Capability to manually enter or input data for Forms 1094 and 1095 (Affordable Care Act Reporting Program Enhancement)

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1 AccountMate 9.4 for SQL Release Notes February 26, 2016 Installation File Contents The AccountMate 9.4 for SQL CD contains the following components: AccountMate 9.4 for SQL Program Files Microsoft Visual FoxPro 9.0 (Service Pack 2) Runtime Files Crystal Reports 2008 (Service Pack 2) Runtime Files Bug Fixes Refer to the AccountMate 9.4 for SQL/Express Product Release Summary under the Maintenance and Technical Services section of the AccountMate Business Partner Home Page. Sorted by Control Number Sorted by Module Important Changes Capability to manually enter or input data for Forms 1094 and 1095 (Affordable Care Act Reporting Program Enhancement) AccountMate released a special utility, ACA Reporting Program Enhancement, which facilitates compliance with the Affordable Care Act reporting. AccountMate version 9.4 supports forms B/1095-B and 1094-C/1095-C to fulfill the end of the year reporting requirements. The new 1095-B Information Update and 1094-C/1095-C Information Update functions are provided to streamline data entry. Aatrix, through the Tax Forms function, facilitates preparation of the reporting and filing requirements. Enhanced Paid Leaves Feature The following enhancements have been made to AccountMate s paid leave feature: Option to limit the number of leave hours for an accrual year Some companies leave accrual policies include a provision to set a ceiling to the number of leave hours an employee can accrue during the year. Version 9.4 addresses this need by adding a Max Accrued Hrs (Maximum Accrued Hours) field in the Paid Leave Code Maintenance function. This is where authorized users can set the maximum paid leave hours that can accrue for each year for each employee. Ability to adjust Paid Leave Carry Over hours The Convert/Adjust Unused Paid Leave function has been enhanced to allow authorized users to enter the paid leave new carry over hours. This enhancement makes it easier to update the carry over hours, if necessary.

2 New Budgeted Financial Statements New Budgeted Balance Sheet and Budgeted Income Statement The Budget Statement in previous versions is now replaced by two separate reports: Budgeted Balance Sheet and Budgeted Income Statement. This allows more flexibility in adding criteria and options to make the budgeted financial statements more useful and comprehensive to best suit the company s needs. Multiple Step Format vs. Single Step Format Budgeted Income Statement The New Budgeted Income Statement can be generated using either of these formats: Multiple Step or Single Step. Under the Multiple Step Format, budgeted operating revenues and expenses are presented separately from budgeted non-operating revenues and expenses to provide more information about the company s primary business activities. This format segregates budgeted revenues and expenses into the following intermediate income components to facilitate analysis of significant aspects of the company s business: gross profit components (i.e., sales less cost of sales), operating income components (i.e., gross profit less operating expenses), and income before income taxes (i.e., operating income plus other revenues less other costs and expenses). Under the Single Step Format, items are classified into just two groups: budgeted revenues or budgeted expenses. The budgeted operating revenues and other revenues are still itemized but they are summed up into one total revenue amount. The budgeted cost of sales, operating expenses, and other costs and expenses are also itemized and summed up into one total expense amount that excludes income tax expense. Budgeted total expenses before tax are deducted from budgeted total revenues to arrive at budgeted income before income taxes. One Statement Approach vs. Two Statement Approach Budgeted Income Statement The New Budgeted Income Statement can be generated using either of these approaches: One Statement or Two Statement. Under the One Statement Approach, items of budgeted income and other comprehensive income are presented in a single Budgeted Statement of Income and Comprehensive Income report. Under the Two Statement Approach, the income statement components are split into two reports: all items that make up budgeted net income form part of the Budgeted Income Statement report; while the Budgeted Statement of Comprehensive Income report starts with the budgeted net income followed by items of other comprehensive income to arrive at total comprehensive income. IFRS-ready Budgeted Financial Statements Companies that have activated the IFRS features will be able to generate the following IFRS-ready budgeted financial statements: 1. Budgeted Statement of Financial Position 2. Budgeted Statement of Comprehensive Income Allow movement of a user from one security group to another group In previous versions a user record cannot be moved from one security group to another. If the user record must be assigned to another group, the user must be deleted from the existing group record and then added to a new group; thus, the Audit Trail Log no longer references the user to the old group. Version 9.4 now allows changing the group assigned to users without losing the Audit Trail information while keeping the user s extended security options.

