Ceravolo Consulting

Doral, FL

AccountMate for SQL and Express
Module Summary

AccountMate for Express is designed for businesses that desire the stability and speed of SQL Server without incurring the expense of SQL Server licenses and will have up to five simultaneous users. AccountMate for SQL is designed to accommodate hundreds of concurrent users. There is no built-in limit to the size of your company databases; thereby eliminating the need to archive excessive records. Both AccountMate versions offer an identical user-interface, the same ease of use, number of modules and are source code modifiable. This flexibility can allow AccountMate products to be customized to fit your business processes and adjust as your business grows.

A company can grow from AccountMate for Express to AccountMate for SQL and still maintain their investment in staff training and software customization. Our seamless data migration makes this a quick and easy upgrade.


Both AccountMate for SQL and AccountMate for Express Include these features:

  • Powerful desktop tools with user-definable shortcuts and instant access to your favorite Microsoft applications
  • User-definable secure password policy and fraud protection features recommended for Sarbanes-Oxley compliance
  • Up-to-the-minute bank balances and instant view of unreconciled transactions help manage your cash flow
  • Drill-down analysis permits instantaneous viewing of account details
  • Ability to attach supporting documents to transactions and account records
  • Multiple warehouses with unlimited bin locations facilitate any complex warehouse setup
  • Multi-currency features enable transactions in any currency
  • Multi-lingual capabilities support global operations
  • Over 20 modules to fulfill your accounting, payroll, inventory, manufacturing, CRM and other business requirements

Accounts Payable

With AccountMate’s Accounts Payable module, you can avoid duplicate invoices and late payments, require that invoices entered into the system be supported by purchase orders and automatically take advantage of early-payment discounts. AccountMate simplifies the payment process by supporting credit card payments and check issuance directly after Accounts Payable invoice recording. It can manage payments to all types of 1099 vendors and prints 1099-MISC forms. And when integrated with AccountMate’s Purchase Order module, you have a complete vendor and purchasing system that will enhance your ability to manage your vendor base and your cashflow.

Accounts Receivable

With AccountMate’s Accounts Receivable module, you have the power of a complete invoicing, receivable, customer and inventory management system, so you can always provide customers with prompt service. The Sales Order, Pricing Control, Customer Inventory Manager and Inventory Specification modules can be integrated with Accounts Receivable to create a complete order entry, billing and receivables system, providing better customer and inventory management.

Bank Reconcilliation

Keeping an accurate tab on your cash flow is an important part of your business and AccountMate’s Bank Reconciliation module makes it a breeze. With the Bank Reconciliation module you can record miscellaneous disbursements, receipts and bank transfers not recorded through other AccountMate modules, indicate which transactions have cleared your banks and then reconcile their book entries to the bank statements. You can also set up bank accounts and define the currency in which transactions will be shown for each bank account. You can view your current bank account balance and the last reconciled bank statement balance, keeping you informed on the real-time cash position of your company.

Business Alerts

Licensed Users can use the many pre-defined alerts to send emails to specific individuals or groups that need to be aware of a situation that has just occurred or a reminder to take some action. These email alerts can be administered to send an alert to one specific person or to a specified group of people. No longer do people have to read reports and manually send off an email. Proper alerts can be scheduled by an Administrator who names the appropriate addressee and then when a condition is met, emails get fired off automatically.

Alert Manager is actually more than just an alert generator! An alert can send an email notification but also can initiate an action to take place. An example would be if inventory of a specific item is falling below a prescribed level it can alert the appropriate person and also generate a recurring PO to reorder a supply.

There are currently 32 pre-defined alerts that come standard in the Alert Manager for AccountMate product. These are powerful and valuable tools for an organization.

Consolidated Ledger

AccountMate’s Consolidated Ledger module provides the ability to quickly combine several companies’ account balances and budget information into a single unified ledger to present consolidated financial statements and other reports. It also supports consolidation for companies with different reporting currencies, making it ideal for multi-national organizations with foreign operations. Creating a consolidated ledger is simple; merely indicate which company is the parent that will generate consolidated reports and which companies are the subsidiaries. The subsidiary companys’ General Ledger accounts are mapped to those of its parent company so that financial data can be seamlessly transferred.

Customer Inventory Manager

With AccountMate’s Customer Inventory Manager module you can integrate your business more closely with your customer’s business, resulting in higher levels of customer satisfaction. Many customers will only use their own inventory part numbers, descriptions and units-of-measurement when placing orders and when receiving and being billed for products and services. With AccountMate’s Customer Inventory Manager module, you can easily crossreference item numbers, descriptions and units-of-measurement with those of your customers. It also allows you to set customer contract prices. This module integrates seamlessly with AccountMate’s Accounts Receivable and Sales Order modules.

