Ceravolo Consulting

Doral, FL

AccountMate 7.2 remains a real-time, customizable business management and accounting solution designed to address the needs of small to medium-sized businesses. It utilizes Microsoft's SQL server to assure scalability, up-time performance and better data security. Two versions of AccountMate 7.2 are available:

1. Express version for businesses with up to five concurrent users and a database size limit of 4 GB

2. SQL version for companies with up to hundreds of users and larger databases. It requires the purchase of a full Microsoft SQL Server license
Both versions have the same user interface, ease of use and configuration of modules and both are source code modifiable.

Both source code and compiled versions of AccountMate 7.2 for SQL and Express are available. The source code version is available at an additional charge.
AccountMate has met all certification requirements for the Microsoft Platform program. This is a result of a Microsoft-approved third-party laboratory certifying AccountMate 7.2 for SQL and Express for Windows 2003 Server and SQL Server 2005.
Version 7.2 continues to incorporate a user-friendly interface and retains the same consistent process flow that customers have come to expect from AccountMate. It is developed using the latest development tools – Visual FoxPro 9 and Crystal Reports 11, and supports all editions of Microsoft SQL Server 2005 (including the Express Edition). It also provides an upgrade path from previous AccountMate versions and product lines, thereby allowing an easy transition into the new version without incurring exorbitant costs in data conversion and user re-training.

Enhancements in Version 7.2

There were four areas of the program that were targeted for enhancements and changes from AccountMate 7.1 to AccountMate 7.2:
□ Tighter integration between AccountMate 7.2 and INFOtrac for AccountMate especially for quotation handling

□ Enhancements and changes to the UPGRADED Payroll Module that rolled out in the initial release of AccountMate 7.1

□ Bug Fixes brought forward from AccountMate 6.5 (MS/MD 608a)

□ Bug Fixes brought forward from AccountMate 6.5i (international)

The latest enhancements made from AccountMate 7.1 to AccountMate 7.2 are:
Tighter integration between AccountMate 7.2 and INFOtrac for AccountMate (CRM)
In INFOtrac for AccountMate, there is the opportunity to work up a sales quote. With enhanced quotation handling, now those same quotations can be converted to Sales in the AccountMate product by an authorized AccountMate user.
This eliminates any duplication of data entry and greatly minimizes errors as quotes are processed into sales orders in AccountMate.

New "Shipment On-Time Analysis Report" in the Sales Order Module
A new report has been added to the Sales Order module which can be accessed from the Sales Order Reports group in the Reports menu. The Shipment On-Time Analysis Report analyzes the shipment data by providing the Ship Date Variance which is the time elapsed (in days) from the day the order is placed (Request Date) until the order is shipped (Ship Date).

New Option to Print Company Logo and/or Name and Address on the AP and PR Check
In previous versions, the system did not allow for printing of the company logo, company name and/or company address on the check. It was expected that the information was pre-printed on the check stock. In this version release, the system is enhanced by adding the
□ Print Company Logo
□ Print Company Name and Address
checkboxes in the AP and PR Module Setup. Users can now choose to order checks with or without the company logo, name and/or address pre-printed.

AP Check Compliance to the Canadian Check Requirements
AP Check has been changed to comply with the latest Canadian check requirements based on the Canadian Payments Association Standard 006 which will take effect on July 1, 2007.

Print the Employee Information on Zero-Amount Checks
In previous versions, the system did not show any employee information in the printed check if the check amount was zero. In this version release, the system has been changed to show the employee information for the "Pay to the Order of" section of the check regardless of the check amount.

Customer Statement
There are a few changes in the AR Customer Statement in this version release. They are as follow:
• Gather data from the current tables only when processing current statement. Customer Statement is considered current if the Last Statement Date is no earlier than the current period's Begin Date and the Cut-off Date is on or before the current period's End Date.
• Show a "( Balance Forwarded )" detail in the Invoice section of the Customer Statement if the customer has an outstanding invoices as of the Last Statement Date and if Statement settings in the Customer Maintenance function is set to Print Balance Forward instead of Print Open Item.
• Display the applied discounts, adjustments and write-offs in the Payment section of the report.
• For consolidated statement, the total balance should reflect the balance for both parent account and subsidiary account(s).
• Generate the consolidated statement even if transaction does not exist for the parent account as long as transactions are recorded for the subsidiary account.
• "Each Subsidiary on New Page" setting should apply to consolidated statements only, and only if the same section (i.e., Invoice, Payments, and Refunds) consists of transactions that belong to two or more customer records.