3 Enhanced Bill of Materials and Manufacturing Reports Step by step instructions for Bill of Materials The Bill of Materials (BOM) is essentially a comprehensive list of parts, items, assemblies and subassemblies that are required to manufacture the parent item. It explains what, how, and where to buy; and it includes instructions for assembling the parent item. Prior versions allowed only one set of instructions for all the steps required in the bill of materials. In version 9.4 the Bill of Materials Maintenance is enhanced and the Create Work Order has a new Instructions tab to allow users to provide instructions for each single step required in the bill of materials. Allow duplicate items, labor, and machines in the bill of materials provided these are used in different steps Previous versions require users to enter a unique item number, labor number or machine number for each bill of materials record. This new version now allows users to add duplicate items, labor, or machine components to a bill of materials record provided that these are added in different steps. Show the Step Information on multiple Manufacturing reports We have added a new Show Step Information checkbox to the following reports: 1. Print Routing Slip 2. Print Production Slip Marking the checkbox configures the report to show the instructions for each step of the manufacturing process and to print a separate report for each step. The following reports are also enhanced to show the manufacturing step numbers: 1. Where-Used Report 2. Projected Material Requirement Report 3. Resource Allocation Report 4. Resources Used Report 5. Machine Application Report 6. Labor Application Report 7. Production Variance Report Sequence feature provides flexibility to rearrange the bins from which items will be picked for shipment In previous versions the Pick List, which is used as a supporting document for picking orders for shipment, prints the line items based on their sequence on the sales order. To optimize the picking of orders for shipment, users may need to change the line items sequence on the sales orders to match the sequence of bins in the warehouse. In version 9.4 a Pick Seq (Picking Sequence) column is added in Warehouse Maintenance so that users can set a picking sequence for the bins in the warehouse. This will be the basis for the sequence order of the line items printed on the Pick List sorted by Pick Sequence #. This enhancement allows a warehouse to optimize its shipping process.

4 Ability to assign a bank during application of payment to AP invoices Previous versions require the users to assign a bank number when posting an Accounts Payable (AP) invoice. When the AP invoice is paid from a different bank, users must first amend the AP invoice to change the bank number prior to applying payment to the AP invoice. Version 9.4 now allows users to assign a bank number during the AP Apply Payment process. This gives users greater flexibility in case the bank from which the check payment will be drawn cannot be determined yet at the time of posting the AP invoice. Users may also opt not to assign a bank number during payment application; in this case, those AP invoices to which no bank numbers are assigned will be displayed for selection, together with those AP invoices assigned with the specified bank number, in the Print Computer Check and Post Handwritten Checks functions. Enhanced BR and AR functions to Streamline Bank Reconciliation Changes have been made in various functions in the Bank Reconciliation and Accounts Receivable modules to further simplify the reconciliation of bank accounts. The enhancements are as follows: Display of the variance in the Reconcile Bank Account function facilities bank reconciliation In the previous versions users needed to do manual calculation to see how the bank balances have reconciled. In version 9.4 the Calculated Ending Statement Balance and Ending Statement Balance Variance fields are added to the Reconcile Bank Account function > Information tab. These read-only fields allow authorized users to see at one glance the amounts that are needed in order to finalize the bank reconciliation. With this enhancement, there is no need to manually calculate the amount remaining to be reconciled. Ability to record bank charges when recording bank deposits Authorized users can now record bank fees (e.g., credit card fees) that reduce the AR deposit amounts. This facilitates reconciliation of the AR deposit amounts recorded in AccountMate and on the bank statements. Option to show only the bank fees transactions in the AR Bank Deposit Report The AR Bank Deposit Report now comes with options to show only the cash receipt transactions, only the bank fees transactions, or all types of deposit transactions. This is designed so that the report can be of more use in reconciling the AR bank deposit amounts recorded in AccountMate against those on the bank statements. Streamline Manual Application of Payments to AP Invoices AP Invoice Balance as Default Apply Amount when Applying Payment to a Single AP Invoice If only one AP invoice is available for payment application, AccountMate will automatically make the entire invoice balance as the default apply amount in the Manual Apply Payment function. This streamlines data entry when manually applying payment to a single AP invoice. Saving Manual Apply Payment by Vendor # should default back to the Vendor # field After saving a manual application of payment by vendor transaction, the cursor now defaults back to the Vendor # field. This saves a few keystrokes and streamlines data entry.

