AccountMate 8.2 for Express Release Notes

August 19, 2011

Installation File Contents

The AccountMate 8.2 for Express CD contains the following components:

• AccountMate 8.2 for Express Program Files

• Microsoft SQL Server 2005 (Service Pack 4) Express Edition installer (under the “Express_Installer” folder)

• Microsoft Visual FoxPro 9.0 (Service Pack 2) Runtime Files

• Crystal Reports 2008 (Service Pack 2) Runtime Files

Bug Fixes

Refer to the AccountMate 8.2 for SQL/Express Maintenance Release Summary under the Maintenance and Technical Support section of the AccountMate Business Partner Home Page.

• Sorted by Control Number

• Sorted by Module

Important Changes

Enhance the Export and E-mail of Reports

We have enhanced the way that users export and e-mail reports. The changes are as follows:

Configurable Report Export Filename

Authorized users can define the convention that will be used to name the file that is created each time a user exports a particular report. Use the Report Export/Email Setup function to define the naming convention that will be used when exporting a specific report or apply the same naming convention to all reports. Merge codes are supplied to allow the automatic inclusion of the company name, report title, report sorting option and/or key value (e.g. invoice #, customer #, etc) in the export filename. This allows users to set up and stick to formal document naming standards that will help in the quick identification and easier tracking of exported files.

Configurable Report E-mail Subject Line

Authorized users can define the default subject line that will be used each time a user emails a particular report. Use the Report Export/Email Setup function to define the default subject line to be used when e-mailing a specific report or use the same default subject line when e-mailing any report. Merge codes are supplied to allow the automatic inclusion of the company name, report title, report sorting option and/or key value (e.g. invoice #, customer #, etc) in the default subject line. This allows users to stick to formal and consistent e-mail subject line conventions that will help keep all company communications professional. The ability to use merge codes also facilitates searches for specific e-mail communications using information that are known to be part of the subject line.

Broader Implementation of the Barcode Feature

The barcode feature has been enhanced as follows:

Support Barcodes in Various Purchasing Functions

The barcode feature is now available in the following Purchase Order (PO) functions:

1. Create Purchase Order by Vendor

2. Create Purchase Order by Item

3. Create Purchase Order by Sales Order

4. Create Purchase by Reorder Quantity

5. Create Blanket PO

6. Receive Goods

This makes it possible for companies who print barcode labels to use these same labels to streamline purchase order and receiving transactions. Scanning barcode labels not only reduce the time it takes to enter an order, it also helps prevent mistakes such as those committed when users enter the wrong part number.

Scanning Barcode Multiple Times Increases Same Line Item’s Qty

Users can now have the system update the same line item’s transaction quantity when the same barcode is scanned multiple times. Activate this feature by marking the Update Same Line item for Barcode Scanning checkbox in IC Module Setup. With this feature, a user can set the order, shipped or received quantity by scanning the same barcode label the same number of times as the desired transaction quantity.

Allow Shipment and Receipt of Items using Multiple Bins

Invoicing a regular item which units will be taken from multiple bins used to require the user to enter the same item # as many times as there are source bins. This is because older versions only allowed one bin per line. This behavior also applied when receiving regular items. Processing of kit, serialized and lot-controlled items was not subject to this limitation.

To streamline data entry, AccountMate 8.2 has been enhanced to support multiple bins in one line when processing regular items. To select the bins that will be used, double-click the Ship Qty field or the Rec Qty field (whichever applies). This displays the Enter Qty for Item # window where users can input the quantity that will be shipped or received for each bin assigned to the item. When a line item is shipped or received using multiple bins, the system will show *Multiple* in the Bin field. Reports that show bin information are also enhanced to reflect the new design.

Show On-hand Qty in Item # Search

The Item # Search window now displays the item’s on-hand quantity. This feature only applies when the Item # Search is accessed from a Transaction function. By making this information readily available during item search, users can more quickly ascertain whether enough units are available to meet an order. It also helps them search for and determine the availability of suitable alternatives if the original item does not have enough units on hand.

See Item’s On-hand Qty in all Warehouses or in Transaction Warehouse

Companies may carry the same item in multiple warehouses. Depending on the company’s policy, users may only want to see during item search the item’s on-hand quantity in the warehouse assigned to a specific line item or they may want to see the on-hand quantity in all warehouses. To meet both needs, AccountMate 8.2 lets authorized users choose which setting to implement for each company. Choose the setting that applies to you by marking the corresponding option in the Item # Search in Transaction Functions section in IC Module Setup.

