are included in the ACH file that is created.
Supports Multi-Step Processing of Work Orders Authorized users can define the order in which components will be used during the production of a parent item. Each component may be assigned to a different step in the process. When processing work orders, the system can be set to put into process only those components that are assigned a particular step number. Subsequent postings to work in process will only allow the use of components that belong to the remaining steps that have not been processed to help ensure that no duplication takes place. Provides better control over the production process while still giving users the flexibility they need to record the specific components used in whatever stage of production they have completed.
Allocated Quantity Updated During Work Order Explosion AccountMate updates each component item’s allocated quantity as soon as the work order is exploded. This feature also affects the calculation of an item’s available quantity which is shown net of the allocated quantity. Makes it easier for users to determine whether they have sufficient component quantities available to meet production demand.
New Subsidiary Module Transfer Report Facilitates GL Review A new report has been added to the General Ledger module that shows all the accounting entries that are posted during period-end closing and transfers of data to GL. This report provides the same information as the subsidiary modules’ GL Transfer Report with the added benefit of showing the accounting entries even after they are posted during period-end closing. The new report can also be filtered by Period Range to show only the accounting entries that were posted to GL when a specific fiscal period was closed. This new report is a very powerful tool that can be used to verify the company’s GL account balances.
Select Report Settings to Use when Printing from Transactions Authorized users can choose the report settings that will be used when printing reports from various Transaction functions and Detail Analysis windows. You can select the Criteria that will be used when printing the selected report from the related Transaction and Detail Analysis windows. These report settings may be used exclusively by the company in which they were set up or they may be shared with all companies. Makes it easier for users to get the information they need to effectively carry out their tasks.
Ability to Filter Report Data Using a List of Values Users have the option to specify a list of nonconsecutive values that will be used to filter the data that will be shown in each report. Simply enter a list of values that will be used to filter the data. As an alternative, authorized users can view a List Range window where they can select the values that will be used to filter the report. Allows users to reduce the report output and focus their analysis on the specific transactions that are of interest to them.
Date Filter Options Added for More Flexible Reports Authorized users can filter reports using these new date options: Yesterday, Prev. Week Day (i.e. previous week day), Last Week and Last Month. The system can also be modified to add more date filters that can be used in all reports. Makes Report Macros and Print Batches more flexible and helps users configure each report according to their specific requirements.
Full Text Search Facilitates Item Lookup Users can do a full text search (i.e. search all character fields included in a catalog) to locate a specific inventory item record. Unlike the traditional lookup that searches for matching values in just one specified field, a full text search simultaneously looks for matching values in multiple fields. This feature is only available in AccountMate 8 for SQL and requires SQL Server’s Full-Text Search Component. Makes it easier for the user to quickly locate the item record he or she needs.
Ability to Filter GL Account Lookup by Segment Makes GL Account ID Searches Easier AccountMate has been enhanced with the ability to search for GL Account IDs using specific GL Segment values. Authorized users who are uncertain about the first characters of a GL Account ID can look up the records using values in other GL Segments that they remember. A GL Segment Filter window has a separate input field for each GL Segment that is set up for the company. Simply enter values in the GL Segment fields that you want to use to locate the GL Account ID record. Enter values in as many GL Segment fields as necessary to narrow down the scope of your search. Makes it faster and easier for users to locate specific GL Account IDs in the system.
Option to Associate Activity Entries with Specific Transactions In AccountMate 7 we introduced the Activity tab feature that can be used to enter notes, comments and other details about contacts or communications with customers in a manner that makes the entries easier to sort and find. In AccountMate 8 we have taken this feature one step further by allowing users to associate each Activity Type with particular transactions. Simply specify whether an Activity Type is to be linked to invoices, sales orders/quotes, RMA orders or not linked to any type of transaction. Activity Types that are associated with a specified transaction type must be assigned a transaction number that the user selects from a list provided by the system. Users can look up the linked Activity entries by the specific SO number, invoice number or RMA number. Minimizes the possibility of missing valuable information about a transaction by allowing users to find activity entries by transaction number.