5 Ability to assign lot numbers by work order Using the new Assign Lot Numbers by Work Order function, authorized users can assign lot numbers to items from work orders that were posted to finished jobs. This provides the flexibility of assigning lot numbers to manufactured items, in addition to the three other methods of assigning lot numbers: by item number, by purchase order, and for customized kit items. Allow AP Invoice to be less than AP/PO Matching Amount There are instances when the AP invoice amount is less than the sum of the AP/PO matching and reverse landed cost amounts. The previous versions would disallow this scenario; thereby, users were forced to either overstate the AP invoice amount or change the received goods information to be able to successfully post the AP invoice. The new version gives a warning message when the AP invoice amount is less than the sum of the AP/PO matching and reverse landed cost amounts; however, it provides the option for the user to continue posting the AP invoice. Include the Computer and Handwritten Checks in the AP Check Register Report We have added a new Include Computer Checks and Include Handwritten Checks options to the AP Check Register Report interface. When marked, the report will include details about the checks printed using the Print Computer Check function and/or checks recorded using the Post Handwritten Check function in the Accounts Payable module. This allows users the flexibility to view or print information about only the computer checks, only the handwritten checks, or both. Option to turn off validation of Customer PO # when recording customer transactions In previous versions a warning message was displayed upon saving the sales order or AR invoice when the customer PO # assigned to the document had been previously assigned to existing sales orders and AR invoices for the same customer. This was a great enhancement that would help avoid duplicate orders or invoices for the same customer requirement; however, there was no way to turn off this validation. In this newest version Customer Maintenance has additional options that provide flexibility for the users to configure whether a Customer PO # must be required during creation of sales orders and AR invoices and whether AccountMate must verify that the Customer PO # assigned to the document is not previously assigned to existing sales orders and AR invoices for the same customer. Allow user to enter Customer PO # during Sales Quote Approval The Customer PO # information helps users easily identify why a sales order or an AR invoice is issued. Previous AccountMate versions do not allow users to enter a Customer PO # during sales quote approval. To assign a Customer PO #, the user must either amend the sales quote prior to sales quote approval or amend the sales order after the sales quote approval. In AccountMate 9.4 for SQL/Express the Approve Sales Quote function is enhanced to allow users to enter the Customer PO #. Option to Automatically Apply Open Credits to the Outstanding RA Shipment Invoices after recording Complete RMA transaction Instead of having to separately access the Apply RMA Credits function to record the application of RMA credits created from completing an RMA order, this new version provides authorized users the option to automatically access the Apply RMA Credits function immediately after a complete RMA transaction is recorded. AccountMate automatically displays on the Apply RMA Credits screen the information from the completed RMA record though users can still edit them. This enhancement

6 saves users a few keystrokes, minimizes data entry mistakes, and reduces the risk that users may forget to apply the RMA credit that arises from an RMA completion transaction. Allow Selection of Secondary Report Sorting Option in certain SO and IC Reports Starting in version 9.1, AccountMate s reporting engine has been enhanced to allow users to select a secondary sorting order in many reports. This gives users the flexibility to sort the data in a way that will best meet their reporting and analysis needs without having to modify existing reports. The available secondary sorting options depend on the selected primary sorting option. In most cases, a sub-total for both the primary and secondary sorting options will be shown in the report. In this newest version this enhancement has been applied to the following reports: Sales Order reports 1. Print Pick List 2. Print Advanced Billing Pick List Inventory Control report: Physical Count Variance Report GL, AR, AP, PO and SO Import functions Lookup show both TXT and CSV file types More and more users have been creating files using Microsoft Excel and saving them in CSV file (comma separated values file) format. The following functions are enhanced to show not only TXT (text) but also CSV file types in the Import File Lookup (Search) window: 1. Import Journal Entry (General Ledger module) 2. Import Invoice (Accounts Receivable module) 3. Import AP Invoice (Accounts Payable module) 4. Import Purchase Order (Purchase Order module) 5. Import Sales Order (Sales Order module) Report Interface Period List box displays all accounting periods Clicking the Period List box button on a report interface, which contains a Period field, displays at one glance all the accounting periods set up in AccountMate without the hassle of scrolling down the List box. This facilitates the report parameters setup prior to generating the reports, thereby allowing users to save time and effort. Automatically updates Effective Date to match Future-Dated Deposit Date There may be instances when users need to use a Deposit Date and Effective Date that fall in a future period (e.g., on holidays where banks are closed and there s a delay in processing the deposits). Previous versions require you to manually update the Effective Date to match the Deposit Date if the latter fell in a future period (i.e., the Deposit Date is later than the system date). When recording future-dated bank deposits, AccountMate version 9.4 now automatically updates the Effective Date to match the Deposit Date, thereby saving users from having to manually change the Effective Date. Software Requirements Before installing a demo or live copy of AccountMate 9 for SQL, verify that the servers and workstations meet the system requirements for installing and running AccountMate. Note: Actual requirements may vary based on the operating system and database used in each installation. Provisions must also be made for any additional applications and files installed with AccountMate.

