AccountMate for Express is designed for small businesses that desire the stability and speed of SQL Server without incurring the expense of SQL Server licenses and will have up to five concurrent 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 records.  Both AccountMate products offer an identical user-interface, the same ease of use, number of modules and are source code modifiable.  This flexibility allows AccountMate products to be customized to fit your business processes and adjust as your business grows.

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AccountMate version 12.3 released

There are some very extensive enhancements that are being introduced in AccountMate 12.3 for SQL and Express. The majority of these enhancements were a result of the feature enhancement voting at prior SYNERGY and Roundtable Events, and requests from our AccountMate Business Partners and their customers. Some of the higher visibility changes include:


New Click to Pay Module

AccountMate 12.3 introduces the Click to Pay module that provides the capability of processing level 3 transactions, which requires the most extensive transaction information that may include the line item details (e.g., shipment origin ZIP/postal code, shipment destination ZIP/postal code, invoice number, item product code, etc.). The value of extensive data requirements allows the credit card processors to reduce the transactions’ wholesale rate or interchange rates. Needless to say, processing level 3 transactions translates to hundreds of dollars in savings.

Using AccountMate’s Click to Pay features, companies can save a substantial amount on their Business to Business (B2B) and Business to Government (B2G) transactions. It also allows users to eliminate manual entry of the line item detail, thereby saving time and reducing keystroke errors. It seamlessly integrates with AccountMate’s Sales Order and Accounts Receivable modules. Refer to the Click to Pay Sell Sheet for more information about this module.


Payroll Enhancements

AccountMate 12.3 for SQL/Express implements several Payroll enhancements as follows:

Allow Payroll Deduction to span across Tax Years.  In previous AccountMate versions users can set up a deduction limit for a single tax year. AccountMate 12.3 is enhanced to allow users to set up a deduction limit that spans across two or more tax years. When setting up a deduction limit in Deduction Maintenance, users can choose between the Annual option for a personal deduction that spans within a single tax year and the Term option for a deduction that spans across multiple tax years.
The Employee Maintenance > Deductions tab has a new Start Date field that allows users to specify the start date for the deduction. An ATD Deduction (Accumulated-to-Date Deduction) field is also added in the Deductions tab to show the deduction code’s accumulated deductions to date for the current tax year. For an Annual deduction limit type the ATD Deduction amount is always equal to the YTD (Year-to-Date) Deduction amount. For a Term deduction limit type, the ATD Deduction amount is equivalent to the accumulated deductions from the specified start date through the end of the current tax year for the particular deduction code. The ATD Ded Amt column is added in the Employee Deductions Listing. This enhancement addresses the need for users to accurately record deductions that span across multiple tax years including long term loans or garnishments.

Ability to schedule emailing of pay stub PDF files.  The Email Pay Stub feature in previous versions was designed in such a way that when the user would e-mail the pay stub PDF files, AccountMate would send the e-mail immediately. AccountMate 12.3 provides the ability for users to schedule at a later time e-mailing the pay stub PDF files to employees.

The Schedule and View Jobs buttons are added in the E-mail Pay Stub function. Clicking the Schedule button displays the E-mail Pay Stub Scheduler window where you can schedule a desired date and time when you want AccountMate to automatically e-mail each chosen payroll check stub to the employee. Clicking the View Jobs button displays the View Jobs window where you can review the schedules created in AccountMate and, if necessary, delete certain schedules. This enhancement provides users the flexibility to choose the desired date and time for e-mailing the pay stub PDF files to the employees.
Allow Copy and Paste from Excel into the GL Distribution Grid when Setting up Earning Codes.  AccountMate 12.3 supports pasting of earning code GL distribution data copied from an Excel file. For users who create several earning code records assigned with multiple distributions, this provides a quicker way to set up the earning code records and minimize data-entry mistakes.
When preparing data in Excel, users must arrange the GL distribution columns in the same order as these are displayed in the GL distribution grid to which you paste the data. To copy and paste Excel data onto the GL distribution grid, Open the Excel file and select the lines of data to be copied. Press CTRL + C on the keyboard or access the Copy function from the menu options. In the AccountMate screen right-click anywhere on the GL distribution grid and select “Paste from Excel” in the pop-up menu. To successfully copy data, the following rules must be met:

• The GL Account ID must be an active record.

• The GL Account ID must be a posting account; it cannot be an allocation account.

• The distribution amount must not be zero.

• The Worker’s Comp Expense GL Account ID is needed only when the earning code is assigned the worker’s comp group/code.