Option to Print Customer Statements for Accounts over a Specific Age AccountMate has the option to filter the printing of statements to focus on those customers whose invoices are past a certain age category. Helps companies effectively manage collection of their receivables.
Filter AR Aging Report to Show Past Due Invoices Only The AR Aging Report has been enhanced to allow users to include only the AR invoices that are outstanding past their due dates. Facilitates the company’s collection efforts by narrowing the report scope to the invoices that are past due.
Ability to Consolidate AR Aging and AR Status Reports by Parent Company AccountMate allows users to track related customers by assigning one as the parent of other customers. In AccountMate 8, we have enhanced the AR Aging Report and the AR Status Report to allow authorized users to consolidate information for related customers under their designated parent account. Facilitates tracking of the outstanding receivables from related parties.
Credit Hold Option Helps Enforce Customer Credit Limits In this new version, companies have an option to put sales orders on credit hold for customers who have exceeded their credit limit. Sales orders on credit hold are monitored separately from regular sales orders. Credit hold orders increase the inventory items’ booked quantities so that the company knows the actual demand for its products; however, these orders cannot be shipped until they are released from their credit hold status. Helps companies enforce their customer credit limits while still giving them the flexibility to capture customer order information.
Ability to Temporarily Increase Customer Credit Limit This new version provides authorized users the ability to grant temporary credit increases to individual customers. Simply enter the value that must be added to the customer’s regular credit limit in the Temp Credit Incr field in the Customer Maintenance’s Settings tab and enter the expiration date in the Valid Until field below it. All of the customer’s orders with order dates that fall before the expiration date will be validated against the customer’s increased credit line. When the temporary credit increase expires, the customer will automatically be subject to its regular credit limit. Provides flexibility to better handle temporary customer credit line changes.
Customer Credit History is Monitored AccountMate keeps a record of each time that a customer’s credit limit is changed. This is true whether it is a temporary credit increase or a permanent change in the customer’s credit limit. This information is available for authorized users to see. Authorized users also have the option to include the credit history when printing the Customer Credit Limit and Discount Listing. Facilitates customer credit reviews for the purpose of determining whether to increase or lower a customer’s credit line.
Ability to Customize Kit Formula when Amending Sales Orders or Quotes Authorized users can change the kit formula of a customizable kit line item when amending an existing sales order or sales quote. As long as the kit line item has not been shipped or billed, its formula can still be changed on the order or quote. Makes it easier to replace unavailable or insufficient kit components with a suitable substitute.
Separately Track Sales Quote Date and Order Date AccountMate retains the quote date that is assigned to sales quotes that are approved in the system. This quote date is stored separately from the order date that is assigned during the approval process. Gives users a more complete history of the transaction’s progress from sales quote to confirmed order.
Option to Display NotePad Entries when Recording Customer Transactions AccountMate can be configured to display the NotePad tab automatically when entering or amending customer transactions. This feature is set up per customer. When activated, the system will automatically display the NotePad tab after the user has entered the Customer Number provided that there are NotePad entries for that particular customer record. Helps ensure that users get the chance to read notes/comments/special handling instructions for the customer before proceeding with the transactions they are working on.
Ability to View Sub-Assembly Information in Bill of Materials Detail Analysis Authorized users can see the sub-assembly components along with the parent item’s components when viewing the Bill of Materials Detail Analysis window. Gives authorized users a complete list of components that will be required to manufacture a parent item that has sub-assemblies with the added convenience of being able to export the list.
Show Customer’s Total Sales Quote Amount AccountMate shows the total value of each customer’s outstanding sales quotes in the new Sales Quote field. This field comes with its own Detail Analysis window that lists the pertinent details of each outstanding sales quote. This new field is available in Customer Maintenance and in other Transaction functions that display customer sales and balance information. Makes it easier for users to find the information they need about open customer sales quotes.