7 Database Server Requirements: The database server must meet the following minimum requirements: Operating System: Windows Server 2012 R2 Standard Edition or Windows Server 2012 Standard Edition or Windows Server 2008 R2 Standard Edition (SP1) or Windows Server 2008 R2 Enterprise Edition (SP1) or Windows Server 2008 Standard Edition (SP2) or Windows Server 2008 Enterprise Edition (SP2) Database: Microsoft SQL Server 2014 Standard Edition (SP1) or Microsoft SQL Server 2014 Enterprise Edition (SP1) or Microsoft SQL Server 2014 Express Edition (SP1) or Microsoft SQL Server 2012 Standard Edition (SP3) or Microsoft SQL Server 2012 Enterprise Edition (SP3) or Microsoft SQL Server 2012 Express Edition (SP3) or Microsoft SQL Server 2008 R2 Standard Edition (SP3) or Microsoft SQL Server 2008 R2 Enterprise Edition (SP3) or Microsoft SQL Server 2008 R2 Express Edition (SP3)* or Microsoft SQL Server 2008 Standard Edition (SP4) or Microsoft SQL Server 2008 Enterprise Edition (SP4) or Microsoft SQL Server 2008 Express Edition (SP4)* *For Microsoft SQL Server 2008 R2 Express Edition (SP3) and Microsoft SQL Server 2008 Express Edition (SP4) users only: Before you install SQL Server 2008 Express Edition, you must install the.net Framework 3.5 (SP1). For more information about the system requirements for SQL Server 2008 Express Edition, visit File Server Requirements (Optional): A File Server is optional but recommended to enhance performance. You can install the AccountMate 9 for SQL application on a file server and map all workstations to it, freeing up resources on the database server to obtain optimum performance on its data processing duties. Note: Under this setup, you do not need to install the AccountMate 9 for SQL application on each workstation. You only need to install the run-time library on each workstation. To do this, select the "Compact" installation type when running the program installer (AccountMate CD). Each application server must meet the following minimum requirements: Operating System: Windows Server 2012 R2 Standard Edition or Windows Server 2012 Standard Edition or Windows Server 2008 R2 Standard Edition (SP1) or Windows Server 2008 R2 Enterprise Edition (SP1) or Windows Server 2008 Standard Edition (SP2) or Windows Server 2008 Enterprise Edition (SP2) Workstation Requirements:

8 Each workstation that will be connected to the database server must meet the following minimum requirements: Operating System: Windows 10 or Windows 8.1 or Windows 8 or Windows 7 (SP1) Note: Hardware requirements will vary with the Operating System and SQL Server version you install. Please confirm the Hardware and Software Requirements for the Operating System and SQL Server version that you plan to use with this AccountMate version. Provisions must also be made for any additional applications and files installed with AccountMate. For an updated software requirements list, visit our website at Additional Software Requirements for Modification (Optional) Visual FoxPro 9.0 (SP2) Crystal Reports 2008 (SP2) Microsoft SQL Server 2014, 2012 or 2008 Utilities Installation Guide Pre-installation Checklist Use the following checklist as a guide when installing a live copy of AccountMate 9 for SQL: 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 9; 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 9 for SQL 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:

9 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 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 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 Specify the name of the SQL server instance to which AccountMate will connect 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 9 for SQL 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 When prompted for the supervisor password, enter the default password go ; then, click OK.

10 12.4. In the Select Country Tax for Sample Company window, select from the combo box the desired country tax for the sample company Specify the SQL Server data directory where you want to store the AccountMate databases. Accept the default or select a different SQL Data Directory 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 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 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: Verify or enter the AccountMate Product Key and activate the modules you want to use Install the License File, input the Maintenance Key and, if applicable, the PR Tax Subscription Key Create the live company database(s) Set the password policy Set up groups and users, and assign access rights. 14. Exit the AccountMate Administrator program and other open AccountMate program windows, if any. 15. Launch the AccountMate application and log in with the user name and password that you set up using the AccountMate Administrator program. Copyright 2016 AccountMate Software Corporation. All rights reserved. AccountMate is a registered trademark of AccountMate Software Corporation. Legal Notices and Terms of Use Privacy Statement Website Feedback