Customer Relationship Manager - CRM

INFOtrac for AccountMate is fully integrated into existing data and eliminates errors caused by keeping contact data in separate databases. It manages and reports on every recorded interaction with a prospect, client, supplier, contact or branch office. It can schedule the next appropriate interaction, enabling exceptional account management and customer service. At a glance, you can view all past interactions with each contact providing the ability to track activities, issues and interactions with all your clients. It can even manage your meetings, phone calls and e-mails. Contact information is easily searchable and manageable so you can access required records quickly in order to generate reports and perform mail merges. INFOtrac for AccountMate works with programs like Microsoft Office so data can be merged and utilized in other programs to create custom mailings, mass e-mails, reports and other business documents. It can also be used for sales force and business process automation.

General Ledger

AccountMate’s General Ledger module gives you maximum control over the management of all your accounting transactions. Whether setting up and maintaining a chart of accounts, generating financial statements and reports or creating journal entries and budgets, AccountMate General Ledger keeps you in control of your financial data.

General Ledger also comes standard with fund accounting capabilities (for non-profit organizations). Enabling General Ledger’s fund accounting features addresses not only the specific reporting needs of the not-for-profit organization, but also provides the tools necessary to provide a detailed accounting of funds.

Inventory Control

With AccountMate’s Inventory Control module you have the power of a complete inventory management system.

This module provides the ability to define each inventory item’s cost method, unitof- measure, warehouse and bin location. It records safety stock, lead time, reorder level and quantity on hand. Inventory counts can be performed at any time and as often as needed without interrupting shipping and receiving processes.

You can assign serial numbers to inventory items, define multiple substitutes and record transfers of units from one warehouse to another. Stock can be issued specifically for internal use. Reports will show all vendors that supply a particular item or all items sourced from a particular vendor.

Inventory Control integrates with and enhances the functionalities of the Accounts Receivable, Sales Order, Purchase Order and Manufacturing modules. Inventory Control can also integrate with the Pricing Control, Upsell Management, Inventory Specification, Kitting, Lot Control and Customer Inventory Manager modules.

Inventory Specification

If you need easy, quick and accurate management of complex inventory including style/color/size requirements, AccountMate’s Inventory Specification module is an excellent solution.This module allows you to create categories for inventory items, such as size, color, weight and texture; then, track and price them by the assigned categories. This provides you with the ability to quickly suggest a similar item when the desired specification is not available, thereby keeping sales strong. The Inventory Specification module integrates with the Inventory Control, Sales Order, Accounts Receivable, Purchase Order and Upsell Management modules.


With AccountMate’s Kitting module, you can add kitting capability to your Inventory Control module; creating and managing inventory items packaged and sold together as a single unit.

The Kitting module is designed for use by manufacturers and distributors whose goods are often resold in many different configurations. Users can define whether assembled units of a kit item must be kept in stock or whether they can be packaged on the fly as orders are received. Kit items may be sold using a pre-defined formula or they may be customized per order. This module enables you to track items as they are sold either individually or as components of a kit, allowing you to make sound and up-to the minute inventory management decisions. Kitting integrates with AccountMate’s Accounts Receivable and Sales Order modules.

Lot Control

With AccountMate’s Lot Control module, you can add the power of a complete lot control system to your Inventory Control. You have the ability to track units of lot-controlled items from purchase or production through inventory and sale, as well as recording each lot-controlled unit’s expiration date. The Lot Control module integrates with AccountMate’s Accounts Receivable, Sales Order and Purchase Order modules.


With AccountMate’s Manufacturing module, you can easily and efficiently create work orders and explode jobs into virtually unlimited levels of raw material, labor, machine and subassembly components. With the Manufacturing module, you can record production lead time and monitor inventory levels of goods that you manufacture, break down large jobs into multiple starting dates, post work-in-process automatically or manually as well as print work orders, routing slips, production slips and a wide variety of reports. Track jobs, resource usage and backorders through the posting of finished jobs and the cancellation of any unused allocated resources.


With AccountMate’s Payroll module, you can set up records for salaried, hourly and time card/piece work employees, as well as for independent contractors. Pay them over a variety of pay periods according to their pay or employment status. Within this flexible system, deductions can be withheld and/or matched by employers. Additional payments, such as bonuses and fringe benefits, can be recorded for any employee and paid on the same or on separate checks. The system accrues paid leave hours, calculates worker’s compensation liability, allows users to customize check printing and supports assignment of multiple state and local tax codes to employees. It also automatically calculates payroll taxes and prints payroll tax returns, W-2 forms and 1099 forms. Using the Payroll module, employee and federal tax deposit payments can be made electronically.