New Inventory Value Variance Report Facilitates Inventory Reconciliation

A company can have a different amount decimal setting than the one used as its unit cost decimal setting. This gives rise to potential rounding variances between the inventory accounting entries’ transaction amounts that are posted to the General Ledger (GL) module and the inventory transaction costs that are recorded in the Inventory Control (IC) module. To facilitate reconciliation of the information in these two modules, AccountMate 8.2 introduces the new Inventory Value Variance Report. This report lists the items that have transactions which result in rounding variances. It identifies the source transaction, date, IC transaction amount expressed according to the unit cost decimal setting, GL transaction amount expressed according to the amount decimal setting, and the resulting rounding variance. Use this report as a basis for posting any adjustments that may be necessary to reconcile the two modules’ rounding variance.

Extend the Ability to Store Credit Card Information in Customer File

We have enhanced the following functions with the option to add the credit card used in the transaction to the customer file so that it will be available for future use:

1. Import Sales Order

2. Import Invoice

3. RMA Transaction

4. Contact File

This facilitates updates to the customer file for any new credit cards that the customer wants to use in future transactions.

Combine Bank Reconciliation Transactions in One Tab

AccountMate has been redesigned so that users can see all bank reconciliation transactions in a single tab. Checks, deposits and bank transfers are all combined in one tab to streamline the reconciliation process. Checks, disbursements and outgoing bank transfers are shown with negative amounts while deposits, receipts and incoming bank transfers are shown with positive amounts. Count and amount totals are tracked separately for deposits/receipts and checks/disbursements to facilitate reconciliation of bank and book totals.

Payroll Enhancements

We have implemented the following enhancements in the Payroll (PR) module:

Recognize Tax and Deduction Liability when PR Check is Recorded

The timing when AccountMate records liabilities for payroll deductions and taxes has been changed in version 8.2. In previous versions, deduction and tax liabilities were recorded when payroll is applied. This created the potential for a timing difference between the GL entries which follow the Apply Payroll/Payment posting date and the Payroll tax reports/returns which follow the PR check date. To resolve this timing difference, AccountMate 8.2 suspends the recognition of deduction and tax liabilities until the PR check is recorded. Deduction and tax expenses are still accrued when payroll is applied, so users are required to assign an accrued employer’s tax account and an accrued other expense account after moving to the new version. These changes help ensure consistency in the GL and PR modules’ recognition of tax and deduction liabilities.

Support Different Employer and Employee FICA Rates

Authorized users can define a different FICA rate for the employer than the one that applies to employees using the Federal Tax Table Maintenance function. This enhancement is designed to facilitate compliance with changing federal tax laws.

Record Tax Due on Unreported Employee Tips

We have enhanced the Payroll Tax Deposit – Federal 941 function by adding fields where authorized users can enter the employer FICA and Medicare taxes due on unreported employee tips. Enter in the new fields the taxes that are due on unreported tips as specified in the Section 3121(q) Notice and Demand. This enhancement is designed to facilitate compliance with the requirements for filing Form 941–Employer’s Quarterly Federal Tax Return.

Fund Accounting Feature Enhancements

The following enhancements are introduced to streamline recording of accounts payables and their payments by non-profit organizations:

Use Multiple A/P Accounts in One Invoice

Fund accounting companies can choose to have the system use several Accounts Payable (A/P) GL Account IDs in the same invoice. If this feature is activated, authorized users can assign a unique A/P account to each fund. When an invoice is recorded, the system will use the A/P account assigned to the fund associated with each GL distribution account that is used in the invoice. Since each invoice can still have GL distribution accounts coming from multiple funds, it will be possible to have one invoice posting to multiple A/P accounts.

By allowing each GL distribution account to be assigned a matching A/P account for the corresponding fund, there will be fewer inter-fund entries to reconcile at the end of each fiscal period. Payments, adjustments and finance charges are also tracked against each fund’s A/P account making it easier to determine the A/P account balance by fund at any given time.

This feature is currently available only to non-profit companies that are set up to use the US sales tax system.

Post One A/P Payment to Multiple Cash Accounts

Many non-profit organizations maintain a single bank account that they use to pay for purchases and expenses that are charged against various funds. This creates the need to accurately track each fund’s cash account balance without resorting to a separate payment for each fund’s share in an AP invoice.