Optimization for Recalculate Customer/Vendor Data
Recalculate Customer Data and the Recalculate Vendor Data functions have been further optimized to increase processing speed.
Restrict Posting of AR Payments Earlier than the Original Transaction Date
In previous versions, the system accepted payments to invoices with dates earlier than the invoice date or payments from an open credit for which payment date was earlier than the open credit transaction date. Certain Accounts Receivable reports may have generated balances that were difficult to understand. In this version release, the Apply Payment function has been enhanced to add validation to compare the apply date and transaction date. The system will not allow payments to be applied on a date earlier than the invoice date. The same validation applies to open credits. When open credits are applied, the apply date cannot be earlier than the invoice or open credit transactions.

Bank Reconciliation Report

In the previous version, there were a few discrepancies in the Bank Reconciliation Report verification of data. In this version release, the report has been changed to correct the following information:
□ Record count and total amount for Deposits In-Transit and Outstanding Checks to reflect unverified bank transactions only.
□ Generate the Bank Reconciliation Report for the selected bank account regardless of the bank reconciliation status - finalized, completed, pending or not reconciled.
Validate Bank Availability During Ship SO and Generate Invoice from Shipment
In previous versions, any bank number could be used when shipping sales orders and/or generating the AR invoices. In this version release, the system has been changed to confirm that the Available in Sales Order and Receivables settings for the bank number used in the Ship Sales Order and the Generate Invoice from Shipment is marked on the bank master record; otherwise the transaction will not be processed.
Prompt Overwrite Pay Code For Purchase Order with Multiple Line Items
In previous version releases, Create PO by Item function prompted the user to confirm if Pay Code change should affect the other line items in the Purchase Order regardless of the number of line items attached to the Purchase Order. In this version release, the system has been enhanced to suppress the message prompt if the Purchase Order has only one (1) line item. Changing the Pay Code for a Purchase Order with multiple line items will continue to bring up the message: Do you want to change the pay code of all line items with this vendor? Clicking "Yes" confirms that the Pay Code change applies to all line items in the Purchase Order. Clicking "No" means that the Pay Code applies to the selected line item only.

Retain the Invoice Post Date When Amending an AP Invoice
In previous versions, accessing an AP Invoice through the Amend AP Invoice function showed the System Date as the Post Date if the invoice was paid in full through Apply Prepay. In this version release, the Post Date of the AP Invoice is retained in the Amend AP Invoice function. User will need to change the Post Date if he/she needs the Post Date to follow the System Date.

Exclude Archived Parent Items in the Bill of Materials Report
In previous versions, Bill of Materials Report included parent items that are already archived. In this version release, the system has been changed so that archived parent items are no longer included in the Bill of Materials Report.
Editable GL Accounts for Earning Codes in the Transactions
In the previous version, the system did not allow changes on the GL Account IDs assigned to each of the earning code(s) in the following functions: Time Card/Piece Work, Apply Payroll/Payment, Post After-The-Fact Payroll and Amend Applied Payroll. In this version release, it allows users to edit the GL Account IDs assigned to the earning codes when processing payroll/payment transactions. The GL Account IDs are shown in the GL distribution grid. For the Time Card/Piece Work function, the GL distribution grid is located in the Time Card Entry Tab. For the Apply Payroll/Payment, Post After-The-Fact Payroll and Amend Applied Payroll functions, the GL Distribution Tab is added. This change allows users to use a generic earning code for multiple departments.

Include Overtime Hours in the Computation of Deductions with Rate/Work Hour Type
In the previous version, the system computed the deduction amount exclusive of the overtime hours. In this version release, the system allows the user to indicate whether the deduction amount shall be computed inclusive or exclusive of the overtime hours. Mark the Include Overtime Hours checkbox in the Deduction Maintenance function (available only if deduction type is Rate/Work Hour) if calculation of the deduction amount on the applied payroll/payment transaction must include the overtime hours.