Show Last Sales and Payment Information in Customer Maintenance AccountMate tracks the pertinent details of the most recent sales invoice (i.e. sales date, invoice number and amount) and payment (i.e. receipt date, receipt number and amount) recorded for each customer. Provides up-to-date information about each customer’s sales and payment activity.
Show Last Payment Information in Vendor Maintenance AccountMate tracks the pertinent details (i.e. payment date, type, transaction number, bank account and amount) of the most recent payment made to each vendor. This expanded tracking mechanism allows the system to monitor all forms of payments (i.e. ACH, computer check, handwritten check, non-check payments and credit card payments) issued to the vendor and display the latest payment information in the Vendor Maintenance screen. Provides up-to-date information about the company’s payments to its vendors.
Inventory Images are More Easily Accessible Inventory images are stored in the database. Simply add the image to the Inventory Maintenance record and AccountMate will copy the image file into the company database. AccountMate keeps the image as long as the inventory record is in the system or until an authorized user updates or deletes the image from the item record. Makes the inventory images easier to access when running the Inventory Maintenance function from any workstation inside the building or even from remote locations. Also this makes the setup process easier.
Warn User if Void or Cancel Date Differs from Original Transaction Date AccountMate has added transaction controls that warns users when the void or cancel date is different from the original transaction date. This warning is especially helpful if the default void date or default cancel date is in a different month than the original transaction date since the accounting entries may affect different fiscal periods. Users still have the option to proceed with the void or cancel date that they specified if it is their intent that the reversing entries be posted to a different fiscal period than the original transaction entries. Helps catch data entry mistakes that could complicate the reconciliation of GL account balances.
Run the Batch Transfer Data to GL on a Recurring Schedule This new product release allows users to schedule batch transfers that run daily, weekly or monthly. Users can specify the time of day when the transfer is to start as well as the date range when the schedule is to be in effect. If the schedule is weekly, users can choose the day of the week to run the transfer. If set to run monthly, users can assign a day of the month to perform the scheduled transfer. This feature uses the SQL Server Agent to create the batch transfer job and run it on schedule. As such, this feature is only available in AccountMate 8 for SQL that is run against a full SQL Server. Automates the update of GL account balances with minimal user intervention.
New Company Access Lock Feature A company can be locked to prevent users from accessing it or logging into it. Once locked, only the Supervisor or the user who initiated the lock can lift it. Any users who were in the company at the time it was locked will have limited access so that they can continue to run only the functions that they have open. This allows them to complete whatever processes they have started while preventing them from initiating new ones. Facilitates period-end closing, the addition or editing of custom fields, installation of product updates or any other processes that require exclusive access to the company database.
New 1099 Information Update Function Streamlines 1099 Reporting AccountMate comes with a 1099 Information Update function that allows authorized users to manually override the 1099 information captured in the AP module if they have to make corrections before printing the 1099 Form. Use this function to update the 1099 information for the current or prior 1099 year. Authorized users can set the current 1099 year in the AP Module Setup’s 1099 Setup tab. Provides a convenient way to correct 1099 information in preparation for printing the necessary tax forms.
Ability to Set Up Working Hours and Days AccountMate allows authorized users to set the number of work hours for each day of the week. This information will be used to calculate the number of working hours that fall within a specified payroll pay period. Gives the software the utmost flexibility to adapt to each company’s payroll requirements.
Streamline Setup by Assigning Paid Leave Codes Directly to Employee Records Authorized users can assign paid leave codes directly to the Employee Maintenance record without first assigning them to Earning Code records. This feature is only available if the paid leave code is accrued either at the beginning of the year or every pay period. Simplifies the setup process when creating new paid leave records.
Option to Show Cost in the Paid Leave Transaction Report Authorized users can set the Paid Leave Transaction Report to show the corresponding transaction cost. This cost is determined based on the employee’s pay rate at the time the transaction was recorded. Use this feature to verify the amounts assigned to the accounting entries that will be posted to GL for paid leave transactions. Facilitates GL account reconciliation.