Combine Apply Payroll/Payment and Apply Payment Options information in One Tab.  In AccountMate 12.3 for SQL/Express the Apply Payroll/Payment function has been redesigned so that users can see all apply payment parameters in a single tab. The filter options for the employees whom payroll will be applied and other payroll application options are all combined in one tab. This enhancement streamlines the payroll application process and prevents users from missing important optional settings including new personal deductions during payroll application.

Provide the ACH filename as the first line in the ACH file for Canadian companies.  In AccountMate the ACH filename is the file prefix plus the next batch values from the Bank Account Maintenance > ACH (Mandatory) fields. This ACH filename must be provided as the first line in the ACH file for companies assigned with the “Canada” country tax. This enhancement helps Canadian companies meet the specific ACH file requirements.

System Manager Enhancements

This newest version implements several System Manager enhancements as follows:

Flexibility of assigning multiple users as “Supervisor”.  AccountMate 12.3 provides the flexibility of assigning multiple users with the “Supervisor” administrator rights. An Administrator Account checkbox is added in the Administrator program > Add/Edit User function. Marking this checkbox configures AccountMate to grant the user the administrator rights, same as the “Supervisor” user name. Implementation of the Track User Access feature is also expanded to include tracking any access to the AccountMate Administrator functions. Combined with the power of the Audit Trail and Track User Access features, this enhancement makes it possible to track the actual user who made system changes using the functions that require the “Supervisor” administrator rights, thereby contributing to an effective audit trail.

Ability to Assign User Access Rights rather than Require Supervisor Password in “Check for PR Tax Subscription Updates”.  AccountMate 12.3 allows you to assign user access rights rather than require users to enter the Supervisor password when accessing the Check for PR Tax Subscription Updates function. Though a Supervisor password is no longer required to access this function, data security is strengthened by restricting access to sensitive information only to authorized users. User access rights can be assigned in the AccountMate Administrator program > Group/User Setup > Add User/Edit User screen.

Improved Print Batch function.  AccountMate 12.3 provides the ability for users to e-mail a batch of reports from the Print Batch function, among other features. The Print Batch function is enhanced as follows:

• Print option – This used to be called the Generate option in older AccountMate versions.

• File option - Clicking the File button exports/saves the files in PDF format instead of the text format in previous AccountMate versions.

• E-mail option - When a user clicks the E-mail button, AccountMate displays the Select E-mail Addresses window where users can specify the e-mail address(es) to which the reports batch will be sent. The e-mail address(es) specified in the Print Batch function will override those set up in the report macros configuration. An exception is when the special report macros are configured to use the Customer/Vendor E-mail setting; in this scenario, AccountMate will send the special reports to the e-mail address(es) set up in the Customer/Vendor Maintenance > E-mail Setup tab regardless of whether e-mail addresses are specified in the Print Batch function.

These changes in the Print Batch function help facilitate a seamless process of e-mailing a batch of reports to multiple recipients. By saving the report batch files in PDF file format, it makes the process faster and more convenient.

Supports the latest Microsoft Operating Systems.  AccountMate 12.3 for SQL/Express supports Windows Server 2022 Standard Edition operating system for database servers and file servers as well as Windows 11 for workstations. These changes make AccountMate up to date with the latest Microsoft technologies. For a complete list of the supported operating systems, refer to the Software Requirements document on the AccountMate website.

Capability to assign Warehouse and Quantity in Accrue Landed Cost.  Previous AccountMate versions allowed accrued landed cost allocation to the on-hand quantities in the receiving warehouse only. in this newest version the Accrue Landed Cost function is enhanced by allowing users to allocate the accrued landed cost to the on-hand quantities in either a specific warehouse or multiple warehouses in which the inventory item is stored, regardless of whether these are designated as receiving warehouses.
A new Whse Alloc Qty (Warehouse Allocation Quantity) field is added in the Accrue Landed Cost > Cost Allocation tab. Double-clicking on this new field displays the Allocation of Rec Qty by Warehouse for Item # [xxx] window where users can record the accrue landed cost allocation to the inventory item’s on-hand quantities in a specific warehouse or multiple warehouses. This enhancement provides the flexibility of allocating accrued landed cost to help achieve accurate inventory valuation and proper inventory pricing, thereby helping ensure profitability.

Flexibility of choosing a Combination of Criteria Options in the Automatic Apply Payment function.  Previous AccountMate versions provided users with only one way to filter the Accounts Payable invoices that appear in the Automatic Apply Payment grid. Users can choose only one of these criteria options:

• By Vendor #

• By Discount Date

• By Due Date

• By Urgency

• By Reference

AccountMate 12.3 allows users to choose one or more of the available criteria options in the Automatic Apply Payment function to filter the AP invoices that will be authorized for payment. This enhancement provides added flexibility in recording of vendor payments authorization that facilitates faster payments processing and may translate to better accounts payable management and improved credit rating.