Pricing Control

If you need the ability to set up a complex pricing structure easily and quickly, AccountMate’s Pricing Control module provides this capability. This module’s features include price maintenance in one menu location, unlimited simultaneous pricing defined by order quantity and price code for each item specification and unit-of-measurement, the ability to set up minimum prices, multi-currency pricing, and pricing based on the last sales order or invoice price for a defined period. This module is also ideal for making quick and easy changes to inventory prices minimizing time spent on data entry. The Pricing Control module integrates with AccountMate’s Sales Order, Accounts Receivable and Inventory Control modules.

Purchase Order

With AccountMate’s Purchase Order module, you have better control over a full range of purchasing activities. You can record vendor lead times and plan purchases based on lead time, safety stock, reorder point and reorder quantity information. Select the option to automatically accrue liability on purchases at the time goods are received instead of waiting to post the liability through Accounts Payable. You are able to accrue liability for received goods by the item’s received quantity or by each PO receipt’s amount accrue and allocate landed cost. For each purchasing decision, you have an abundance of information about each inventory item at your fingertips, enabling you to select the right item, every time.

It also allows you to define which items are for resale and which items are solely for in-house use. And when your Purchase Order system is integrated with AccountMate’s Accounts Payable module, you can require that accounts payable invoices be supported by purchase orders before being recorded in the system.

Return Merchandise Authorization - RMA

AccountMate’s Return Merchandise Authorization (RMA) module tracks transactions related to sales returns from customers. With the RMA module, you can create RMA Orders, as well as record important transactions such as receipts of sales returns and shipments of repaired, replacement or substitute items. Depending on the nature of the transaction, AccountMate automatically updates the inventory on-hand, booked or defective quantity, and customer balances. Likewise, it automatically calculates the resulting gain or loss from inventory replacements or substitution. It can also generate Sales Returns Invoices. With unlimited Return Codes, you have the flexibility to define all the return processes your organization allows.

The RMA module also enhances your ability to maintain a comprehensive list of customer and inventory records that is shared by AccountMate’s Sales Order, Accounts Receivable and Inventory Control modules. In addition, AccountMate provides other specific functions such as Inventory Warranty and Defective Inventory Adjustment Maintenance, making it easy for you to thoroughly and accurately manage returned orders.

Return to Vendor Authorization - RTV

AccountMate’s Return to Vendor Authorization (RTV) module offers you a comprehensive system with which to manage vendor returns. With this system, you can create RTV Orders, as well as record important transactions such as return shipments of purchased items and the receipt of substitute or replacement items. While performing these functions, the Accounts Payable balances are updated, the on-hand inventory quantity is automatically updated and a Serial number or Lot number may be assigned to the items received as substitute or replacement items. AccountMate also computes the gain or loss resulting from replacements or substitute items. And you are provided with multiple Return Actions from which you can create unlimited Return Codes to cover all possible vendor return scenarios.

Sales Orders

In an increasingly competitive marketplace, customers demand rapid response when placing orders. Your ability to process these requests in a timely and effective manner is essential to earning and keeping your customers’ business. With AccountMate’s Sales Order module, you have access to a complete order entry, customer and inventory management system at your fingertips so that you can always provide your customers with prompt service on demand. And when integrated with AccountMate’s Accounts Receivable module, you receive a complete billingand- receivable system that will further enhance your ability to manage your customer base and inventory.

System Manager

AccountMate’s System Manager module is the control center for the entire AccountMate system. The System Manager module controls the system environment and setup, desktop shortcuts to AccountMate functions and external applications, on-line help, multi-level password security, printer setup, module and company selection, system date and all pop-up menus. It also initializes the system, provides easy access to Microsoft Office tools and has multilingual capability. AccountMate System Manager delivers enhanced efficiency, productivity and security to any business.

Upsell Management

AccountMate’s Upsell Management module brings greater flexibility to customer order processing. You can maintain a list of accessory or upsell items that are available for sale with other inventory items, view and select these upsell items when processing customer orders and separately track upsell item sales for commission purposes. You can even create a script or provide special instructions that your sales team can use as a guide in selling the upsell items. The Upsell Management module integrates with AccountMate’s Sales Order, Accounts Receivable, Inventory Control and Inventory Specification modules.

If you need more information or if you have any questions, please contact us.

Ceravolo Consulting serves Miami and South Florida areas for AccountMate support and everywhere for development.

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