Show Accrual Balance at Current Pay Rate in the Employee Paid Leave Listing A new option to show the cost of paid leave balances using the employees’ current pay rates has been added to the Employee Paid Leave Listing. When this option is used, the report will display the paid leave balances in terms of both hours and current cost. Helps users determine the expected paid leave accrual account balance and will be the basis for any adjustments that may have to be posted.
Ability to Adjust Paid Leave Accrual Amount The Convert/Adjust Unused Paid Leave function has been enhanced to allow authorized users to adjust the accrual amount without changing the accrued hours balance. It also allows users to override the default rate/hour when adjusting the hours. Users are also given the choice to post accounting entries when adjusting or converting unused paid leave. With this option, users no longer have to post manually the adjusting journal entries in GL. Makes it easier to update the paid leave accrual balance when an employee’s pay rate increases during the year. Helps ensure that paid leave GL accounting entries are supported by paid leave transactions in the Payroll module.
Ability to Assign Consolidation Exchange Rates for Multi-Currency Parent and Subsidiary Companies AccountMate allows authorized users to enter the exchange rates that will be used to consolidate a foreign subsidiary’s account balances to its parent company. A consolidation exchange rate will be required for each fiscal period that will be consolidated. Facilitates consolidation when the parent and subsidiary companies do not have the same currency.
Logos are More Easily Accessible The company’s logo and that of the AccountMate Solution Provider are now stored in the database. Simply add the image to the company record during Company Setup and add the AccountMate Solution Provider’s logo using the AccountMate 8 Reseller Information Update Program and the image file will be copied into the system database. AccountMate keeps the image until an authorized user updates or deletes the image from the system. Makes the logo easier to access from any workstation inside the building or even from remote locations so that they can be used in reports. Simplifies the setup process.
Separate Access Rights for Each Type of Miscellaneous Code for Stronger Data Security Each type of Miscellaneous Code is listed separately in the Add/Edit User screen. Mark the checkbox only for the specific type of Miscellaneous Code that the user is allowed to access. Helps ensure that access to sensitive information is restricted to selected users only.
Automatic Rollover for 2-Digit Year Setting Simplifies System Setup Companies that use the 2-digit year during data entry will no longer have to update the 2-digit year rollover setting. This new AccountMate version is designed to automatically add 50 years to the current system date’s year to determine the rollover year. For example, the rollover year in 2010 will be 60. All 2-digit year values less than the rollover year will be interpreted as belonging to the 2000’s (i.e. 59 will be 2059) while those equal to or greater than the rollover year will be interpreted as belonging to the 1900’s (i.e. 60 will be 1960). Eliminates the need to update the 2-digit year setting every few years.
Option to Print Item Remarks on Pick Lists and Packing Slips AccountMate comes with separate options to print line item remarks on SO pick lists, RMA/RTV pick lists, SO packing slips and AR packing slips. For example, line item remarks that are intended only for the customer may be set up to print on the sales order document but not on the SO pick list. Provides more flexibility to direct the reminders, comments or instructions that are entered as line item remarks to a specific audience.
Option to Exclude On-Hold Orders from Open Sales Order Report Authorized users have the option to exclude onhold orders when they generate the Open Sales Order Report. Allows users to focus on the sales orders that are ready for shipment.
Ability to Sort and Filter PO Reports by Buyer Selected reports in the Purchase Order module can be sorted by Buyer. Authorized users can also filter these reports for a range of Buyers. The following reports have been enhanced: 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. Blanket Purchase Order Summary Report 7. Blanket Purchase Order Line Item Report Facilitates the review and analysis of purchase order and blanket purchase order transactions.
Supports the Latest Microsoft Technologies and Crystal Report This version supports Microsoft Windows 7, Office 2010, SQL Server 2008 R2 Standard, Enterprise and Express Editions, and Crystal Report 2008. Makes it easier to upgrade the company’s hardware when needed.

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