Allow Copy and Paste from Excel into the BR Transactions GL Distribution Grids.  AccountMate 12.3 for SQL/Express supports pasting of data copied from an Excel file into the GL distribution grid in the Record Deposits/Other Receipts and Record Checks/Other Disbursements functions in the Bank Reconciliation module. You can copy and paste from an Excel file into the grid the data for the GL Distribution Accounts and Amount columns, excluding the GL account descriptions. When preparing data in Excel, you must put the columns side-by-side in the same order as they are displayed in the grid. To copy data, open the Excel file and select the lines of data to be copied; then, right-click on the screen and select the Copy option. In the AccountMate screen right-click anywhere on the GL distribution grid; then, select “Paste from Excel” in the pop-up menu. When you are pasting data into the GL distribution grid, a message is displayed asking for your confirmation whether to overwrite the existing GL distribution entries; click “Yes” to replace the default distribution with the records copied from Excel. Choose “No” to keep the default distribution and add the records copied from Excel. This enhancement provides a quicker way to record the BR transactions’ GL distribution details and minimize data-entry mistakes

Ability to E-mail Check Stubs to Vendors.  AccountMate 12.3 introduces the Email AP Check Stub feature that allows users to email the AP check stubs to the individual vendors. When the Generate Check Stub File for E-mailing checkbox is marked in AP Module Setup > Printing tab and the user prints an AP check, AccountMate automatically generates a PDF file showing the check and stub and stores it in the company database. When the user clicks the Email button in the Email AP Check Stub function window; AccountMate automatically retrieves the PDF file from the company database, attaches the PDF file to the email, and sends it to the email address specified in the vendor record. AccountMate allows only one PDF file to be attached to each e-mail. If there were multiple PDF files stored for a vendor, AccountMate will send multiple emails to that vendor. When all the chosen PDF files are emailed, the user receives a status email that states which emails were successfully sent and which emails failed to send. This new feature facilitates emailing of the check stubs to the individual vendors without the need to manually scan each check stub. It allows users to easily and quickly email the check stubs, thereby saving ample time and effort. This new feature comes in handy especially during these recent years when e-mail is becoming the most commonly used mode of communication with vendors.

Update AccountMate TaxJar Integration API to support the latest API version.  AccountMate 12.3 TaxJar Integration is updated to support the latest TaxJar API (Application Program Interface). Beginning August 31, 2022 TaxJar automatically upgraded the API for all TaxJar users. This upgrade includes enhanced data validation for the API calls. This change is important so AccountMate remains compatible with the latest TaxJar API, thereby ensuring uninterrupted use of the TaxJar Integration features.

Various Report Enhancements

We have implemented significant reports enhancements to make these reports more useful and flexible in meeting the users’ specific needs. These report enhancements include the following:

Configurable Special Report Customer E-mail Addresses.  When exporting or e-mailing special reports to customers, previous AccountMate versions generated only one file for all the documents/reports that met the chosen criteria in the report interface. AccountMate 12.3 is enhanced by providing an option to generate only one file for each document and to separately export/e-mail this single document to the customer. Users can set up the customer e-mail addresses to which the individual special report will be sent. A new E-mail Setup tab is added in Customer Maintenance where users can set up the customer e-mail addresses to which the following special reports will be sent:
  • • Advanced Billing
  • • Blanket Sales Order
  • • Customer Statement
  • • Invoice
  • • Packing Slip (in Accounts Receivable)
  • • Packing Slip (in Sales Order)
  • • Payment Receipt
  • • Prepaid Memo
  • • RMA
  • • Sales Order
  • • Sales Quote
Each of these special report’s interface has a newly added Export/E-mail Options area with the e-mail address options and Individual File checkbox. Users can choose the Customer E-mail option to configure AccountMate to use the e-mail addresses set up in the customer record E-mail Setup tab. When the Customer E-mail option is chosen, AccountMate automatically marks the Individual File checkbox and you cannot change this setting. Marking the Individual File checkbox configures AccountMate to create only one file for each document and to send a separate e-mail for each document. When the other option is chosen, users can enter the desired customer e-mail addresses and have the option to mark or unmark the Individual File checkbox. Unmarking this checkbox configures AccountMate to create only one file for all the documents that meet the report criteria and to send a single e-mail for all the documents.

Since e-mail is one of the most commonly used mode of communication with customers, this enhancement makes e-mailing of special reports to customers faster and easier, thereby helping users save time in their day-to-day operations.