Prompt for Default Holiday Earning Code for Non-zero Holiday Hours
In the previous version, the system would not accrue holiday hours for employees that were not assigned a Holiday type earning code. In this version release, the system requires input of a default Holiday Earning Code when processing the payroll/payment with non-zero holiday hours. The functions affected are Time Card/Piece Work, Apply Payroll and Post After-The-Fact. If Holiday Earning Code is set up in the PR Module Setup, the system will use this value as the default Holiday Earning Code for the transactions. Employees who are not assigned a holiday type earning code will use the default earning code for accrual of holiday hours.
Worker's Comp Wages (WC Wages) Calculation for Overtime Earning Code
In the previous version, the system did not read the Exclude O/T Premium settings when calculating WC Wages for Overtime type earning code. In this version release, computation for WC Wages will depend on the Exclude O/T Premium settings of the Worker's Comp Group attached to the earning code.
□ If Exclude O/T Premium checkbox is unmarked, WC Wages are computed as overtime hours multiplied by the overtime rate.
□ If Exclude O/T Premium checkbox is marked, WC Wages are computed as overtime hours multiplied by the overtime rate, divided by the overtime factor.

Journal Entries for Accrual of Earned Sick Leave
In the previous version, the journal entries for accrual of earned sick leave were:
DB: PR Accrual - Sick Time Expense CR: Accrued Payroll
In this version release, the GL Account IDs for the journal entries are as follow:
DB: PR Accrual - Sick Time Expense CR: PR Accrual - Sick Time Liab-General

Accrue Leave Hours Up to the Maximum Leave Hours Only

In the previous version, the system used the YTD Accumulated Leave Hours to check for accrual of the leave hours. This caused Leave Balance to exceed the Maximum Leave Hours when during the W-2/1099 Year-End Closing, Leave Balance carried an outstanding balance while YTD Accumulated Leave Hours was reset to zero.
In this version release, the system checks the Leave Balance to determine if leave hours should accrue or not. Once Leave Balance reaches the Maximum Leave Hours, Leave Balance will no longer accrue. The YTD Accumulated Leave Hours does not play any role in the accrual of the leave hours.

Default Liability and Expense GL Account ID for Paid Leave Code
In previous version, a new Paid Leave Code record got the default Liability Account from the Wages Expense Account of the PR Module Setup while the Expense Account was assigned the Employer's PR Tax Account. In this version release, the system assigns the Liability and Expense Account in the PR Module Setup as default values for the Liability and Expense Account of a new Paid Leave Code record.

Suppress Printing of W-4 Settings on Short Format of Payroll Check Stub
In the previous version, the system printed the W-4 settings (for both federal and state) below the list of deductions on all check stubs (short or long format). The W-4 settings added 2 extra lines in the deduction details which caused the printing to span over 2 checks if the deduction detail exceeded fourteen (14) lines. This issue applied only to checks using the short stub format (i.e., 3 ½ inch stub). In this version release, “Fed W/H” and “State W/H” setting information will no longer be printed on the short format of check stubs (which is the same behavior as that of Version 6.5). Only one computer check will be used for any employee with sixteen (16) or less deduction details. With this change, only the recommended long stub check format (e.g., Check 341L for laser) will continue to print the W-4 setting information.

Support Add-On Modules and Functions in the Create AccountMate Shortcut
In the previous versions, functions that do not belong to an AccountMate module would not be available for selection in the Create AccountMate Shortcut dialog box. However, functions added to an AccountMate module were included in the function list. In this version release, the system allows for the addition of function shortcuts for non-AccountMate modules. This means that shortcuts can be created for menu options in both AccountMate and non-AccountMate modules. Non-AccountMate modules must be added into the Module Selection Table (AMMOD). Transactions, Reports, Maintenance and Housekeeping functions that belong to these modules must be added into the Menu Option Table (AMMENU.DBF).
New Method "AfterSaveRecord" In The Form Class
A new method AfterSaveRecord is added to the Efrm class which is to be executed after a successful execution of the SaveRecord method of the Efrmtbr class. This method is used as a "hook" to isolate modification code from the standard SaveRecord code. The visual class contains no code in this new method.

Reminders: Noteworthy Process Improvements for Version 7.1 and available in V7.2

Getting Started Guide
A new Getting Started Guide has been added. It is a narrated tour of AccountMate 7 navigation features and functionality. The intention is to facilitate the understanding of things like icons, setting up preferences and familiarizing users with menu options. This Getting Started Guide would be a first-step introduction for a new employee needing to get started working within the AccountMate system or simply as a refresher session for a casual AccountMate user.
The Getting Started Guide can be accessed via the HELP menu and will be located on the Shortcut Pane. This Guide is available for viewing 24/7 as long as this user is logged into the AccountMate system. With screen captures and a person’s voice guiding the user through the many rich navigation and menu options within AccountMate, this Getting Started Guide is a good introduction to the System.

Copyright © 2010 Ceravolo Consulting, Inc.
All Rights Reserved.