AccountMate 8.2 can be configured to allow a single payment to be posted to several cash GL Account IDs. Under this setting, authorized users can assign a unique cash account to each fund. When a payment is recorded, it can be posted to several different cash accounts depending on the funds that were charged for the AP invoice. This makes it easier to determine each fund’s share in the cash account balance at any point in time.

This feature is currently available only to non-profit companies that are set up to use the US sales tax system and the multiple A/P feature.

Show Code Descriptions in Subtotal Reports

AccountMate reports have been enhanced to include in the subtotal line the description for the codes by which the data are grouped. For example, the Sales Order Line Item Report that is subtotaled by item and warehouse will now show descriptions for both the item and its warehouse. These descriptions are shown next to the related codes and are enclosed in parenthesis. This enhancement makes it easier for the user to determine what the subtotal amounts or quantities represent as both the description and code are available. This change applies to reports that are run using the Subtotal Type setting.

Apply to GL Reports the Ability to Filter Report Data Using a List of Values

In previous versions, we introduced the ability to filter report data using a list of non-consecutive values. In AccountMate 8.2, we expanded the implementation of this feature to include the following GL reports:

1. Balance Sheet

2. Income Statement

3. Fund Statement

4. Revenue & Expense Report

5. Cash Receipts and Disbursements

6. Transfer Data

7. Subsidiary Module Transfer Report

8. Selective Accounts Classification

9. Statement of Activities

Applying this feature to GL allows users to reduce the report output and focus their account analysis on the specific transactions that they are trying to verify or reconcile.

Sort and Filter Selected PO Reports by GL Account Segment

The following PO reports can now be sorted and filtered using any of the GL segments that make up the company’s GL Account ID:

1. Purchase Order Line Item Report

2. Purchase Order Backorder Report

3. Received Goods Report

4. Cancelled Received Goods Report

5. PO Line Items for AP Matching Report

This enhancement helps users monitor and evaluate purchases made for and/or charged to specific cost and profit centers as long as these cost and profit centers are represented by GL segments.

Show PO # in AP Check Distribution Report

Authorized users have the option to include the PO # in the Check Distribution Report by marking the Show PO # checkbox in the report interface. Under this setting, the report will show the PO # before the Invoice Date field. Authorized users can drill down on the PO # field to view the purchase order document to obtain more information about the order. This enhancement helps users match and trace payments back to their purchase orders.

More Export Options from Report Preview

We support two additional export destinations for exporting AccountMate reports from inside the preview window. The two destinations are:

1. Application – choose this option to open the file after export using the associated application.

2. MAPI – choose this option to attach the exported file to an e-mail.

This enhancement provides users more export and e-mail options during report preview so they can choose the option that will best suit their needs.

Optimize the Report Performance

AccountMate has been redesigned so that users can run reports faster. This design change helps users save time while still giving them the information they need to carry out their tasks.

Hardware/Software Requirements

Additional Software Requirements for Modification (Optional)

• Visual FoxPro 9.0 (SP2)

• Crystal Reports 2008 (SP2)

• Microsoft SQL Server 2008 or 2005 Utilities

Installation Guide

Pre-installation Checklist

Use the following checklist as a guide when installing a live copy of AccountMate 8 for Express:

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 8; otherwise, the Microsoft and Crystal Reports run-time libraries 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 8 for Express 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 the 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 the 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 choose 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 Program - 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 enter 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		In the Select Common Files Folder window, enter the location where you want to install the AccountMate common files folder. This folder will store the System Tables, Patches, Modifications, SptgUpdate and Custom Reports files along with all other common files that AccountMate 8 for Express uses. You can enter either a UNC path (e.g. \\ComputerName\SharedFolder\FileName) or a mapped network drive (e.g. X:\Filename). If you enter a mapped network drive, be sure to map all workstations using the same drive letter (e.g. X). Since all AccountMate workstations will use the same common files folder, they must all have read-write access to the said folder.
    		NOTE: If the folder you specify does not yet exist, you will be asked if you want the installer to create the folder. Click “Yes” to proceed.
    12.3.		When prompted for the supervisor password, enter the default password “go”; then, click OK.
    12.4.		In the Select Country Tax for Sample Company window select from the combo box the desired country tax for the sample company.
    12.5.		Specify the SQL Server data directory where you want to store the AccountMate databases. Accept the default or select a different SQL Data Directory.
    12.6.		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.
    12.7.		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.
    12.8.		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.		Set the 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 using the AccountMate Administrator program.

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