Configurable Special Report Vendor E-mail Addresses.  When exporting or e-mailing special reports to vendors, previous AccountMate versions generated only one file for all the documents/reports that met the chosen criteria in the report interface. AccountMate 12.3 is enhanced by providing an option to generate only one file for each document and to separately export/e-mail this single document to the vendor. Users can set up the vendor e-mail addresses to which the individual special report will be sent. A new E-mail Setup tab is added in Vendor Maintenance where users can set up the vendor e-mail addresses to which the following special reports will be sent:
  • • Blanket Purchase Order
  • • Cancelled Received Goods
  • • Purchase Order
  • • Purchase Quote
  • • RTV
Each of these special report’s interface has a newly added Export/E-mail Options area with the e-mail address options and Individual File checkbox. Users can choose the Vendor E-mail option to configure AccountMate to use the e-mail addresses set up in the vendor record E-mail Setup tab. When the Vendor E-mail option is chosen, AccountMate automatically marks the Individual File checkbox and you cannot change this setting. Marking the Individual File checkbox configures AccountMate to create only one file for each document and to send a separate e-mail for each document. When the other option is chosen, users can enter the desired vendor e-mail addresses and have the option to mark or unmark the Individual File checkbox. Unmarking this checkbox configures AccountMate to create only one file for all the documents that meet the report criteria and to send a single e-mail for all the documents.

Since e-mail is one of the most commonly used mode of communication with vendors, this enhancement makes e-mailing of special reports to vendors faster and easier, thereby helping users save time in their day-to-day operations.

Ability to Specify E-mail Addresses on the Report Interface.  AccountMate 12.3 Reports function is enhanced by allowing users to specify the desired e-mail address(es) to which the reports will be e-mailed. The report interface has a new E-mail To field where users can enter the e-mail address(es). This setting can be saved as a report macro. This enhancement provides users the flexibility of specifying multiple e-mail addresses to which the report will be sent. It is also time-saving to be able to save the e-mail addresses as a report macro.

New Customer Report E-mail History Report. his new report provides information about each individual special report sent via e-mail to each customer. This report helps users review which special reports were sent individually to the customers, the date/time when the e-mails were sent, and whether the e-mails were successfully sent.

New Vendor Report E-mail History Report.  This new report provides information about each individual special report sent via e-mail to each vendor. This report helps users review which special reports were sent individually to the vendors, the date/time when the e-mails were sent, and whether the e-mails were successfully sent.

Ability to Filter Pick List and Packing Slip by Customer Status.  The following Report functions in the Sales Order module have been enhanced by providing users the options to filter information in the report to include only the active customers, only the inactive customers, or all customers regardless of status:
  • • Print Pick List
  • • Print Master Pick List
  • • Print Packing Slip
This enhancement provides more flexibility to focus on the Pick Lists and Packing Slips printed only for the active customers or for the inactive customers.

Update Document Revision Number based on Print status of Sales Orders, Pick Lists, AR Invoices, and Packing Slips.  In previous AccountMate versions printing a Sales Order/AR Invoice set its status to “printed” and incremented the Sales Order/AR Invoice revision number; however, printing an SO Pick List/AR Packing Slip would not update the Sales Order/AR Invoice revision number. For example, when a user decides not to print the Sales Order/AR Invoice but later amends the Sales Order/AR Invoice and reprints the SO Pick List/AR Packing Slip, this does not update the Sales Order/AR Invoice revision number and it may lead to very costly double shipments.  AccountMate 12.3 implements a change by incrementing the Sales Order/AR Invoice revision number when the user amends the Sales Order/AR Invoice and prints the SO Pick List/AR Packing Slip in the same way that printing the Sales Order/AR Invoice does. This enhancement helps strengthen internal control and reduces, if not eliminates, the risk of double shipments.
Enhanced Inventory Reorder Report.  The Inventory Reorder Report is enhanced by adding the ability to sort the information by vendor numbers and to filter the output for a range of vendors. New options “Show Inventory Vendor” and “Show Last Purchased Vendor” are also added in the report interface. This enhancement helps users identify the vendors from whom they can place the order for out of stock items or those which on-hand quantities are below reorder point.

Electronic Payment Report Shows Encrypted Bank Account # and Bank Routing #.  To strengthen data security and protection, AccountMate 12.3 encrypts the bank account numbers and bank routing numbers shown in the Electronic Payment Report in the Accounts Receivable, Accounts Payable, and Payroll modules. The Electronic Payment Report shows only the last four (4) digits of the bank account and bank routing numbers.  This enhancement ensures the company’s compliance to the Payment Card Industry (PCI) data security standards.


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